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HomeMy WebLinkAbout1984-05-07 Min - Board REGULAR MEETING May 7, 1984 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass at 7:04 P.M. in the TDPUD Board room. ROLL CALL: Directors Corbett, Duffy, Hamilton and Maass were present; Dire Cooley was out of town and unable to attend. P Director EMPLOYEES PRESENT: Jan Maughan, Peter Holzmeister and Susan Craig were present. CONSULTANTS PRESENT: Counsel Phelps. OTHERS PRESENT: Among those present were Chandler Caldwell, Sally Campbell, Dick VanLandingham, Karl Kuttel, David Toussaint and Roberta Kierney. APPROVAL OF MINUTES Director Duffy moved, and Director Hamilton seconded, that the minutes of January 3, February 6 and March 19, 1984 be approved as corrected. All Direc- tors, aye, by voice vote. SO MOVED. Director Duffy moved, and Director Hamilton seconded, that the minutes of April 2, April 9 and April 16, 1984 be placed in final form. All Directors, aye, by voice vote. SO MOVED. With respect to the minutes of September 26, 1983, it was explained that an error of omission occurred when the draft minutes were placed into final form. This error was noted by the Harvey Rose Accountancy Firm. Director Corbett moved, and Director Duffy seconded, that the minutes of September 26th be corrected as suggested in Interim Manager Schinman's memo of April 12, 1984 (a copy of which has been attached hereto) . All Directors, aye, by voice vote. SO DIRECTED. STATEMENT OF GENERAL FUND; BILLS FOR APPROVAL In response to Director Corbett's question, Mr. Holzmeister explained that the bill from Western Nevada Supply Company in the amount of $4,274.69 is for a series of miscellaneous items, and not one large item subject to the bidding requirements. Manager Holzmeister requested several adjustments to the bills presented for consideration which were brought to his attention by the Bookkeeping De- partment. The Allied Petroleum bill in the amount of $2,115.89 should be in- creased by 1,�; the Tahoe Instant Press bill in the amount of $73.08 should be increased by $5.47; Tahoe Office Systems' bill in the amount of $308.76 should be increased by $17.23; Dr. James Evans' bill in the amount of $121 for safety glasses should be decreased by $10. Director Corbett moved, and Director Duffy seconded, that the bills be approved for payment after making the adjustments requested by Mr. Holzmeister. All Directors, aye, by voice vote. SO MOVED. MANAGER'S REPORT Special District Financial Seminar The Manager recommended that Mary Chapman, Office Manager, be authorized to attend the financial seminar put on by the California Special District As- sociation May 21st and 22nd, at an approximate cost to the District of $700. Regarding his own attendance at the seminar, which the Board discussed at the last meeting, Mr. Holzmeister thought that Mrs. Chapman could share what she learns with him, and indicated his time might be better spend attending to his new responsibilities. Now that Roman Gillan has taken over the computer duties 5/7/84 Pg. 1 from the Office Manager, Mr. Holzmeister stated, he did not think Mrs. Chapman's absence would affect the workload. Thereafter, Director Duffy moved, and Director Corbett seconded, that Mary Chapman's attendance at the CSDA seminar and related expenses be approved. All Directors, aye, by voice vote. SO MOVED. Computer - environmental problem The Manager advised that there is an environmental problem with the District's computer. The air conditioner designed by Dinter Engineering and installed by Tahoe Solar Heating last year stops cooling and can freeze up when the outside temperature reaches 40°. This problem has oc- curred. In order to allow the system to run at night, resolution of the problem is necessary. After conferring with Dinter and Tahoe Solar Heat- ing, staff has recommended installing an economizer unit and electronic filter at a cost of $1,885. Also suggested was installation of a sensor unit which would sound an alarm when the computer room temperature level reaches a predefined level. If the temperature level continues to rise, power to the system would shut off. The cost of this unit is approxi- mately $1,900, and would permit the system to run unattended. Some discussion ensued as to whether the air conditioning system had been properly engineered and installed as specified in the District's con- tract, and, since it was determined that the matter is not critical for the upcoming two week period, Mr. Holzmeister was asked to investigate and report back to the Board. Wells A & B Manager Holzmeister reported that the District recently received a letter from Sid Karsh, President of Dart Resorts,committing the transfer r''s of Wells A & B to the TDPUD from Dart. President Maass moved, and Direc- tor Duffy seconded, that Counsel be directed to draw up the necessary papers for execution by Mr. Karsh, and that appropriate acceptance be placed on the agenda when the documents are received. All Directors, aye, by voice vote. Anemometer program The Manager noted that the District received a summary report from the California Energy Commission noting that the two anemometer sites tested by the District do not have sufficient wind to make them economically feas- ible for wind generation. They will be following up with a full report. Director Corbett stated that he thought the placement of the anemometers could have been better. Out of necessity, they were placed on District-own- ed property; consequently, not in an area with high winds. PLANNIND DEPARTMENT NOTICES Hirschdale Mobilehome Park President Maass noted that Hirschdale Mobilehome Park has applied for a Conditional Use Permit, zone change and General Plan amendment (to re- acquire a Use Permit that was issued for the Mobilehome Park, and to change the zoning from the current Forest and Recreation with a 40-acre minimum parcel size to Multiple Family Residential, and to amend the General Plan from the current Recreation to High Density Residential) . Some discussion took place concerning the District's annexation of the territory and its on-going attempts to acquire and operate the Hirschdale Water System. Director Duffy suggested, and the Board was in agreement, that President Maass correspond with the Planning Department and provide factual informa- tion; no position on the requested permits and amendments is to be stated. 5/7/84 Pg. 2 CONSULTANT REPORTS The Chairman noted that Dan Cook has provided a recommendation for award of the Highway 267 project which will be discussed under New Business. PUBLIC INPUT There was no public input. CORRESPONDENCE President Maass stated there was no correspondence received since the last meeting of interest to the Board. COMMITTEE REPORTS There were no committee reports. CONSIDERATION OF RESOLUTION AUTHORIZING LEASE AGREEMENT WITH WEST STAR Mark Sutherlin, System Manager of WestStar Communications, presented President Maass with a letter from the Truckee Tahoe Airport District setting forth their agreement to jointly construct a tower on the Hilltop property for the Airport hazard beacon and the cable TV receiving dish. It was noted that the District has leased the tower site to the Airport, and has no objections to this proposed arrangement. The Gateway tank site, previously proposed by WestStar as the receiving site, is also under consideration. A draft lease agreement between that firm and the District was prepared by Counsel and the Directors seemed to agree to its provisions. Mr. Sutherlin reported that, with the approval of the PUD, they will g o forward with a request for a special use permit and zoning change through County of Nevada for both parcels. The one most easily complying with the County's requirements will be the site selected for the microwave dish. 91 The Board agreed that either site, Hilltop or Gateway, is acceptable. After some discussion, Director Duffy moved, and Director Corbett seconded, that the Manager be directed to prepare a letter advising of the District's intent to cooperate with WestStar in this regard. All Directors, aye, by voice vote. HIGHWAY 267 LINE RELOCATION; CONSIDERATION OF RECOMMENDATIONS; POSSIBLE AWARD President Maass advised that bids ranging from $78,440 to $142,610 were re- ceived on the Highway 267 project. The low bidder was J. E. McGill, doing bus- iness as Jetco Underground. Director Corbett noted his concern over whether or not the contractor is aware of the water problem in the vicinity of the project. Dan Cook's letter of May 2, 1984, stated that Mr. McGill is well aware of the large float rock and saturated ground conditions to be overcome. He further stated he is well qualified, having completed Schedule A of the District's Deerfield Drive pro- ject in 1978. Mr. Cook recommended award of the contract to Jetco Underground of Brownsville, California in the amount of $78,440. (A copy of Mr. Cook's letter of recommendation has been attached to these minutes for reference. Director Corbett moved, and Director Duffy seconded, that the contract for the Highway 267 project be awarded to Jetco in the amount of $78,440. ROLL CALL: Cooley, L absent; all other Directors, aye. SO MOVED. CONSIDERATION OF RESOLUTION ESTABLISHING DISTRICT POLICY REGARDING MAINTENANCE AND MISCELLANEOUS SERVICES COSTING UNDER $3,000 With respect to the proposed maintenance and miscellaneous service policy, the Manager noted that he had read recent minutes giving the background on this 5/7/84 Pg. 3 matter. It was his understanding that the purpose of the policy would be to make it less cumbersome to handle small projects falling under the bidding limit required by law. Mr. Holzmeister went on to say that the proposed policy would require the District to bid all maintenance and miscellaneous service con- tracts, even those of a minimal nature. He requested that the item be put over to the next meeting in order that he may thoroughly review and, perhaps, amend the draft. President Maass agreed. CONSIDERATION OF RESOLUTION ESTABLISHING DISTRICT POLICY REGARDING PROCEDURES FOR WATER SERVICE APPLICATIONS AND THE PROCESSING OF SAME, AND RESCINDING FOR- MER RESOLUTION Mr. Holzmeister advised the Board that the proposed policy regarding pro- cedures for water service applications and their processing have been amended so that small service jobs do not have to be done by District personnel. This short form agreement would allow the option of having a developer's contractor perform work to the District's specifications. Another form of the agreement pertains to District staff making installations. Generally, the Policy that every application for water service shall be classified by the naturetof service requested in accordance with the Water Project Review Guideliens that are a part of that policy. Counsel Phelps noted the absence of performance and maintenance bonding requirements in the outside contractor agreement, and suggested his office provide a review and make recommendations prior to approval. The Board was in agreement, and the matter was put over to the May 21st meeting agenda. CONSIDERATION OF RESOLUTION ADOPTING REVISED ELECTRIC RULES AND REGULATIONS AND RESCINDING FORMER RESOLUTIONS Manager Holzmeister reported that staff has recommended significant changes to the District's Electric Rules and Regulations, which include a policy regard- ing illegal diversion and/or theft. Copies of the amended policies were provid- ed to the Board and Counsel Phelps this date. Director Duffy moved that legal counsel be directed to review the draft. SO MOVED by consensus. CONSIDERATION OF RESOLUTION AUTHORIZING PRESIDENT TO SIGN CONTRACT ON BEHALF OF DISTRICT WITH PETER L. HOLZMEISTER, GENERAL MANAGER The Chairman tabled this matter to closed session since negotiable items are included as part of the contract. RESOLUTION ISSUING A CALL FOR BIDS - ELECTRICAL DISTRIBUTION MATERIAL (WIRE) Director Hamilton advised that Schedules A and B call for wire with steel cores, which the Electric Committee voted against last year due to the re- sultant problem of downed poles, crossarms, etc. when trees fall across the lines. Thereafter, he moved that the Board adopt Resolution No. 8425 approv- ing the specifications, as corrected, and calling for bids on electrical dis- tribution material (wire) . Director Corbett seconded the motion. It was determined that the bid opening shall be Friday, June 1, 1984, at 4:00 P.M. ROLL CALL: Cooley, absent; Corbett, aye; Duffy, hat he did have enough information to make changes to the specificationstrecommendednbt staff; Hamilton, aye; Maass, aye. SO MOVED. y SPECIAL BUSINESS PRESENTATION OF HARVEY ROSE MANAGEMENT AUDIT At approximately 8:07 P.M. , Roberta Kierney, Foreman of the Nevada County Grand Jury, presented the management audit prepared at their request by the Harvey Rose Accountancy Firm. She noted that the report was given to Superior Court Judge Francis last week, and to the Board of Supervisors earlier this date. Mrs. Kierney indicated she believes the auditors have done a thorough and competent job, and hopes the District will adopt some, if not all, of the recommendations set forth in the report. Some of the suggestions, she said, represent potential savings to the District in substantial amounts. 5/7/84 Pg, 4 Further, Mrs. Kierney asked that the District respond in writing to the report prior to June 1st in order that the Board's response may be included in the final Grand Jury Report of the TDPUD. She noted that although Directors may respond individually, the official response must come from the Board acting on behalf of the District. Mrs. Kierney stated that the Grand Jury has requested an opinion of County ?00�1 Counsel as to whether or not the District might be asked to reimburse the County General Fund for the cost of the audit - $22,560. Also mentioned were some qual- ifications of the Harvey Rose firm, which she will provide to the District with- in the next few days. Among those clients the firm has represented are the Cities of San Francisco and Los Angeles. President Maass directed that a special workshop meeting to discuss the management audit and prepare a response be set for Monday, May 14, 1984. Director Corbett moved that the Board accept the Harvey Rose report. MOTION DIED for lack of a second. Mrs. Kierney thanked the employees and Board for their extreme cooperation and helpfulness during the audit. CLOSED SESSION The meeting was adjourned to closed session at 8:20 P.M. RETURN TO PUBLIC SESSION The meeting was returned to public session at 9:01 P.M. President Maass advised that personnel matters and one legal matter concern- ing the District's two megawatt power allocation from the Western Area Power Administration were discussed during closed session. CONSIDERATION OF RESOLUTION AUTHORIZING PRESIDENT TO SIGN CONTRACT ON BEHALF OF DISTRICT WITH PETER L. HOLZMEISTER, GENERAL MANAGER Director Corbett moved, and Director Duffy seconded, that the Board adopt Resolution No. 8426 authorizing the President to sign the contract on behalf of the District with Peter L. Holzmeister. ROLL CALL: Cooley, absent; all other Directors, aye. SO RESOLVED. ADJOURNMENT There being no further business before the Board, Director Hamilton moved that the meeting be adjourned; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED at 9:02 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT B y � • J es A. Maass, President Susan M. Craig, Deputy Distefict Clerk 5/7/84 Pg. 5