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HomeMy WebLinkAbout1985-01-21 Min - Board a� REGULAR MEETING January 21, 1985 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Duffy at 7:00 P.M. in the TDPUD Board room. ROLL CALL: Directors Cooley, Corbett, Maass and Duffy were present. Director Hamilton was .absent, being out of town on personal business. CONSULTANTS PRESENT: Counsel John M. Phelps and Architect Dale Cox. EMPLOYEES PRESENT: Tom Buckhouse, Jan Maughan, Bruce Grow, Peter Holzmeister and Susan Craig. OTHERS PRESENT: Among those present were Hanne Solheim, Maggie McBride, Tiffany Wright, Steve Ruppert, Bob Jones, Connie Dodds, Charlie White, Jennifer Cutts, Matt Brereton, Cheryl Bertha, Troy Robinsorr, Vince Eichele, John Oatts, Darin Veliquette, Randy Gardner, Bret Churchman, Julie Taylor, Mo Gardner, Dick VanLandingham,. Jim Cranmer, Phil Flanagan and David Toussaint. APPROVAL OF MINUTES Director Corbett moved, and Director Cooley seconded, that the minutes of December 17, 1984 be approved. All Directors, aye, by voice mo85/13 vote. SO MOVED. Director Maass requested that the minutes of January 7, 1985 include the statement that Cranmer Engineering agreed to pay the costs related to the District's review of the quit claim deeds necessary to freeze the south Tahoe Donner property line. It was determined that the statement was already included in the draft minutes. Thereafter, Director Corbett moved, and Director Cooley seconded, that the secretary be directed to prepare the minutes of January 4 and 7, 1985 in final form as drafted. mo85/14 All Directors, aye, by voice vote. SO MOVED. BILLS FOR APPROVAL } t1«:aager Holzmeister noted that the final payment to Hill Construction in the amount of $7,169.71 for substation grading and paving would be considered under New Business Item No. 5 along with the appropriate change order. After review of the bills presented, Director Maass moved that payment be approved with exception of the Hill Construction bill; seconded by Director Corbett. All Directors, aye, by voice vote. SO mo85/15 MOVED. MANAGER'S REPORT Electrical Engineer The Manager introduced Thomas Buckhouse, the District's newly appointed Electrical Engineer, who started work today. Mr. Holzmeister advised that he attended. a meeting on January 16, 1985 to discuss a plan proposed by SMUD- and SPPCo to construct a high voltage intertie between the two utilities. The meeting was called a scoping meeting because the utilities are required by the National Environmental Protection Act to provide citizen input on the scope of the environmental review phase of planning a new power line; seven are scheduled throughout the study area. The purposes of the intertie are to provide opportunity for power sharing, to reduce the need for major new generation sharing, to increase reliability of both utilities, to reduce required reserve margins, diversify resources available to both utilities, and to provide an annual savings to both utilities. 1/21/85 Pg. 1 i I Manager Holzmeister indicated the District should consider whether there is a possibility of purchasing wholesale power from SMUD and SPPCo by tapping the 345,000 volt line; if there is the possibility of using the intertie to wheel power from the Central Valley Project through SPPCo to the PUD; and if there are any other opportunities that are variations of the first two possibilities. He indicated that, in order to analyze these matters the District will require the assistance of R. W. Beck, Martin McDonough, Esq. and the Western Area Power Administration. Also he felt the staff engineer, Electric Committee and he should be involved. Director Maass moved, and Director Corbett seconded, that the Board C authorize the Manager to obtain quotes from R. W. Beck and Mr. McDonough. All Directors, aye, by voice vote. SO MOVED. Bidding requirements As recommended in the Grand Jury report, Counsel Phelps presented the Board with a chart of expenditures and related bidding requirements. He explained necessary action relating to current and ordinary repairs, upkeep or maintenance; unusual alterations, maintenance or repairs; new construction; purchase of items; professional services - attorney, engineer and accountant; and management auditor. A copy of the chart has been attached to these minutes for reference. I PUBLIC INPUT There was no public input. CORRESPONDENCE President Duffy noted that two letters concerning billing disputes were received since the last Board meeting. With respect to the letter from Daivd Herbert, Mr. Holzmeister reported that his complaint is unfounded - the District is currently following the disconnect procedure he suggests. The Manager also made note of the Northwest Public. Power Association Credit and Collection Survey of December 1984, which shows i I� the District's disconnect period to be in line with others. i l mo85/17 By Board consensus, both letters (Herbert and Lemieux) were referred j to the staff for response. NEW DISTRICT COMPLEX - AD HOC COMMITTEE REPORT fOn behalf of the Ad Hoc Committee, Mr. Bob Jones presented a report on the District's facilities. He noted the Committee's responsibilities - to determine whether or not the present facilities are adequate for current and future use and, if not adequate, to decide where construction of a new complex should be located. It was the Committee's opinion that the present complex is not adequate, and that construction should take place on the existing site. Mr. Jones explained how the conclusions and recommendations were reached. Director Corbett moved that the Board formally accept the findings of the Committee and thank the members for their participation. Director Maass suggested that the community members sitting on the Committee be f asked to remain as a watchdog committee for the community with respect to the new complex. Director Corbett agreed, and Director Maass seconded the ^' mo85/18 motion with the inclusion of his suggestion. ROLL CALL: Hamilton, absent; all other Directors, aye. SO MOVED. Dale Cox, Architect, presented a proposed schedule for the design and construction of the new complex. It was noted that in order to complete f Phase I, Mr. Cox should now proceed with preparation of layouts and Edrawings. Staff was directed to draw up the papers necessary to authorize Mr. Cox to act as Architect for the project. The matter is to be placed on the February 4, 1985 meeting agenda for consideration. f 1/21/85 Pg. 2 C 22 00 CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND CALLING FOR BIDS ON PCB RETROFILL PROJECT Counsel Phelps advised that the American Public Power Association referred him to two attorneys experienced in preparing contracts relating to PCB retrofill projects. After speaking with them and reviewing documents prepared by them, Mr. Phelps drafted an agreement for use by the District. The Board discussed two transformers located in Tahoe Donner T-. containing 100% PCB's, which would not be included in the retrofill project. Director Maass asked for a written statement relating to the District's compliance with federal regulations with regard to these two mo85/19 transformers. Director Cooley moved, and Director Corbett seconded, that the Board adopt Resolution. No. 8503 approving specifications and calling for bids on the PCB retrofill project. It was noted that the time for commencement and completion in Paragraph 16 of the Agreement would be filled in at the R8503 time of the contract award. ROLL CALL: Hamilton, absent; all other Directors, aye. SO RESOLVED. APPROVAL OF RESPONSE TO GRAND JURY REPORT Director Maass stated that he is in the process of preparing his personal response to the Grand Jury report, and will also have a memorandum commenting on the Board's response prior to the next regular meeting. The matter was put over for consideration at the February 4th meeting. CONSIDERATION OF RESOLUTION AMENDING BYLAWS - ORDER OF BUSINESS The Chairman advised that this resolution was prepared in order to amend the section of the bylaws pertaining to the order of business at Board meetings. He requested, at the last meeting, that "Planning Department Notices" be removed from the regular business items, and put on the agenda only when specific action is required by the Board. He also noted the addition of "Statement of General Fund," and asked that a report on the budget also be included. Director Maass noted his approval of the financial reports now that the District is current. Director Maass moved, and Director Corbett seconded, that the Board adopt Resolution No. 8504 amending Section 9 of the Bylaws. ROLL CALL: R8504 Hamilton, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND CALLING FOR JANITORIAL SERVICE BIDS After review of the draft documents, Director Corbett moved that the Board adopt Resolution No. 8505 authorizing a call for proposals for janitorial service; seconded by Director Maass. ROLL CALL: Hamilton, R8505 absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION AMENDING ELECTRIC RULE NO. 19 - DISCONTINUANCE AND RESTORATION OF SERVICE Manager Holzme.ister explained the proposed amendment to Electric Rule No. 19. Presently, if the District encounters unsafe or illegal apparatus it must give five days notice prior to disconnection. The new policy would allow for immediate disconnection, thus eliminating a hazardous condition. Director Maass asked that, in the future2, copies of the existing policy as well as the proposed policy be provided to the Directors for comparison purposes. President Duffy briefly discussed District liability with Counsel. Director Maass moved, and Director Corbett seconded, that the Board adopt Resolution No. 8506 amending District Electric Rule No. 19 - discontinuance and restoration of service. ROLL CALL: Hamilton, absent; R8506 all other Directors, aye. SO RESOLVED. i 1/21/85 Pg. 3 i 1 r 1 I CONSIDERATION OF RESOLUTION AUTHORIZING THE EXECUTION OF QUIT CLAIM DEED I NECESSARY TO FREEZE THE TAHOE DONNER SOUTH PROPERTY LINE i Counsel Phelps noted that he had reviewed the quit claim deeds prepared by Western Title Insurance Company necessary to settle the south k Tahoe Donner property line issue and found them to be in order. Director Cooley moved, and Director Corbett seconded, that the Board adopt Resolution_ No. 8507 authorizing the exchange of quit claim deeds f R8507 with Dart Resorts, Inc. , AP#18-010-10. ROLL CALL: Hamilton, absent; all i other Directors, aye. SO MOVED. E i REVIEW AND POSSIBLE APPROVAL OF CONTRACT CHANGE ORDER NO. 3 - PAVING AND GRADING OF DONNER LAKE AND TRUCKEE SUBSTATIONS - HILL CONSTRUCTION r Manager Holzmeister explained to the Board the adjusting change order which will bring the total amount to be paid to Hill Construction for the grading and paving of the Truckee and Donner Lake Substations in line with the contract and time and material change order (No. 2) - an increase over the original cost of $26,241.76. "I Director Maass moved that the Board approve Contract Change Order No. 3 and authorize payment to Hill Construction in the amount of $7, 169.71 mo85/20 which includes the amount retained; seconded by Director Corbett. ROLL CALL: Hamilton, absent; all other Directors, aye. SO MOVED. f i i CONSIDERATION OF TAHOE DONNER PROPERTY OWNERS' ASSOCIATION REQUEST TO ABANDON UNUSED PUBLIC UTILITY EASEMENTS The Board reviewed the request of the Tahoe Donner Property Owners Association to release its interest in several easements originally granted as public utility easements. The maintenance building, as well as other structrues have already been constructed over a portion of these easements. Staff has gone to the sites and has no objections to releasing our rights. The easements have not been used, and the District i does not anticipate a need for these easements. It was noted that the E lots in question are contiguous and other easements are available for i use. r Director Maass moved that the District take the steps necessary to Iabandon its interest in public utility easements located in Tahoe Donner Unit 3, Lots 257, 258 and 259, and Unit 11, Lots 171 and 172 in form mo85/21 required by the County; seconded by Director Corbett. ROLL CALL: Hamilton, absent; all other Directors, aye. SO MOVED. TAHOE TRUCKEE HIGH SCHOOL PROPERTY Director Maass mentioned that the District still holds title to the High School property through some oversight. Mr. Holzmeister indicated the School District and PUD attorneys would be preparing the documents necessary to properly transfer the property. ADJOURNMENT There being no further business before the Board, Director Maass moved that the meeting be adjourned at 8:00 P.M. The motion was seconded r by Director Corbett. All Directors, aye, by voice vote. SO MOVED. TRUCKEE DONNER PUBLIC UT LITY DISTRICT By L. Martin ffy, re 'dent I Susan M. Craig, eputy istrict Clerk i l 1/21/85 Pg. 4 I r r