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HomeMy WebLinkAbout1984-08-06 Min - Board 16v.y REGULAR MEETING August 6, 1984 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass at 7:02 P.M. , in the ,.--, TDPUD Board Room. . ROLL CALL: Directors Cooley, Corbett, Duffy, Hamilton and Maass were present. EMPLOYEES PRESENT: Mary Chapman, Sue Felce and Susan Craig were present. i CONSULTANTS PRESENT: Counsel Simon and Counsel Phelps. OTHERS PRESENT: Among those present were Mr. and Mrs. Charles White, Ken Peters, Dick VanLandingham, David Toussaint, Bob French, Walter Auerbach, Roxie Archie and Dale Cox. APPROVAL OF MINUTES Director Duffy moved, and Director Cooley seconded, that the Board ap- prove the minutes of June 18 and July 2, 1984. All Directors, aye, by voice vote. SO MOVED. Director Duffy moved, and Director Corbett seconded, that the minutes of July 16, 1984 be prepared in final form as corrected. All Directors, aye, by voice vote. SO MOVED. STATEMENT OF GENERAL FUND AND BILLS FOR APPROVAL ,,. Office Manager Chapman noted two corrections to the Statement of General Fund - the Electric Revenue should be $389,215.40; Water Revenue should be $82,762.46. There being no questions regarding the bills presented for con- sideration, Director Duffy moved that payment be authorized; Director Hamilton seconded the motion. All Directors, aye; SO MOVED. MANAGER'S REPORT = 1984 Budget On behalf of Manager Holzmeister, Mary Chapman presented to the Board copies of the preliminary 1984 budget for review.. President Maass asked that a public hearing be scheduled for 7:30 P.M. at the August 20th meeting to con- sider its adoption, and noted that he anticipates the 1985 budget will be ready for adoption on schedule - prior to the end of 1984. PLANNING DEPARTMENT NOTICES General Plan Amendment With respect to the public hearing before the Board of Supervisors per- taining to an amendment to Policy 51 of the Nevada County General Plan, which would allow public agencies to occupy parcels smaller than the minimum size set forth in the Plan, the Chairman referred the matter to the Manager for review and possible response. PUBLIC INPUT Planned outages Charles White, realtor at Donner Lake, made note of the planned outage at Donner Lake and the related notices placed on residences to be affected. He asked that, in the future, realtors also be notified since there are so many short term rentals in the area, and further advised of the possibility of sewer spills into the Lake because of inoperative sewage pumps. It was decided it would be a good idea to let individuals unfamiliar with the area know that sewage pumps and hot water heaters require electricity, and ac- tions that can be taken to prevent any damage. CORRESPONDENCE Donner Lake Realty, Inc. With regard to Mr. White's letter concerning an alleged meter problem at one of his Donner Lake rental homes, President Maass advised he had referred the R/h/RL, Prr I matter to staff for resolution. If a solution satisfactory to Mr. White is not found by staff, Mr. White may then turn to the Board for action. Diana J. Casler Respecting Mrs. Casler's letter having to do with a billing cycle com- plaint, the Chairman referred the item to the Office Manager for analysis and response. COMMITTEE REPORTS There were no committee reports. SELECTION OF ARCHITECT TO PLAN AND DESIGN NEW DISTRICT COMPLEX Director Corbett noted that he would be abstaining from discussion and voting on this matter since he is doing some photographic work for one of the firms being considered by the Board. The President stated he was quite impressed with Dale Cox, David Tucker and Dan Cook; Director Hamilton said he is leaning towards Dale Cox; Direc- tor Duffy indicated he favors Dale Cox, with Dan Cook second. Director Cool- ey moved, and Director Hamilton seconded, that the Board select the proposal of Dale Cox to perform Phase I of the planning and design of a new District complex. All Directors, aye, with the exception of Director Corbett who ab- stained. SO MOVED. APPROVAL AS TO FORM - CONSULTANT SERVICES AGREEMENT Counsel Phelps advised that he had prepared a consultant services agree- ment for use by the District which, he thought, would serve as protection for the PUD's interests. Provisions requested by the consultants could be addenda to such agreement if so desired by the District. In order to allow adequate time for review, Director Hamilton asked that the matter be put over to the August 20th meeting. ' JAMES HANSEN AND ASSOCIATES - DISCUSSION WITH REPRESENTATIVE - POSSIBLE_ ACTION President Maass noted that the services of James Hansen and Associates had been terminated by the Board at the last regular meeting. Since that time, Ken Peters of Hansen has contacted several Board members individually. The President scheduled this agenda item in order that Mr. Peters could speak to the Board as a whole rather than to members individually. Mr. Peters reviewed with the Board some of the services having to do with the District's hydroelectric projects and his belief that he is responsible for providing such service until the FERC licenses are obtained. Hansen's estimate of costs and amounts paid by the District to date were briefly dis- cussed. The President mentioned that he does not recall authorizing Hansen to by-pass the District in regards to receiving technical information. The hydro water rights and quality issues were briefly discussed. k Counsel Simon reminded Mr. Peters and the Board that all District con- sultants serve at the pleasure of the Board, and he suggested that the Board reaffirm its previous action terminating the firm of Hansen and Associates f so there is absolutely no misunderstanding or responsibility for payment in the future. President Maass advised that, as instructed by the Board, he wrote a letter some time ago discontinuing the services of Hansen and Associates, i yet bills continued to come to the District for the hydro and WAPA projects. Recently two more bills arrived, which he asked staff not to place on the list prepared for consideration; he recommended against payment since the services were not solicited. Mr. Peters stated that he is not concerned with payment of the bills as long as Hansen and Associates is relieved of the responsibility of ob- taining the Boca/Prosser FERC licenses on behalf of the District. Accord- ing to the Manager, President Maass noted, the FERC license process is under control and the District should be able to proceed to conclusion with- out problems. 8/6/84 Pg. 2 The motion to terminate the services of Hansen and Associates unless work is specifically requested was made and withdrawn by Director Duffy. President Maass moved that the Board reaffirm its earlier action terminating the ser- vices of James Hansen and Associates. Director Duffy seconded the motion. Prior to the unanimous aye vote, Mr. Peters noted that Mr. Holzmeister's opinion of the hydro project status is correct, and further noted that he would turn over all files and documents on the Boca/Prosser and WAPA matters to the District. The Chairman advised that consideration of the Hansen bills would be placed on the August 20th agenda. HIGHWAY 267 WATER LINE REPLACEMENT - POSSIBLE ACTION - CONSIDERATION OF CON- TRACT CHANGE ORDERS - CONSIDERATION OF PROGRESS PAY ESTIMATES - CONSIDERATION OF RESOLUTION AUTHORIZING FILING OF THE NOTICE OF COMPLETION Three change orders which were initiated in the field were presented - No. 1, adding $612.90 to the final contract price; No. 2, adding $1,377.50 to the final contract price; and the final adjusting change order which de- creased the final price by $3,024.80. Director Corbett moved, and Director Hamilton seconded that the three change orders noted be approved. All Direc- tors, aye. SO MOVED. After review of the periodic estimate for partial payment to Jetco for June 13th through July 13th, and the final contract adjusting estimate as corrected by the Office Manager, Director Hamilton moved that Estimate No. 2 in the amount of $36,046.06 payable to Jetco be approved; seconded by Director Corbett. All Directors, aye. SO MOVED. Director Hamilton moved, and Director Duffy seconded, that the Final �^ Contract Adjusting Estimate in the amount of $1,791.36 to Jetco be approved for payment. All Directors, aye. SO MOVED. Mary Chapman reported that Cook Associates recommends accepting the Highway 267 line replacement project and authorizing filing of the notice of completion. After reviewing the proposed documents, Director Duffy moved, and Director Hamilton seconded, that the Board adopt Resolution No. 8447 ap- proving and directing the filing of the Project 83-2 water system improvements notice of completion for the Highway 267 line replacement. ROLL CALL: all Directors, aye. SO RESOLVED. MARTISWOODS ESTATES - CONSIDERATION OF RESOLUTION AUTHORIZING DISTRICT TO OPERATE WATER SYSTEM AND PROVIDE RELATED BILLINGS President Maass noted that the Manager has recommended accepting the Martiswoods water system for operation, with the understanding that Placer County would commit to acquisition of the property on which the tank is located, since property owners have already hooked into the system and should be billed accordingly. At Director Duffy's request, the matter was tabled to the next regular meeting. GATEWAY TANK- SITE - REQUEST OF RICHARD JOSEPH TO REACQUIRE PROPERTY AND EASEMENTS Attorney Bob French was present on behalf of the Joseph family - Vic- toria McIver, Roxie Archie and Richard Joseph - and stated he wished to appeal to the Board's sense of fair play and equity as related to the propos- ed lease of the Gateway tank site to WestStar Cable TV company. As previously noted in his letter, Mr. French stated that the Gateway tank site was acquired from Mr. Joseph by way of a gift in 1946 for the ex- press purpose of erecting and maintaining a water tower to allow the PUD to provide water to the Gateway subdivision, along with the necessary pipeline easement. The District's 50' by 50' parcel is located approximately in the center of a 115 acre parcel owned by the Joseph family and intended for sub- division for residential dwellings, and is no longer being utilized by the District. Mr. French went on to say that his clients were quite surprised and disappointed to learn of the District's intentions to lease that parcel to WestStar for the purpose of installing a microwave antenna. It was his opinion that such use would be in direct opposition to the spirit of the gift which was made to the District. He presented a petition signed by 100 8/20/84 Pg. 3 individuals from the Gateway area opposing the construction by WestStar behind the Gateway Shopping Center for attachment to the minutes of this meeting. It was Mr. French's request that, if the District has no further use for the subject property, his client be given the opportunity to reacquire ^� it. The possible approval by the County to locate the WestStar tower at the Hilltop site along with the Airport hazard beacon was mentioned; also dis- cussed briefly was retaining the site for the purpose of serving a new Gate- way subdivision. The President noted that the Board of Supervisors has put over making a decision on location of both the Westar and Airport towers pending Federal Aviation Administration review of the matter, and further noted that no action would be taken by the Board until after Mr. French has had another opportunity to appear. After some discussion,. Director Hamil- ton moved that review of the situation be referred to staff, and the pos- sibility of exchanging the present tank site for a parcel on the edge of Mr. Joseph's property also be considered. When the report is made public, Mr. French is to be provided a copy. Director Corbett seconded the motion. All Directors, aye, by voice vote. SO MOVED. LEGAL REPRESENTATION OF THE DISTRICT - DISCUSSION AND POSSIBLE ACTION It was the suggestion of the law firm of Porter, Simon and Graham that John Phelps undertake the principal handling of all matters relating to PUD work, with James Simon assuming more of a background and assistant role. After reviewing the draft resolution prepared by Counsel, Director Cooley moved, and Director Hamilton seconded, that the Board adopt Resolution No. 8448 changing the designated attorney of the District's General Counsel. --� ROLL CALL: all Directors, aye. SO RESOLVED. DISCUSSION AND DIRECTION REGARDING POLICY DEFINING USE OF ORDINANCES, RESO- LUTIONS AND MOTIONS With respect to Manager Holzmeister's memorandum relating to establish- ment of a policy defining the use of ordinances, resolutions and motions, E Counsel Phelps was in agreement with the definitions set forth, and Direc- tors Maass and Hamilton noted their appreciation for the information which can be used as a general guideline. No action was taken. DOWNTOWN TRUCKEE WATER SYSTEM REPLACEMENT - AUTHORIZATION TO HAVE CONSULTANT PREPARE PLANS, SPECIFICATIONS AND CONTRACT DOCUMENTS AND ESTABLISHING A TIME- LINE FOR THE PROJECT The President advised that the plans and specifications for the down- town water system replacement have been 95% completed by Cook and Associates. The total project is anticipated to cost in the neighborhood of $300,000; going to bid in the fall of 1984 would, President Maass noted, probably be in the best interest of the District. The matter was remanded to the Water Committee for review and suggestions as to financing the project and estab- lishing a time-line. A report is to be made at the August 20th meeting. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR TREE-TRIMMING PROPOSALS Mary Chapman reported that the tree-trimming specifications and guide- "1 lines had been reviewed and approved by the Foreman of Technical Services, Engineering Technician and Line Foreman Reynolds. It was moved, seconded and unanimously approved that the resolution approving specifications and issuing a call for tree-trimming proposals be adopted subject to Manager Holzmeister's written recommendation. (Resolution No. 8449) CLOSED SESSION The meeting was adjourned to closed session at 8:27 P.M. RETURN TO PUBLIC SESSION At 8:42 P.M. the President returned the meeting to public session, and reported that potential litigation and a personnel matter were discussed 8/20/84 Pg. 4