HomeMy WebLinkAbout1979-08-20 Min - Board REGULAR MEETING
August 20, 1979
The Regular Meeting of the Board of Directors of the Truckee Donner Public
Utility District was called to order in the District Office by President Maass
at 7:05 P.M.
ROLL CALL: Directors Hatch, Huber, Kuttel and Maass were present at the start
of the meeting; Director Sutton arrived at 7:08 P.M.
EMPLOYEES PRESENT: A. Milton Seymour and Susan Craig.
CONSULTANTS PRESENT: District Engineer Cook was
g present at the beginning of
the meeting. District Counsel Grumer arrived at 7:25 P.M.
OTHERS PRESENT: Among those present were Edna Darlene Hanna, Robert L. Hanna,
Cindy M. Ames, Kenneth A. Ames, Larry Kelly, Anne Kelly, Mike Bosco, Marge
Adkerson, Don Strand, and representatives from Arthur Andersen & Company.
APPROVAL OF MINUTES
Director Hatch moved that the minutes of June 18 and June 28, 1979,
be approved. Director Huber seconded the motion. ROLL CALL: Hatch, aye;
Huber, aye; Kuttel, aye; Sutton, absent; Maass, aye. SO MOVED.
Director Hatch moved that the minutes of July 2 and July 16, 1979,
be typed in final form. Director Kuttel seconded the motion. ROLL CALL: Hatch,
aye; Huber, aye; Kuttel, aye; Sutton, absent; Maass, aye. SO MOVED.
STATEMENT OF GENERAL FUND AND BILLS FOR BOARD APPROVAL
Noting proposed payment to Alan 0. Johnson in the amount of $1,384.45
for expenses incurred in checking the new electrical distribution system in
Tahoe Donner, Director Huber asked if Mr. Johnson had prepared a report substan-
tiating his bill. Mr. Seymour noted the bill would ultimately be paid by Dart.
Director Huber stated she would like to withhold payment until the report has
been reviewed.
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Responding to Director Kuttel 's question, Mr. Seymour advised that
expenses incurred for the trip to Sacramento to meet with Martin McDonough,
Esq. and expenses for the trip to Fresno to meet with Jim Lloyd regarding Union
negotiations had been authorized. $48.75 payable to Pat Sutton for travel
(meeting of Governor's Commission on Water in Sacramento, the meeting of Inde-
pendent Special Districts held at Donner Ski Rancy) was also authorized.
Director Kuttel moved that the District pay the bills. Director Huber
seconded the motion with the exception of Alan Johnson's bill pending receipt
of his report. The Manager noted Mr. Johnson has prepared two lists of infrac-
tions to date; they were provided to the Manager and also to Dart's inspectors.
Before the District accepts the project, Mr. Johnson will make sure that all
the infractions noted have been taken care of.
Director Kuttel advised that his motion was still standing. Director
Huber withdrew her second.
A copy of the infraction list was procured; Director Hatch reviewed
the list with the Manager. Thereafter, he seconded Director Kuttel's motion
to pay the bills. ROLL CALL: Hatch, aye; Huber, abstain; Kuttel, aye; Sutton,
no; Maass, aye. SO MOVED. Director Sutton noted her "no" vote was because
she believed that anyone hired by the District to inspect construction work
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ought to be hired by the Board.
WEST RIVER STREET ASSESSMENT DISTRICT - TEMPORARY TRANSFER
Mr. Seymour made reference to Mary Chapman's undated memorandum which
included a revised copy of the West River Street Assessment District Status
Report. He noted a temporary transfer would be necessary in order to pay the
bond and interest payments that are currently due as one member of the WRSAD
is again delinquent. Mention was made that District Counsel Grumer has sent
the necessary letter. If that letter has not yet been forwarded, he is to
do so.
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Director Huber moved that a temporary transfer from the General Fund
to cover the West River Street Assessment District funds in the amount of $3,700
be approved. Director Hatch seconded the motion. Payment date of the bonds
was briefly discussed. ROLL CALL: Hatch, aye; Huber, aye; Kuttel, aye; Sutton,
aye; Maass, aye. SO MOVED.
COMMITTEE REPORTS
President Maass advised that no committees have met since the last
Board Meeting.
MANAGER'S REPORT
General Status of the District - Mr. Seymour reported that there have been no
significant power or water outages in the past two weeks. Because of some load
rearrangements, the Truckee Substation has not exceeded its nameplate rating.
One major problem has developed - a leak in a water line underneath
the Southern Pacific tracks behind the busstation was discovered. It will be
necessary to either repair the leaking water line or abandon the line and route
the water some other way. An investigation is now going on to determine which
solution is best.
Report on Donner Center - As is obvious to everyone, the Manager noted, construction
is continuing on the new building at Donner Center. As of this date, no water
or electrical connections have been made to the new building. There will not
be any until all the fees and requirements are met. The building has been connect-
ed to the sewer. The water line has been stubbed out to the street, but it
is not connected to the water main. The underground electrical conduit to the
utility pole has been placed, but it is not connected either. The contractor
has either rented or bought a temporary power pole but there is nothing connected
as of this date.
Stale-dated checks - Mr. Seymour advised that the Board received a memo from
the Bookkeeper regarding stale-dated checks. What is being requested from the
Board is establishment of a policy on handling requests to make good stale-
dated checks.
Report on Donner Center - For the benefit of several interested parties in the
audience, Director Sutton read the Report on Donner Center from the Manager's
Report. Cathy Curtis, whose husband has an office in Donner Center, stated
she felt the whole project had been "underhanded" from the beginning - she ex-
pressed the hope that everything would be cleared up prior to the PUD hooking
up services. Richard Valentine, another lessee at Donner Center, expressed
his concern. The safety factor of an electrical extension cord running from
the new building to Seven-Eleven was discussed.
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j Director Hatch moved that no electrical or water hook-ups be made at
Donner Center until an agreement is drawn up between Mr. Burge and presented
to the TDPUD Board that resolves all the problems that exist at Donner Center
and everything meets the County Building Code. In addition to this, that the
agreement not be ratified until the unpaid bills are paid by either certified
check or cash. The motion was seconded by Director Huber. ROLL CALL: Hatch,
aye; Huber, aye; Kuttel, aye; Sutton, aye; Maass, aye. SO MOVED.
The President noted that District Counsel Grumer will forward a letter
informing Mr. Burge of the Board's action.
Director Sutton noted that she would like some assurance that the one-
inch line is sufficient to serve 3,300 square feet of office space. District
Engineer Cook stated he would visit the Building Department and review the plans
that are available.
Stale-dated checks - Returning to the subject of stale-dated checks, Director
Sutton requested that this item be placed on the agenda for some kind of input
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relating to policy (if there is one) or formation of a policy.
Sierra Pacific Power Company rate increase - Presumably, Sierra Pacif ic's new
wholesale rate went into effect August 13, 1979, Mr. Seymour advised. This
rate calls for a $4.40 per kilowatt demand charge plus an energy charge of 2.152�
per kilowatt hour. In addition to these charges, there will be a customer charge
` of $1,100 and perhaps a fuel charge of the cost of fuel in excess of 1.82484-' i
i per kilowatt hour.
i
I
120179 pg. 2
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The District protested the increase. An informal rate settlement con-
ference was held in Washington D. C. Sierra Pacific, as a result of the conference,
lowered the demand charge to $3.89 per kilowatt and increased the energy charge
to 2.181P per kilowatt hour. Ken Seeds, Ben Bartlett and Martin McDonough have
reviewed the revised proposal. Mr. Seeds indicates there are still errors in
Sierra Pacific's calculations. A meeting will be held (probably this week)
to review and respond to such proposal. Mr. Seymour estimated that the new
proposal is approximately $50,000 less per year than the previous proposal.
To reduce the impact of the rate increase upon District power costs,
Mr. Seymour has directed the General Foreman to order an additional 1,500 WAR
of capacitors to improve the power factor to approximately 99%. This will reduce
the District bill by approximately 1%. Also, a work order and necessary purchase
orders will be issued to obtain and install timing devices to disconnect major
wells and booster stations from the line during peak power usage periods; this
has the potential of saving between $2,500 and $4,000 per month.
DONNER HEIGHTS SUBDIVISION - UNIT 1 - REQUEST BY OWNERS FOR ELECTRICAL SERVICE
Ken Ames, property owner in Donner Heights Subdivision, located on
a map the Subdivison where he owns property and wishes to have electrical ser-
vice made available. He advised that there is a primary power line two lots
away, but an easement to set power poles would be required. There are existing
drainage easements and walkways which, he thought, might be made use of for
the poles. Mr. Ames indicated that the owners of lots 3.7, 36, 34, 2 and 1 desire
electricity.
The possibility of running a line extension down the street upon which
the owners requesting electricity live and the related cost was discussed. Another
alternative, Mr. Seymour noted, would be to take an easement on a lot line between
Reed and Denton Streets; this would require the District to exercise its right
of eminent domain.
Mr. Cook advised that there is a sewer easement running between Lots
2 and 3. The property owners indicated this would be a good location for power
lines.
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Director Sutton moved that the matter be referred to staff, including
Mr. Cook, for a report back to the Board at the next meeting (as to how the
problem of providing power to the lots on the eastern end of Denton Avenue might
be solved) . Director Hatch seconded the motion. ROLL CALL: Hatch, aye; Huber,
aye; Kuttel, aye; Sutton, aye; Maass, aye. SO MOVED.
PRESENTATION OF THE 1978 ANNUAL AUDIT BY RICK BLUMENFELD OF ARTHUR ANDERSEN
& COMPANY
Mr. Blumenfeld advised the Board that Greg Conlon was also present
to participate in the presentation of the 1978 Annual Audit.
Mr. Blumenfeld presented the Financial Statements as of December 31,
1978 and 1977 together with the Auditors' Report; the report includes revisions
requested at the workshop session. Also presented was the Memorandum on Account-
ing Procedures, Internal Controls and Other Matters - a supplemental report
which is a product of the audit which makes suggestions to the Board and Management
in areas the auditors feel further consideration should be given. The third
document presented was a letter addressed to the Board of Directors which meets
the requirements of the REA bulletin and is to be delivered to the REA.
Mr. Blumenfeld reviewed the Memorandum on Procedures and Controls with
the Board. Relating to compliance with loan agreements, he noted the District
has entered into several loan agreements with various parties to assist the
District in the financing of capital improvement projects. The agreements have
placed certain restrictions upon the District and required the District to make
certain covenants regarding the operation, financing and accounting of the TDPUD.
Arthur Andersen's examination disclosed that an uncertainty exists at the present
time as to whether or not all the restrictions and covenants of such agreements
have been met. They recommended that a procedure be established by the District
which would provide for a quarterly review of the various restrictions and covenants
to determine if the District has properly complied with the loan agreements.
Another item included in the Memorandum related to long-range planning.
Mr. Blumenfeld noted that one of the most useful tools which management of any
organization can use to assist it in meeting its goals and objectives is a
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A third document was presented to the Board stating that the auditors
performed the auditing procedures specified in REA Bulletins.
Director Kuttel moved the Board accept the Arthur Andersen & Co. audit
report from 1978 and publish certain appropriate portions in the Sierra Sun
once. The motion was seconded by Director Huber. ROLL CALL: Hatch, aye; Huber,
aye; Kuttel, aye; Sutton, aye; Maass, aye. SO MOVED.
CONSIDERATION OF PAYMENT OF ARTHUR ANDERSEN AND COMPANY'S FINAL BILL FOR THE
1978 ANNUAL AUDIT IN THE AMOUNT OF $4,500
Director Sutton moved that the Board approve the payment of $4,500,
the final portion of the bill for the 1978 audit, to Arthur Andersen & Co. Director
Hatch seconded the motion. ROLL CALL: Hatch, aye; Huber, aye; Kuttel, aye;
Sutton, aye; Maass, aye. SO MOVED.
1979 ANNUAL AUDIT; DISCUSSION, POSSIBLE DESIGNATION OF AUDITOR
Mr. Blumenfeld presented a written proposal for performance of the
1979 annual audit to the Board - the estimated fee was $11,000. Relating to
the FmHA requirement for an audit as of June 301 1978, Mr. Blumenfeld noted
the date has been changed to December 31, 1979, so the District would not incur
additional expense (by having to perform two separate audits) .
CONSIDERATION AND POSSIBLE BOARD ACTION RE CHANGE OF ANNUAL INVENTORY DATE
October 31st was suggested as the date for a physical inventory. This
would simplify some of the closing procedures. After brief discussion, Director
Huber moved that the inventory date be changed from December 31st to October
31st. The motion was seconded by Director Kuttel. ROLL CALL: Hatch, aye;
Huber, aye; Kuttel, aye; Sutton, aye; Maass aye. SO MOVED.
The President noted that consideration of an auditing firm for 1979
would be placed on the agenda in September.
!` DISCUSSION, POSSIBLE BOARD DIRECTION - REQUEST BY GEBHARDT/MC FARLAND FOR
! ABANDONMENT OF RIGHT-OF-WAY ON MC FARLAND PROPERTY LOCATED AT HIGHWAY 267 AND
INTERSTATE 80
Mr. Seymour advised the Board that Director Kuttel spoke with Mr. McFarland
and told him the PUD wants the Cemetery District problem resolved. Mr. McFarland
indicated he felt he had a commitment from Salty Gebhardt to provide another
access into the cemetery.
Salty Gebhardt was present in the audience; she requested that somebody
inform her of what she is supposed to have committed herself to. Director Kuttel
was in possession of a rough draft of an agreement between the Cemetery District
and the Robert C. Gebhardt Company, and Cemetery District minutes from 1974,
he stated. Mrs. Gebhardt requested a copy and was provided with same.
Director Kuttel expressed the hope that the Cemetery District, Mrs.
Gebhardt, Mr. McFarland, and the PUD could settle this matter in a peaceful
fashion.
Mrs. Gebhardt, reading from the minute copy provided her, dated February,
1974, noted she had requested a commitment within thirty days. She explained
that the reason she made such a request was because she wanted to get started
on the rough grading of the road and the pad for the building - both of which
r-� she agreed to do - equipment only, no supplies - before the building season
got started. Presently, Mrs. Gebhardt is no longer in the road-building business;
she is in the rock-crushing business. Her equipment is not in the area - in
fact, she stated, she is not sure whether she still has the equipment required
to do the job. She noted the Cemetery District (in 1974) could not decide where
the road and pad should be located; therefore the matter was dropped. She asked
if the engineering had ever been completed by the Cemetery District - no one
supplied an answer to her inquiry.
Mr. McFarland, present in the audience, reviewed the chronology of
events. In conclusion, he noted that he is not sure what they (the Cemetery
District) want him to do.
8/20/79 Da. 5
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of the Ponderosa Palisades Booster and the Sierra Meadows tank - $24,000; Schedule
D - a multiplicity of work at Tonini Springs - $30,000.
Mr. Seymour noted that contact has been made with Farmers Home Administra-
tion.
Director Hatch moved that the Board authorize the District Engineer
to draw up the plans and specifications to contract out items A through G in
the estimated amount of $155,000 - the bid documents are to call for a bid opening
date of October 5, 1979. Director Kuttel seconded the motion. ROLL CALL: Hatch,
aye; Huber, aye; Kuttel, aye; Sutton, aye; Maass, aye. SO MOVED.
F
After further discussion respecting funding, Director Sutton requested
that her vote be changed - she would like to abstain on the motion because she
does not, she stated, feel comfortable not knowing specifically about the proposal
to finance when the Board has authorized going to bid.
In order to call for bids without getting cross-threaded with FmHA,
Mr. Cook advised that a determination must be made that the work on Schedules
A through G is maintenance and replacement in kind and is categorically exempt
under the California Environmental Quality Act as specifically provided for
in the District guidelines.
Director Sutton requested a written recommendation from staff on the
categorical exemptions of each of the projects as relates to the District's
adopted guidelines and to the State guidelines.
STATUS REPORT - REMODELING OF DISTRICT OFFICE - CONSTRUCTION OF NEW BOARD ROOM
Mr. Cook indicated he had nothing to report on this item; at present,
the matter is tied up with financing.
STATUS REPORT ON MANAGEMENT GUIDELINES; POSSIBLE BOARD DIRECTION
.. President Maass stated there was nothing to report on the Management
Guidelines. Director Sutton noted she has not yet been advised of a committee
meeting date - further, she stated that, if it would work out better for another
parto to be a member of the committee, she is willing to relieve herself of
the responsibility voluntarily.
DISCUSSION, POSSIBLE BOARD DIRECTION - REQUEST BY GEBHARDT/MC FARLAND FOR ABANDON-
MENT OF RIGHT-OF-WAY ON MC FARLAND PROPERTY LOCATED AT HIGHWAY 267 and I-80
The Chairman advised this item would not again appear on the agenda
until such time as he has heard from the Cemetery Board.
CONSIDERATION OF RESOLUTION DECLARING CERTAIN INVENTORY AND OFFICE EQUIPMENT
SURPLUS
Although the draft resolution had been distributed to the Directors,
the exhibits listing the inventory and equipment had not been prepared.
Director Sutton moved that this matter be put over to the next meeting.
The Chairman directed the Secretary to provide the Directors with copies of
the exhibits and to place the matter on the next meeting agenda.
DETERMINATION OF DATE FOR FIRST MEETING IN SEPTEMBER (WHICH FALLS ON LABOR DAY)
Since the Sanitary District holds their regular meeting on Tuesday,
September 4th and Mr. Cook must be present at such meeting, the Board agreed
to hold the PUD meeting on Wednesday, September 5th.
AIRPORT TRANSMISSION LINE - DISCUSSION OF POSSIBLE PLACEMENT OF FIRE HYDRANTS
DURING CONSTRUCTION
District Engineer Cook advised that he would be visiting the Truckee
Fire Protection District tomorrow and will check into their wants and desires
relating to this matter. He will report back to the Board as to where the hydrants
should be located during the course of construction.
8/20/79 pg_7
r
PRIVATE WELLS WITHIN DISTRICT JURISDICTION - FORMULATION OF POLICY
A copy of the well standards has been sent to Bruce McDonough, Esq.,
Mr. Cook said. Correspondence has been received from McDonough's office relating
to the Central Valley Board but did not address the issue at hand.
For the record, Director Sutton noted that, relating to the report
to the Board on well standards, the Water Committee generally agreed that references
to private wells would be expanded by Mr. Cook - perhaps resulting in a separate
section on private well standards to be included in the District's well standards.
It was recognized that some research would be required to determine legal authority
over private wells.
President Maass stated the matter would again be placed on the agenda.
MARTIS VALLEY SUBSTATION - CONTRACT CHANGE ORDER #2 TRANSFORMERS
The Manager informed the Board that Change Order #1 was a no-cost change
order which modified the color of the paint to be used at the substation.
Contract Change Order #2 came about because the District did not include
bushing transformers in the high-voltage bushings. The transformers are necessary
to operate the circuit switcher, which is the protection device that goes between
the PUD transformer and Sierra Pacific' s 120kV line. Consultants, R. W. Beck
and Associates, agree that this Change Order is necessary. The cost is $9,200.
Director Hatch moved that Contract Change Order #2 in the amount of
$9,200 for the transformer be approved. Director Huber seconded the motion.
ROLL CALL: Hatch, aye; Huber, aye; Kuttel, aye; Sutton, abstain; Maass, aye.
SO MOVED.
CONSIDERATION AND POSSIBLE ACTION ON A RESOLUTION REGARDING THE NOVEMBER 6,
1979 ELECTRIC PROPOSED BY NEVADA COUNTY
After a brief review of the proposed resolution, Director Kuttel moved ..�
that the Board adopt Resolution No. 7931 requesting consolidation of the general
district election with the statewide special election to be held on November
6, 1979. The motion was seconded by Director Huber. ROLL CALL: Hatch, aye;
Huber, aye; Kuttel, aye; Sutton, aye; Maass, aye. SO MOVED.
ENGINEER'S REPORT
Annexation proceedings - Mr. Seymour advised that the map of the proposed annexation
area is nearing completion. Director Sutton moved that this item be moved to
the next meeting agenda with some tangible information from the Manager and
Engineer about proceeding with the annexation into Placer County. Director
Kuttel seconded the motion. ALL AYE BY VOICE VOTE. MOTION CARRIED.
EIS - Martis Valley Substation - Mr. Cook advised that Cook Associates is in
the process of preparing the draft environmental assessment and initial study
for the Martis Valley Substation. He anticipated that the Board would receive
a draft prior to the September 5th Board Meeting.
Tahoe Donner water needs vs. estimated potential of the Airport Well and
allocation of the difference - Mr. Cook presented a system analysis showing
service connections, committed connections, required supply, supply capability,
and periods of excess water available (a copy of the plate has been attached
to these minutes for reference) . The chart is representative of the total Dis-
trict demands and represents only two of the five sub-service areas. With the
2,500 gallons, there is excess water available, Mr. Cook stated, The President
noted that this is a topic that should be pursued further - basically, an updated
study and an ordinance so that any of the Airport Well water does not get used
any place but Tahoe Donner. The subject will appear on a future agenda.
West River Street Assessment District line extension - Mr. Cook reminded the
Directors that, at the last meeting, an 8" line versus a 12" line to form the
intertie between the Airport Well and Donner Trails booster was discussed (1,649
feet of line that would carry an upsizing cost of meterial alone - $5,500 -
would be necessary) . The completion of the loop at a 12" diameter would provide
the District with redundant major transmission facilities so that under any
circumstance the District would have total capability.
8/20/79 pg. 8
�y
Director Sutton moved that the Board authorize the expenditure of $5,500
for additional material cost for the 1,648' line extension of the West River
Street line from its present terminus to the entrance to the trailer park on
West River Sreet. The motion was seconded by Director Hatch. ROLL CALL: Hatch,
aye; Huber, aye; Sutton, aye; Kuttel, aye; Maass, aye. SO MOVED.
Prosser Well - District Engineer Cook reported that the engineers for the Paynes
have reached an agreement with the County Planning Department for the geometry
of the lots, wood barriers, and the abandonment of the well.
ell" PLANNING DEPARTMENT NOTICES
The lot split beyond Prosser Heights, only 1,000 feet from the District
water line, was briefly discussed. Mr. Seymour has suggested that they connect
to the District line because it would improve the fire protection.
Various setbacks interfering with District easements were mentioned.
District Counsel Grumer was directed to prepare a resolution setting forth the
District policy re this matter.
CORRESPONDENCE
Mr. Seymour advised that he received correspondence from Stice and
Wells (insurance) pertaining to umbrella coverage. Quotes for increases up
to $5,000,000 were contained in the letter. President Maass directed that the
subject be placed on the next meeting agenda for discussion and possible action.
PLANNING DEPARTMENT NOTICES
For the record, the Chairman noted he wanted the Board to be aware
of the Hopkins land exchange as it relates to the District substation. The
scenic corridor on Highway 89 is going to be exchanged; the Forest Service is
already in the process of the exchange along with four or five other parcels.
This is being done, the President stated, on the basis of public hearings held
sevaral years ago. At those public hearings, mitigation to protect the corridor
and land dedicated to the park and recreation department was agreed upon. The
park department has not been offered any land.
ADJOURNMENT
There being no business to discuss in Executive Session, the President
declared the meeting adjourned at 12: 04 P.M.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
BY A;e-I
Karl Kuttkl, Vice President
Susan LM. Cra
ig Deput Distric erk
r—
8/20/79 pg. 9