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HomeMy WebLinkAbout1984-04-16 Min - Board Truckee Donner Public Utility District Post Office Box 309 • 11570 Donner Pass Road • Truckee, California 95734 (916) 587-3896 REGULAR MEETING Monday, April 16, 1984 7:00 P.M. - TDPUD Board Room A G E N D A 1. Call to order 2. Roll call 3. Approval of minutes: a) February 21, March 5 and 13, 1984 b) March 19, 1984; Board direction 4. Bills for approval 5. Manager's report 6. Planning Department Notices 7. Consultant reports 8. Public input 9. Correspondence 10. Committee reports UNFINISHED BUSINESS 1. Proposal of Heart Federal Savings and Loan Association re possible con- struction financing NEW BUSINESS 1. Consideration of resolution establishing District policy regarding pro- cedures for electric service applications and the processing of same 2. Consideration of resolution setting Billing Department policy with respect to special requests for bills to be enclosed in envelopes 3. Consideration of resolution authorizing execution of agreement with Union re apprenticeship program 4. Consideration of resolution authorizing annual display advertising contract with the Sierra Sun 5. Consideration of resolution declaring certain items surplus and authorizing disposal thereof 6. Award of telephone system bid 7. Award of electrical distribution system bids 8. FmHA indentures (Project 77-1 and 79-1) - authorization for Arthur Andersen and Co. to review amendment prepared by Bond Counsel 9. Consulting services of James Hansen and Associates; review and direction CLOSED SESSION - Discussion of legal and personnel matters RETURN TO PUBLIC SESSION - Possible action resulting from closed session ADJOURNMENT C E R T I F I C A T I O N I hereby certify that the foregoing agenda has been posted in the District Office and Government Center, provided to the U. S. Post Office and County Library for posting, and mailed to the Dire ors and interested parties on Wednesday, April 11, 1984. REGULAR MEETING April 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 7:00 P.M. in the TDPUD Board room. ROLL CALL: Directors Corbett, Duffy, Hamilton and Maass were present; Director Cooley was absent. fi CONSULTANTS PRESENT: Counsel Simon, Interim Manager Schinman and Ken Peters of James Hansen and Associates. EMPLOYEES PRESENT: Sue Felce, Evy Matamoras and Susan Craig. OTHERS PRESENT: Among those present were Parky May, Clyde Sessions and Marilyn Dedmon. APPROVAL OF MINUTES Director Duffy moved, and Director Hamilton seconded, that the minutes of February 21, March 5 and 13, 1984 be approved. All Directors, aye, by voice vote. SO MOVED. Director Duffy moved, and Director Corbett seconded, that the minutes of March 19, 1984 be placed in final form as written. All Directors, aye, by voice vote. SO MOVED. BILLS FOR APPROVAL ` Interim Manager Schinman explained that Peter Holzmeister's expenses related to his second interview by the Board were authorized in advance. Mr. Holzmeister has requested that the Board consider the first interview expenses in the amount of $459. Mr. Schinman also noted that two bills had recently been received from Hansen and Associates, one related to the WAPA 2 megawatt allocation, the other having to do with the Boca/Prosser applications. Director Duffy moved that the Board approve the bills with the exception of the Hansen bills (which will be considered separately under Item 9 of New Business - a review of the consulting services of James Hansen and Associates) ; seconded by Director Hamilton. ROLL CALL: Cooley, absent; all other Directors, aye. SO MOVED. MANAGER'S REPORT Truckee Substation Mr. Schinman reported that the Electric crew was successful in changing 120 .insulators located at the Truckee Substation with only a few minor out- ages. Electric rules and regulations Staff, the Manager noted, has been rewriting the Electric Rules which have been in effect since 1967 and are in need of updating. Upon completion, they will be presented to the Board for consideration. IEEE and APPA conferences Mr. Schinman mentioned two upcoming conferences - the IEEE conference and exposition on overhead and underground transmission and distribution in Kansas City, April 29th through May 4th; and the 1984 APPA national confer- ence being held in Boston, June 8th through 13th. After some discussion, it was determined that it would be beneficial for Director Hamilton to attend the. IEEE conference, and to share pertinent data with the Board and District Engineer, when hired. So moved by Director Corbett; seconded by Director Duffy. All Directors, aye, by voice vote. 4/16/84 Pg. 1 Director Duffy moved, and Director Corbett seconded, that the Board authorize President Maass to attend the APPA conference in Boston. It was noted that contacts made at this particular annual conference are very worthwhile. All Directors, aye, by voice vote. SO MOVED. Formation of policy on obtaining quotes Mr. Schinman requested the Board consider formation of a policy where- by the Manager could call for quotes on recurring items such as paving patchwork, automobile parts and supplies, etc. He indicated that, in the past, there has been no consistency; in some instances the Board has issued a call for bids - other times employees or the Manager have informally re- quested quotes. He also noted that the District is in need of paving and patchwork already, and the Board agreed that Mr. Schinman should go forward with requesting quotes and selecting a contractor. Also, they were recep- tive to establishing a policy regarding this matter, and requested the Man- ager to prepare a draft for consideration. Expense reimbursement The Manager noted that he recently provided a suggested policy concern- ing Director/Manager expense reimbursement, and asked for Board input on the matter prior to drawing up a final draft for consideration. President Maass referred the matter to the Personnel Committee for review and recom- mendation. Special District conference Briefly mentioned was the California Special District Association con- ference on finance and micro computers. Mr. Schinman advised that he is putting together a recommendation for May Chapman to attend. Director Duffy noted his belief that the new Manager, Peter Holzmeister, may have expertise in these areas, and suggested attendance be discussed at the May 7th meeting at which Mr. Holzmeister will be present. COMMENDATION - MARK A. SCHINMAN The Chairman commended Mr. Schinman for a job well done as Interim Manager of the District, and thanked him for his assistance. Director Duffy moved that the District prepare a "resolution of commendation" to be forwarded to Mr. Schinman's regular employer, the Snohomish County PUD; the other Directors were in agreement. PLANNING DEPARTMENT NOTICES President Maass indicated there were no Planning Department Notices requiring Board direction. CONSULTANT REPORTS Boca/Prosser hydroelectric projects Ken Peters of James Hansen and Associates advised that the FERC license on Boca should have been issued last month, however, there was some mix-up between the Boca and Prosser projects which has now been cleared up. The Federal Energy Regulatory Commission is evaluating the Prosser project with respect to earthquake danger and requirements for safety. A 401 permit on each of the projects has yet to be filed with the State Water Quality control Board prior to issuance of the FERC licenses; he has pre- ° pared appropriate applications for execution and submittal along with the filing fee of $250 for each project. Mr. Peters explained that the SWQCB permits will be issued upon receipt of the District's agreement to comply with all clean water regulations during and after construction of the hydro projects. Director Duffy moved, and Director Hamilton seconded, that President Maass be authorized to sign the Boca and Prosser 401 applications, and that payment of the filing fees ($250 each) be approved. All Directors, aye, by voice vote. SO MOVED. 4/16/84 Pg. 2 rt :z n a 5 a tr H K a K to to H n d W P.1-0 x (D 17, n to H Fes• N• d f-h C H ro 0 n ::r H o N (D a (D trJ (D W trJ O (D (D (D th-�� �' O O N A) � O 01 Fes- F-J cD O O C fd ►. O N r- p- O P. 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I w n \ X\J Corbett moved, and Director Duffy seconded, that the Board. adopt Resolution No. 8423 authorizing the execution of an annual display advertising contract with the Sierra Sun. ROLL CALL: Cooley, absent; all other Directors, aye. SO MOVED. CONSIDERATION OF RESOLUTION DECLARING CERTAIN ITEMS SURPLUS AND AUTHORIZING DISPOSAL THEREOF After review of the list of items considered by staff to be surplus, Director Corbett moved that the Board adopt Resolution No. 8424 declaring certain items surplus and issuing a call for bids. Director Duffy seconded the motion. ROLL CALL: Cooley, absent; all other Directors, aye. SO MOVED. AWARD OF TELEPHONE SYSTEM BID Director Duffy (being an employee of AT&T) disqualified himself with respect to this item, and left the Board room. For the record, President Maass noted that he is a personal friend of Parkey May of May Communications; Director Corbett also noted his friend- ship with Mr. May. Mr. Schinman advised that nine telephone system bids were received by the District, the bids ranging from $15,967.48 (Amcom) to $22,686.54 (Westel) . Amcom Communications Systems, Mr. Schinman noted, is located in Sparks, Nevada; they have been installing telephone systems since 1978, and have ap- proximately 60 in service - about 12 of the same model system they bid for the District. He and the office Manager visited Amcom's offices and receiv- ed a tour of an actual installation; all references provided have been in- vestigated. The system bid is an Ultracom CKIII, stated Mr. Schinman, and has all features the District requires plus others. There are ten intercom lines, speaker phones, music-on-hold capability, a paging system, etc. The manu- facturer is Tie Communications. Service, the availability of parts and power outage telephone procedures were discussed at some length. Director Hamilton moved, and Director Corbett seconded, that the tele- phone system bid be awarded to Amcom Communications for purchase by the District. Parkey May of May Communications requested that he be allowed to ad- dress the Board, and permission was granted. Mr. May advised that the sys- tem he bid is also manufactured by Tie Communications. He noted that the Ultracom system bid by Amcom is marketed through a franchise, and the Dis- trict would be locked into the franchise with respect to parts and service for the system; there are many companies within the area, Mr. May stated, who could service the product he bid. (Amcom bid $15,967.48; May Communication bid $16,061.39.) Mr. May noted that he has supported the District in the past, and encouraged the District to support the people in the local com- munity. He requested the Board take these matters into consideration be- fore awarding the bid. Manager Schinman noted that Mr. Sessions, Executive Officer of Amcom, provided a letter from Tie Communications along with his bid stating that, should Amcom's distributorship be withdrawn, Tie would either appoint another distributor within the area or service the phones themselves. Further, he ,...., noted that both the systems bid by Amcom and May meet District specifica- tions, although they vary as far as some of the features - Amcom's system provides more options. He recommended award to the low bidder, Amcom. Mr. Sessions stated Tie requires Amcom to maintain financial stability and has certain inventory requirements which are monitored; service techni- cians must be certified by Tie. Also, he noted that his company was recent- ly awarded the SPPCo telephone system bid in Sparks. ROLL CALL vote on the motion to purchase the Amcom system in the amount of $15,967.48: Cooley and Duffy, absent; all other Directors, aye. SO ORDERED. 4/16/84 Pg. 4 AWARD OF ELECTRICAL DISTRIBUTION SYSTEM BIDS Mr. Schinman reported that the District received bids from two meter firms, Ace Supply Company for Sangamo meters and Maydewell and Hartzell for Duncan meters. Maydewell and Hartzell's bid was $1,708..96 lower; therefore, he recommended award to that firm. Director Duffy moved, and Director Corbett seconded, that the meter bid be awarded to Maydewell and Hartzell in the amount of $23,195.96 excluding sales tax, and that the meters be ordered on an as-needed basis. ROLL CALL: Cooley, absent; all other Directors, aye. SO MOVED. Four bids on transformers were received, Mr. Schinman noted. Purchase costs plus operating costs were as follows: RT&E, $100,834.87; General Elec- tric, $112,935.15; Wedco on Westinghouse transformers, $115,305.07; Wedco on McGraw Edison transformers, $166,985. He recommended award of the bid to RT&E, the actual purchase price being $36,541. Director Corbett moved that the District award the annual transformer bid to RT&E in the amount of $36,541, excluding sales tax, to be ordered on an as-needed basis. The motion was duly seconded. ROLL CALL: Cooley, ab- sent; all other Directors, aye. SO MOVED. FmHA INDENTURES (PROJECT 77-1 and 79-1) - AUTHORIZATION FOR ARTHUR ANDERSEN AND COMPANY TO REVIEW AMENDMENT PREPARED BY BOND COUNSEL The Manager noted that for the past several years Arthur Andersen has had to qualify the District's financial report due to certain FmHA bond covenants which the District is unable to meet. Bond Counsel Sam Sperry is presently preparing amendments which, when accepted by FmHA, would bring the District into compliance, and Mr. Schinman recommended a thorough review by Arthur Andersen prior to presentation to the Farmers Home Administration. �., Rick Blumenfeld of Arthur Andersen has indicated there would be no charge if the review takes only a few hours; however, if a more extensive perusal is required, there would be some charge. Director Corbett moved, and Director Duffy seconded, that Arthur Ander- sen and Company be authorized to review the FmHA indenture amendments at a cost not to exceed $2,000... All Directors, aye, by voice vote. SO MOVED. CONSULTING SERVICES OF JAMES HANSEN AND ASSOCIATES; REVIEW AND DIRECTION Director Duffy indicated his surprise over Hansen & Associates' most recent billing for services relating to the WAPA two megawatt power alloca- tion in an approximate amount of $1,200, as the District authorized only four hours work on the project. Ken Peters of James Hansen and Associates explained to the Board his billing procedure, and how the misunderstanding over the WAPA statement oc- curred. He indicated Bob Barta of the firm had spent approximately 20 hours on WAPA negotiations concerning the District, which were inadvertently bill- ed. Mr. Peters stated he would adjust and resubmit the bill. The other billing in the amount of $522.59 was for preparation of the Boca and Prosser 401 State Water Quality Control Board applications neces- sary for the Federal Energy Regulatory Commission license. *�-- President Maass suggested that, in the future, Mr. Peters call the Dis- trict fora approval pp prior to doing any work on behalf of the District. Direc- tor Duffy agreed, stating that from now..on, the District would set terms in advance for jobs referred to Hansen and Associates. Director Hamilton moved, and Director Duffy seconded, that the Board approve payment in the amount of $522.59 to Hansen and Associates for the Boca/Prosser statement, and that the amended statement on the WAPA project be considered for payment when received. All Directors, aye, by voice vote. SO MOVED. 4/16/84 Pg. 5 CLOSED SESSION The President adjourned the meeting to closed session at 8:15 P.M. RETURN TO PUBLIC SESSION The meeting was returned to public session at 8:50 P.M. President Maass advised that personnel matters were discussed during closed session; no action was taken. HIGHWAY 267 WATER SYSTEM IMPROVEMENTS Director Duffy moved, and Director Corbett seconded, that the Dis- trict use Dan Cook's consulting services for inspection of the Highway 267 water system improvements; Mark Schinman is to inform Mr. Cook of his responsibilities for this inspection service. All Directors, aye, by voice vote. SO MOVED. ADJOURNMENT There being no further business before the Board, after motion duly made, seconded and passed unanimously, the meeting was adjourned at 8:51 P.M. TRUCKEE DONNER PUBLIC UTILTIY DISTRICT By J es A. Maass, President Susan M. Craig, Deputy Di rict Clerk 4/16/84 Pg. 6 L �0- r SPECIAL MEETING April 16, 1984 The special meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass in the TDPUD offices at 6:00 P.M. ROLL CALL: Directors Corbett, Duffy, Hamilton and Maass were present; Director Cooley was absent. CONSULTANTS PRESENT: Interim Manager Schinman, Martin McDonough, Esq. and Ken Peters of James Hansen and Associates were present. OTHERS PRESENT: There were no others present. CLOSED SESSION The meeting was adjourned to closed session at 6:01 P.M. for the pur- pose of discussing pending litigation. RETURN TO PUBLIC SESSION President Maass returned the meeting to public session at 6:49 P.M. , and reported that no action had been taken by the Board. I i ADJOURNMENT iUpon motion duly made, seconded and passed, the special meeting was adjourned at 6:50 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By J es A. Maass, President • I { Susan M. Craig, Deputy istrict Clerk for Mark A. Schinman, Interim Manager I i 'i i i i i i i i i i 4/16/84 Pg. 1