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HomeMy WebLinkAbout1984-12-03 Min - Board REGULAR MEETING December 3, 1984 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass at 7:05 P.M. in the TDPUD Board room. ROLL CALL: Directors Cooley, Duffy, Hamilton and Maass were present. Director Corbett arrived at 7:06 P.M. CONSULTANTS PRESENT: Counsel John M. Phelps was present. EMPLOYEES PRESENT: Jan Maughan, Ron Reynolds, Peter Holzmeister and Susan Craig. OTHERS PRESENT: Among those present in the audience were Dick VanLandingham, David Toussaint, Phil Flanagan, Karl Kuttel, Dawn Dickinson, Troy Robinson, Diane Kistler,, Connie Dodds, Shawn Ward, Justine Belson, Joe DeCasper, Kristin Arney and K. Y. Bowers. REORGANIZATION OF THE BOARD President Maass advised that both State law and the District bylaws dictate that the Board elect officers each year at the first meeting in December. Manager Holzmeister noted that Robert's Rules of Order do not call for nominations of officers to be seconded. Nominated for the office of President were Martin Duffy and James Maass. Nominations were closed, and a roll call vote was taken to elect Martin Duffy President of the Board. All Directors,, aye. SO MOVED. For Vice President, James Maass was the only nominee and, by roll call vote., was elected unanimously. Dan Cooley was nominated for Treasurer. Nominations were closed, and Mr. Cooley was unanimously voted in as Treasurer by roll call vote. APPROVAL OF MINUTES Director Maass moved, and Director Hamilton seconded, that the minutes of November 5, 1984 be approved as written. SO MOVED by voice vote. Director Cooley requested that the minutes of November 19, 1984 be held over to the next meeting for consideration. SO MOVED by consensus. BILLS FOR APPROVAL - STATEMENT OF GENERAL FUND After reviewing the bills for approval and statement of general fund, Director Cooley moved, and Director Hamilton seconded, that the bills pre- sented be approved for payment. All Directors, aye, by voice vote. SO MOVED. MANAGER'S REPORT Hirschdale Water System Manager Holzmeister advised that on November 28, 1984 he received a tele- phone call from William Gaffaney, who indicated he is an attorney representing A. F. Rodrigues. He said Mr. Rodrigues is willing to give to the TDPUD free of charge a perpetual easement to the well site, storage tank site and any other easements that would be necessary to build the water system. Mr. Gaffaney noted that since a certain amount of open space land is required for each mobile home site, Rodrigues cannot give the District title to the land or it would reduce his acreage and cause him to lose mobile home spaces. Mr. Holzmeister asked the Board if he should go forward with having Counsel Phelps and Dan Cook, Civil Engineer, draw up the easements. Director Maass mentioned the November 16, 1984 letter to Mr. Rodrigues from the Nevada County Health Department requiring certain corrections to 12/3/84 Pg. 1 156 i the Hirschdale water system, and moved that the matter be placed on the agenda for review and recommendation by the Water Committee; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. President Duffy appointed Director Maass to take his place on the Water Committee. A & B Wells Mr. Holzmeister reported he received an update from Sid Karsh of Dart Industries regarding the final judgment on the Richmond vs. Dart case. The matter was delayed due to the presiding judge taking ill. However, he has now returned to the bench, and the judgment should be issued shortly. When the judgment is filed, Dart will prepare appropriate title to Wells A & B in favor of the District. i Report Generator The Manager noted that the 1985 budget lists an expenditure in the ap- proximate amount of $4,985 for a report generator for the computer. This is a proprietary program owned by Digital Equipment and is the only one able to be used on the District's system. He felt, therefore, that it is not an ap- propriate item for bidding and requested authorization to go forward with the purchase. Mr. Holzmeister noted the generator would give flexibility to the files and allow for delinquent account follow up, adjusted accounts receivable, write-off list analysis, etc. It would allow use of the files that are present in the system but for which no standard report form exists. Responding to Director Maass' question about having someone write the program, Mr. Holzmeister indicated the program can't be duplicated. Director Maass suggested that a resolution setting forth all the back- ground information and facts and authorizing the Manager to purchase the report generator be drawn up by Mr. Holzmeister. SO MOVED by voice vote. PLANNING DEPARTMENT NOTICES Manager Holzmeister reported that ,only routine Planning Department notices have been received by the District and are being handled by staff. PUBLIC INPUT There was no public input. CORRESPONDENCE There was no correspondence discussed by the Board. COMMITTEE REPORTS Director Hamilton noted that the Electric Committee met Friday regarding the Electrical Engineer position, and that both candidates had been inter- viewed. One of the applicants had been selected unanimously, he advised, and Mr. Holzmeister is in the process of checking out his references. NEW DISTRICT COMPLEX - STATUS REPORT President Duffy stated that the last action taken by the Board was the determination to establish an ad hoc committee from community members to advise the District regarding the new building. Director Corbett said, as was noted in his memorandum to the Board, that he feels the Board would be remiss by not going forward with the formation of this committee. Matters to be reviewed by the committee were suggested. Director Maass reminded the Board that the permit for the temporary mobile office will be expiring in two and one half to three years and will have to be removed. He also noted that morale among employees can get pretty low when they don't have adequate work space. He went on to say that the present building has outserved its usefulness and the District needs a new facility; if building does not begin until 1986, the Board will be look- ing at increased costs. i w 12/3/84 Pg. 2 I It was decided that three community members would be appointed to a committee to study whether a .facility is needed by the District and the location of such a facility. The Architect, Dale Cox, the Manager and Directors Cooley and Hamilton will also sit on the committee. The following individuals were recommended by the Board: Bob Jones, Jerry Henley, Marilyn Dedmon, Jerry Wells, Jim Deaquilera, Joe Gervais, Charlie White, Crawford Bost, Fran Benoit, Joel Grey and Eileen Kistler. All were acceptable, and it was decided to work down the list until three available individuals are found. SO MOVED by consensus. POSSIBLE DISCONTINUANCE OF REA ACCOUNTING SYSTEM - STATUS REPORT Mr. Holzmeister said that he wrote to Arthur Andersen « Company concern- ing a study of the District's accounting system and preparation of a program to simplify the accounting procedure. Keith Fukui suggested that, if the District is not in a rush. to complete the project, the. most expedient and efficient approach would be to conduct a preliminary review during the course of the regular audit. The review would enable Arthur Andersen to outline a detailed approach and determine the specific scope of the project. Based upon their previous work with the District, Mr. Fukui thought there would be benefits to be achieved through such an evaluation. Mr. Holzmeister indicated he was agreeable to this approach. By consensus, the Board authorized Arthur Andersen to develop a proposal outlining the scope and cost of the work during the audit in March of 1985. CONSIDERATION OF RESOLUTION ESTABLISHING POLICY REGARDING THE UPGRADING AND ACCEPTANCE OF PRIVATELY OWNED FACILITIES It was noted that the purpose of this proposed policy is to guide the District in its decisions relating to the upgrading of privately owned elec- tric or water facilities which are located within the District, are currently being used to provide service from the District to customers, and are not in compliance with existing District specifications and standards. In answer to Karl Kuttel's question, it was noted that this policy, if adopted, would apply to the- South River Street properties currently being served through Grace Robertson's line. After review, Director Maass moved, and Director Corbett seconded, that the Board adopt Resolution No. 8472 establishing policy regarding the up- grading and acceptance of privately owned facilities. ROLL CALL: all Direc- tors, aye; SO RESOLVED. CONSIDERATION OF RESOLUTIONS APPOINTING AUDITORS FOR 1985 Director Maass stated that the District has been pleased with the ser- vices provided by Arthur Andersen in the past, noted that the cost of their services for performing the 1984 audit shows a decrease from the 1983 audit, and thereafter moved that the Board adopt Resolution No. 8473 designating auditors for the 1984 tax year for the Water Department; seconded by. Direc- ` for Hamilton. ROLL CALL: all Directors, aye. SO RESOLVED. Director Maass moved, and Director Hamilton seconded, that the Board adopt Resolution No. 8474 designating auditors for the 1984 tax year for the Electric Department. ROLL CALL: all Directors, aye. SO RESOLVED. STAMPEDE POWER ALLOCATION - POSSIBLE DIRECTION Manager Holzmeister advised that he received notice that the Western Area Power Administration is marketing power from Stampede Dam. If the TDPUD is interested in the power, it must submit a formal application by February 1, 1985, which will require the services of a consultant. Mr. Holzmeister requested R. W. Beck to submit a proposal for prepara- tion of the application for power and to complete an evaluation of the costs and benefits over the short and long term if the District is successful in obtaining the allocation. 12/3/84 Pg. 3 3 158 fFor the application process, Ferris Gilkey of R. W. Beck submitted a proposal in an amount he did not expect to exceed $3,000 provided a load forecast for the District was not required. Director Hamilton moved that the Board proceed with the application as proposed by Beck with the understanding that there will be an in-depth study to follow, seconded by Director Maass. Director Corbett noted that the Dis- trict may lose its current rate status with Sierra Pacific if SPPCo is not the sole supplier. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF RESOLUTION ESTABLISHING POLICY REGARDING THE USE OF DIS- TRICT EASEMENTS Manager Holzmeister advised that the District recently received a request from a home owner that he be permitted to use a District paved roadway lead- ing to a District storage tank to gain access to his property. Mention was made of a similar request which was denied, and resulted in the Garbutt law- suit. Director Maass briefly summarized the circumstances surrounding the Garbutt matter, and went on to say that the owner of property on which an easement sits is able to use such easement as long as the use is consistent with the provisions of the easement. The draft policy prepared by John Phelps regarding the use of District easements for access to privately owned property, issuance of a license, implementation of a maintenance fee, obstruction of the easement, prescrip- tion or adverse possession was discussed. The possibility of the District putting itself in a bad position between the owner of the property underlying t the District easement and the person requesting use of the easement was dis- cussed. The Board was in agreement that it did not wish to become involved in situations of this nature, and clarified that it has no power to stop a per- son from driving on his property even if it is over a District easement. G CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS FOR ONE CONSTRUCTION SERVICE TYPE BODY FOR 1985 CAB/CHASSIS i After appropriate review, Director Corbett moved, and Director Hamilton i seconded, that the Board adopt Resolution No. 8475 approving specifications and calling for bids on a construction service type body for a 1985 cab/chassis for the Electric Department. ROLL CALL: all Directors, aye. SO RESOLVED. POSSIBLE DIRECTION RE ABANDONMENT OF MC GLASHAN AND TONINI SPRINGS Director Maass noted that the main question involved in the issue of whether or not to abandon McGlashan and Tonini Springs is if the District would lose its water rights and use of the existing easements. He suggested contacting Martin McDonough for the answer to this question. Mention was made of John Phelps' research and analysis of the McGlashan Spring and Tonini Spring water issues, a copy of which was provided to the Board several weeks ago. Manager Holzmeister advised that McGlashan Spring is not being used at the present time, and would have to be brought up to standards prior to kresuming use; Tonini Spring is being only partially used. Director Maass moved that the District continue to operate the system as is prudent, and have all questions answered using Counsel McDonough as necessary. SO MOVED by consensus. POSSIBLE APPROVAL OF ORGANIZATIONAL CHART AND JOB DESCRIPTION FOR SUPERIN- TENDENT OF ELECTRIC OPERATIONS I Both Director Hamilton and Director Corbett registered their objection to the change in job title and duties from Electrical Engineer to Superin- tendent of Electric Operations. They felt the individual selected should be responsible for engineering, not supervision of the Electric Crew. f Mr. Holzmeister noted that Ferris Gilkey of R. W. Beck, who assisted the District in interviewing the two candidates, also feels the District should make a choice as to whether it wants a superintendent or an engineer -- to } require a person to do both is heading for difficulties, in his opinion. I 12/3/84 Pg. 4 The Manager advised that he feels the employee selected for this posi- tion should be involved with system standards, engineering and planning, alternate sources of electricity and its evaluation, etc. rather than being tied down in the day-to-day supervision of a crew. Director Cooley suggested the job description be changed to indicate that the Electrical Engineer would supervise the employees as directed by the General Manager. Director Maass moved, and Director Corbett seconded, that the job de- scription be referred back to the Manager for redrafting, and that it be reviewed at the next Board meeting. All Directors, aye, by voice vote. SO MOVED. CLOSED SESSION The meeting was adjourned to closed session at 8:48 P.M. RETURN TO PUBLIC SESSION The meeting was returned to public session at 9:33 P.M. President Duffy advised that union negotiations, personnel and a grievance were discussed during closed session; no action was taken. ADJOURNMENT There being no further business before the Board, Director Maass moved that the meeting be adjourned; seconded by Director Hamilton. SO MOVED at 9:34 P.M. by voice vote. TRUCKEE DONNER PUBLIC UTILITY DISTRICT tin Du si i I Susan M. Craig, Deputy Dis 'ct Clerk 12/3/84 Pg. 5