HomeMy WebLinkAbout1984-01-16 Min - Board REGULAR MEETING
January 16, 1984
The regular meeting of the Board of Directors of the Truckee Donner
Public Utility District was called to order by President Maass at 7:03 P.M.
in the TDPUD Board room.
ROLL CALL: Directors Cooley, Corbett, Duffy, Hamilton and Maass were pre-
sent.
EMPLOYEES PRESENT: Jan Maughan, Ron Reynolds and Susan Craig.
CONSULTANTS PRESENT: Counsel Simon and Interim Manager Schinman.
OTHERS PRESENT: Among those present were Sally Campbell, Roger Pace, Wendy
Maughan, Patrick Bailey, Perri Raybon, Kathy Gebhardt and Kelly Roland.
APPROVAL OF MINUTES
Director Duffy moved, and Director Hamilton seconded, that the min-
utes of November 7, 10 and 21, 1983, be approved. All Directors, aye, by
voice vote. SO ORDERED.
Director Corbett requested that consideration of the December 15th
minutes be put over in order that he may submit a correction to the por-
tion dealing with employee health insurance; the Chairman agreed.
Director Duffy moved, and Director Corbett seconded, that the Sec-
retary be directed to place the minutes of November 28, December 1, 5 and
12, 1983, in final form. All Directors, aye, by voice vote. SO MOVED.
BILLS FOR APPROVAL
President Maass advised of receipt of correspondence from Ken Peters
of James Hansen and Associates responding to his letter of January 11, 1984.
It was President Maass' feeling, he stated, that Mr. Peters' most recent
billings reflect charges for matters beyond the scope of projects specifi-
cally assigned and authorized by the Board.
After brief discussion of the Boca/Prosser hydro and WAPA allocation
projects on which Hansen & Associates has been working and their respective
status, Director Cooley moved that the Chairman inform Mr. Peters that his
services are no longer required at this time; when required, he will be
contacted by the Board. Director Duffy seconded the motion. All Direc-
tors, aye, by voice vote. SO MOVED.
Mr. Schinman advised that the bill presented by Ingo Nikoley in the
amount of $1,200 should be the last received by the District, and explained
that the Al Pombo backhoe/loader work was for work at McDonalds and the
Donner Lake and Tahoe Donner Substations.
Upon recommendation by the President, Director Hamilton moved that
the bills presented for consideration be paid; seconded by Director Duffy.
All Directors, aye, by voice vote. SO MOVED.
MANAGER'S REPORT
~ Customer billing - late charge
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The Manager stated that the District presently charges a late charge
of 18% per annum to customers taking more than 19 days to pay their bill;
this generates about $28,000 per year in revenue. Currently, the PUD
averages over two complaints per day - people generally feel they paid on
time and the payment wasn't posted. Mr. Schinman presented two alternatives
in the event the Board wishes to change existing policy: 1) eliminate the
late charge altogether; 2) apply late charges in a similar manner to charge
accounts - apply the charge just before the customer's next bill is calc-
ulated. This would give the customer approximately 30 days to pay. The
late charge would still appear on the bill, as would the previous balance.
With this option, the District would still earn approximately $15,000 per
year in revenue, and the majority of complaints would be eliminated.
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The length of time between reading the meters and actually billing
the customers was discussed, and Mr. Schinman noted that, hopefully, this
time period will be shortened when problems with the computer have been
corrected.
Director Duffy suggested giving customers a discount when their bills
are paid on time; the Manager indicated he would investigate as to whether
this would create a computer problem.
Director Corbett requested that a draft resolution establishing policy
be prepared, and the matter be placed on the February 6th agenda for con-
sideration.
FmHA loan/grant
Mr. Schinman advised he spoke with Frank Scott of the Farmers Home
Administration in regard to the District's requests for project funding.
Mr. Scott has asked that the applications for Project 83-1 a, b, c
and d be withdrawn since a portion of the work has already been completed.
He advised he is holding the downtown Truckee water system upgrade appli-
cation (Project 83-2a) but it has to work its way up on the priority list
before actual funding occurs. With regard to the downtown electrical un-
dergrounding (Project 83-2b) Mr. Scott noted the District is not eligible
since application was not previously made to the Rural Electrification
Administration for funding (REA rejection being required prior to FmHA
consideration) . Regarding the Hirschdale upgrade (Project 83-3) FmHA is
in the process of reconsideration, and Mr. Scott indicated this application
i may get a priority rating; no changes are necessary.
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After some -discussion, Director Hamilton suggested the District re-
search the possibility of an REA loan for the downtown Truckee electrical
undergrounding.
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President Maass directed that each of these projects be listed separate- '
F ly on the February 6th meeting agenda for direction.
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NORTHWEST PUBLIC POWER ASSOCIATION
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�k Mr. Schinman noted that two employees are presently registered at '
NWPPA seminars at a cost of $800; the District is not, at this time, a
member of the organization although membership was approved last year.
E For a cost of $1,318 the District may join and pay the reduced rate of
$40 for the two seminars coming up, and the reduced registration fee in
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the future, also. The President directed that the District become a
sustaining member of the Northwest Public Power Association.
fTahoe Donner Substation
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The Manager recounted the problem with the transformer installation
` at the Tahoe Donner Substation, noting that the necessary parts are on
order and, as soon as received the contractor (Harker and Harker) will make
the repairs. He indicated the customers who will be affected by the outage
will be notified in advance. Mr. Schinman was hopeful that the project
would be complete by Washington's birthday.
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Department of Water Resources i
Because the District doesn't bill enough metered customers, it is
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not eligible for the Department of Water Resources leak detection grant,
Mr. Schinman noted.
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PLANNING DEPARTMENT NOTICES
General Plan amendment
With respect to the proposed ordinance establishing second unit
housing with a use permit on parcels of land where the density would be
consistent with the General Plan and the possibility of a change in demand
for electrical and water services, Director Duffy moved that the Manager
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be authorized to write the appropriate letter describing the District's
i opposition to changes in the zoning. Director Hamilton seconded the motion.
All Directors, aey, by voice vote. SO MOVED.
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Water Committee
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Mr. Schinman noted that a tentative list of things that should
possibly be included in the interim operating agreement for the Hirsch-
dale water system has been prepared and forwarded to Counsel.
DIRECTOR COMPENSATION/HEALTH INSURANCE; STATUS REPORT - POSSIBLE DIRECTION
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Counsel Simon reported that insurance coverage for elected officials
is not specifically addressed anywhere in the codes, but advised that pre- •-�,
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miums should be added to the compensation paid, said total amount not ex-
ceeding the amount legally permissible by law. {
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Director Hamilton moved that a public hearing to discuss Director
compensation (including health insurance) be set for 7:30 P.M. at the
February 6th Board meeting, and that Counsel be directed to prepare the 1
draft ordinance. Director Corbett seconded the motion. ROLL CALL: all
Directors, aye. SO MOVED.
EMPLOYEE HEALTH INSURANCE - STATUS REPORT - POSSIBLE DIRECTION
Bruce Waltrip, representing the employee committee investigating
health plans, noted that half a dozen plans have been reviewed and the
employees seem to favor the fully-funded plan presented by Guardian be-
cause of lower premiums, better and quicker service, lower deductible,
and the prescription card service. He also noted the possibility of
partially self funding the plan in the future. Mr. Waltrip noted that a
formal vote of Union members had not been taken, and Mr. Schinman advised
that this is a matter which should go through the meet and confer process.
Director Duffy moved, and Director Corbett seconded, that the District
begin the process of complying with the Memorandum of Understanding with
the Union with respect to changing employee health insurance to the fully-
funded Guardian Plan through Gary Cooper (Stice & Wells) , and that the
plan be implemented upon official approval by the Union. ROLL CALL: all
Directors, aye. SO MOVED.
IN-HOUSE MECHANIC - REVIEW OF JOB DESCRIPTION AND SALARY - POSSIBLE DIRECTION
Mr. Schinman advised that he has discussed the mechanic job descrip-
tion and salary with Union Business Representative Lee Thomas, and it has
been determined that starting pay per hour should be the same as that of
the Warehouseman - $12.01 (1983 rate) . Several changes to clarify the job
description were suggested and, thereafter, Director Hamilton moved that
the Board approve the Mechanic job description and starting salary ($12.01/
1983 hourly rate) and authorize the Manager to proceed with advertising and
posting the position. Director Duffy seconded the motion. All Directors, aye,
by voice vote. SO MOVED.
PERMANENT GENERAL MANAGER - APPROVAL OF JOB DESCRIPTION - DETERMINATION
OF SALARY RANGE
At the request of Director Hamilton, consideration of the General
Manager's job description and salary range were put over to the next meet-
ing.
Mr. Schinman briefly updated the Board with respect to the ads placed
soliciting a new General Manager.
AUTHORIZATION TO MAKE LINE EXTENSION REFUND TO DART IN ACCORDANCE WITH
WATER RULE 21 (15) - $6,000
President Maass suggested that the Board establish a policy allowing
staff to make automatic payments in accordance with Water Rule 15 up to
certain amounts, and offered to prepare a draft for consideration at a
future meeting.
Note was made that District Engineer Cook recommended payment in the
amount of $6,000 to Dart in accordance with the agreement which states that
when any developer connects to the pipeline within ten years from acceptance
of the line, a facilities fee will be levied by the District and reimbursed
to Dart exclusive of administrative, legal and engineering charges.
1/16/84 Pg. 4
Director Corbett moved, and Director Duffy seconded, that staff be
authorized to make a payback in the amount of $6,000 to Dart Industries
as a result of the Loftis hook-up.. All Directors, aye, by voice vote.
SO MOVED.
JANITORIAL SERVICE - REVIEW OF OFFICE MANAGER'S RECOMMENDATION - POSSIBLE
AWARD
Manager Schinman advised that five bids for performing janitorial
services were received; upon comparison of services and costs, the Office
Manager recommended the low bidder, Mountainside Maintenance, be awarded
the contract.
After review of the bid comparison sheet, Director Duffy moved, and
Director Corbett seconded, that the Board approve the low bidder, Mountain-
side Maintenance, at an estimated cost of $6,059 yearly. All Directors,
aye, by voice vote. SO ORDERED.
DONNER LAKE 12.5 KV FEEDER REBUILD - CONSIDERATION OF RESOLUTION AUTHORIZING
FILING OF NOTICE OF COMPLETION AND ACCEPTANCE
Temporary Line Foreman Reynolds noted that the Donner Lake 12.5 KV
feeder rebuild by Harker and Harker has been completed to his satisfaction,
and he recommended approval of the project.
Director Hamilton moved, and Director Corbett seconded, that the Board
adopt Resolution No. 8402 approving and directing the filing of the Donner
Lake 12.5 KV feeder rebuild notice of acceptance and completion. ROLL CALL:
all Directors, aye. SO RESOLVED.
TRAINING/SEMINAR ATTENDANCE - J. MAUGHAN - S. CRAIG - POSSIBLE AUTHORIZATION
Mr. Schinman recommended to the Board that Jan Maughan be authorized to
visit the Snohomish County PUD for a week to undergo an intensive training
program in utility operation and customer relations; there would be no charge
to the District for this training, with the exception of travel, lodging and
meals. Director Duffy placed the Manager's suggestion in motion form, and
it was duly seconded and passed unanimously.
Mr. Schinman noted that Susan Craig has requested authorization to
attend a one-day Fred Pryor seminar in Reno on "How to Work with People,"
and recommended approval. SO MOVED by consensus.
Manager Schinman advised the Board that Bruce Grow, Foreman of Tech-
nical Services, has been serving on a national committee working towards
establishing meter standards and installation requirements. A related meet-
ing is to be held in Las Vegas in early February, and the Manager recommended
the Board authorize Mr. Grow's attendance. Director Duffy moved, and Direc-
tor Corbett seconded, that Bruce Grow be authorized to attend the conference.
All Directors, aye, by voice vote. SO MOVED.
CONSIDERATION OF GENERAL ELECTRIC BILL - POSSIBLE APPROVAL
The Board reviewed the restricted fund transactions for the period
ended December 31, 1983, prepared by Office Manager Mary Chapman, and asked
that she be commended for doing such a comprehensive and complete report.
Mr. Schinman noted that the SPPCo refund, placed into restricted funds,
amounts to $102,544.80 (including estimated interest in the amount of $2,496.22) .
It was his suggestion that payment of the General Electric bill for trans-
formers be paid from this account since it had not been specifically earmark-
ed for any other purpose. He further noted that, when received, the trans-
formers were in good working order, and he thought GE would pick up the side-
car cost since shipment was made FOB Truckee.
After consideration, Director Hamilton moved that the General Electric
bill in the amount of $102,611.19 be paid from funds on deposit in the
SPPCo refund restricted account, and a letter making note of the District's
understanding that freight charges will be paid by GE accompany the payment.
Director Duffy seconded the motion. ROLL CALL: all Directors, aye, by voice
vote. SO MOVED.
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CLOSED SESSION
The Board adjourned to closed session at 8:59 P.M.
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RETURN TO PUBLIC SESSION {
The meeting was adjourned to public session at 9:36 P.M. and Pres-
ident Maass announced that, during closed session, Resolution No. 8403
affirming the discharge of Merrilyn Marsh was passed unanimously.
SPECIAL DISTRICTS MANAGEMENT SEMINARS
The Chairman recommended to the Board that the new Directors attend
the Special District Board Management Institute in Santa Barbara on Feb-
ruary 24, 25 and 26, 1984, as he found it to be very helpful and informa-
tive, especially for newly elected officials.
Director Hamilton stated he would like to attend the Exposition on
Overhead and Underground Transmission and Distribution (I.E.E.E.) in
Kansas City April 29th through May 4th, and also recommended that the
Manager attend.
By consensus, the Board approved attendance and expenses for Direc-
tors Hamilton, Duffy and Cooley at the CSDA conference in Santa Barbara.
ADJOURNMENT
There being no further business before the Board at 9:37 P.M. , Direc-
tor Hamilton moved that the meeting be adjourned; seconded by Director
Duffy. All Directors, aye, by voice vote. SO MOVED.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
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By
mes A. Maass, President
Susan M. Craig, Deputy Di trict Clerk
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