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HomeMy WebLinkAbout1984-05-21 Min - Board REGULAR MEETING May 21, 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. CONSULTANTS PRESENT: Counsel Simon and Ken Peters of James Hansen and As- sociates were present. EMPLOYEES PRESENT: General Manager Holzmeister, Sue Felce, Bruce Grow and Susan Craig. OTHERS PRESENT: Among those present were Sally Campbell, David Toussaint, Brian Smith, Tammy Stella, Marie Farley, Mario Herra and Dick VanLandingham. APPROVAL OF MINUTES Director Duffy moved, and Director Corbett seconded, that the minutes of April 2, 9 and 15, 1984 be approved as written. All Directors, aye, by voice vote. Director Duffy moved, and Director Hamilton seconded, that the Secretary be directed to prepare the minutes of May 7, 1984 in final form. All Direc- tors, aye; SO MOVED. BILLS FOR APPROVAL With respect to the Porter, Simon and Graham bill in the amount of $1,857.10 for April legal consultant fees, Director Corbett made inquiry regarding the 20 minute charge for Mr. Simon to confer with Mr. Phelps re- garding the Board meeting (since Mr. Simon would be in Quincy and unable to attend the meeting) . Mr. Simon indicated the legal matter in Quincy did not concern the PUD. Director Hamilton moved, and Director Corbett seconded, that the bills presented be approved for payment. All Directors, aye, by voice vote. SO MOVED. MANAGER'S REPORT Computer room With regard to the computer room changes proposed at the last Board meeting. Mr. Holzmeister summarized his review of the verbal agreement with Dinter Engineering, the contract with Tahoe Solar Heating, and confusion over a term used on the cooling system drawings - "low ambient controls." Director Duffy asked if there was any recourse the District could take since the economizer unit and electronic filters were not included in the system drawings, and noted he would be in favor of allocating the monies for installation as long as a positive result is guaranteed and the computer may be used to full capacity. If the job is not guaranteed to work, Director Duffy noted, he is not willing to spend the money. In response to Director Corbett's question, Mr. Holzmeister advised that Digital Systems was consulted regarding the system's temperature and power requirements. The Manager went. on to say- that., unless .the problem with the air conditioning system is corrected, the computer cannot be used at night which, he stated, is essential. The District has a quote from Tahoe. Solar Heating in the amount of $1,885 for installation of the economizer unit and electronic filters. After some discussion, Director Hamilton moved that the Board allocate the money to correct the situation, and that the Manager be directed to look 5/21/84 Pg. 1 r into possible reimbursement from either Dinter or Tahoe Solar Heating. Director Duffy seconded the motion. All Directors, aye, by voice vote. SO MOVED. Hirschdale Water System improvements Mr. Holzmeister advised that the District's pre-application with the Farmers Home Administration has been pending for some time, and the PUD has now been invited to submit a full application for water system improve- ment funding. The application is expected to be approved providing there are no unusual environmental concerns. FmHA will be advising the District of the conference date, and President Maass noted that Dan Cook should be involved as well as John Minnis, the Hirschdale property owners' representa- tive. West River Street Assessment District With respect to the delinquencies in the West River Street Assessment District, Manager Holzmeister advised that the PUD has received payment in the amount of $20,677, whcih brings the account current. Line truck repairs - Utility Body Mr. Holzmeister reminded the Board of a payment recently made to Utility Body for repairs to the line truck boom. $560 was subtracted from the Util- ity Body invoice due to a problem the District felt was caused by Utility Body. Utility Body has corresponded with the District, advising they will accept responsibility for the problem and will not pursue collection of the $560. PLANNING DEPARTMENT NOTICES Gallagher Development With-regard to the propsoed lot split by Gallagher Development, President Maass directed the Manager to investigate and make certain the zero set-back will not encroach upon District easements. CONSULTANT REPORTS Management Audit The President noted he spoke with Dan Cook regarding the Management Audit prepared by the Harvey Rose Accountancy Corporation, and the con- clusions drawn by them. The report noted that the PUD has been slow in implementing several major replacement and upgrading recommendations made by its consulting engineers, which has cost the District at least $588,000 in lost asset value and approximately $50,000 in annual water pumping ex- penses. With respect to Wells A & B, it was their conclusion that the PUD discontinue the use of the wells until the necessary capital improvements are completed to bring them up to State water well standards, and once com- pleted, use the wells on a year-round basis at an approximate annual sav- ings to the District in the amount of $50,000. Mr. Cook, President Maass noted, wondered how the Auditors came up with these figures, and advised that Wells A & B can't be pumped very much - they are mainly used during the summer. Mr. Cook indicated he would be happy to speak to the Board concerning this matter. Boca/Prosser Hydro projects Ken Peters advised that the State Water Quality Control Board has taken the District's 401 applications on Boca and Prosser hydroelectric develop- ment under consideration, and the matters will be placed on the consent calendar for the July meeting in Los Angeles. SWQCB staff indicates they foresee no problem with approval. When the permits are received, Mr. Peters noted, they should be forwarded to the Federal Energy Regulatory Commission. 5/21/84 Pg. 2 .L/ U The Boca license should be released immediately; regarding Prosser, FERC will most likely withhold the license because of earthquake damage to the dam itself at the proposed power house site, Mr. Peters said. WAPA two megawatt poer allocation Counsel Simon advised that he has some information regarding the Western Area Power Administration two megawatt power allocation to pass on to the Board in closed session. PUBLIC INPUT There was no public input. CORRESPONDENCE No correspondence of importance to the Board has been received since the last meeting. COMMITTEE REPORTS No Committee reports were given at this time. President Maass advised that it is necessary for him to leave the meet- ing early in order for him to meet an 8:30 P.M. commitment. He indicated he would take several agenda items of importance out of order so that he may participate in related discussion and decisions. REQUEST OF KTRT FOR APPROVAL OF OVERHEAD POWER LINES Frederick Giles noted that he previously provided a written request to the Board for approval of overhead line construction to the KTRT tower which would be accessed from power poles in Pannonia Ranchos. At this time, he presented a letter from the Truckee Donner Chamber of Commerce which voiced its approval of the service proposed by KTRT. It was noted that George Gardai, developer of Pannonia Ranchos, does not wish the lines to be installed above ground. Mr. Giles advised that there are 12 houses in the subdivision. Out of the 12, he noted that four have un- derground service, eight are served by overhead (some lines as long as 200') . Approximate overhead construction cost is between $1,500 and $2,000; under- ground cost would be between $4,500 and $6,000 - possibly higher, Mr. Giles advised. Further, he noted that the State Lands Commission (on whose land the transmitter site would be located) has no objection to overhead construc- tion. George Gardai protested the placement of overhead lines and poles between lots within Pannonia Ranchos. He stated it would lessen the value of his property and ruin a beautiful, unspoiled view. He noted that, although the roadside lines are overhead, 90% of the power lines serving residences are underground. Shelly Bailey, Civil Engineer, stated he inspected the proposed location at Mr. Giles request and saw a number of drop lines serving houses. This, he noted, would be similar to power lines running from the road, between two properties, to the State-owned property. He stated he couldn't see much dif- ference between what's there now and the proposed overhead construction; more than half the houses are served by overhead lines. Mr. Bailey further ad- vised that large boulders in the'area would make excavation for underground- ing very uncertain and costly. The possibility of rerouting the line extension was discussed. Manager Holzmeister advised that he walked the site from the tap to the proposed transmitter; there are lines in both directions. No buildings are visible, he noted, but the parcels are laid out. The territory is of a vir- gin nature with few trees. The lines might pass four or five trees in a 450' 5/21/84 Pg. 3 span. He indicated he is convinced the proposed route is the shortest. The possibility of constructing overhead temporarily, and undergrounding in the future was discussed. Thereafter, Director Hamilton moved that the matter be referred to the Electric Committee for the purpose of studying al- ternatives and making recommendations at the next regular meeting. Director Cooley seconded the motion. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF RESOLUTION ESTABLISHING POLICY RE REIMBURSEMENT OF DIRECTORS' AND MANAGER'S EXPENSES Mr. Holzmeister distributed copies of the draft policy regarding reim- bursement of Directors' and Manager's expenses, on behalf of the Personnel Committee, Director Duffy recommended approval. Director Corbett moved consideration of the policy be put over until he has the opportunity to write into it his more specific concerns. MOTION DIED FOR LACK OF A SECOND. He went on to say that, when a person is elect- ed for public office., he must expect to take some personal losses. The provisions concerning expenses incurred by Directors that are re- lated to the Director's normal employment to accomplish District business and per diem advances were briefly discussed. Director Duffy moved that the Board adopt Resolution No. 8427 establish- ing District policy regarding payment of Directors' and Manager's expenses. The motion was seconded by Director Hamilton. Director Corbett stated he feels the Board is attempting to cover up something - that the policy is covering over an internal battle which has been going on for some time. He requested more input from Counsel as to whether a Director may be paid for loss of income and, if so, whether this should be provided for by ordinance along with the monthly compensation pro- --. visions. President Maass moved the question; seconded by Director Cooley. SO MOVED by majority vote. ROLL CALL vote on the motion to adopt Resolution No. 8434: Corbett, no; all other Directors, aye. SO RESOLVED. DIRECTION REGARDING RESPONSE TO MANAGEMENT AUDIT President Maass stated he has no objections to the draft response to the Harvey M. Rose management audit addressed to the Nevada County Grand Jury (Item 6, New Business) and thereafter, turned the chair over to Vice President Duffy at 8:20 P.M. CONSIDERATION OF RESOLUTION ESTABLISHING DISTRICT POLICY REGARDING MAINTENANCE ` AND MISCELLANEOUS SERVICES COSTING UNDER $3,000 The Manager noted the need for a consistent, concise policy concerning maintenance and miscellaneous services costing under $3,000, and advised that the draft presented for consideration includes suggestions made by the Auditors. Director Corbett moved, and Director Hamilton seconded, that the Board adopt Resolution No. 8435 establishing District policy regarding maintenance and miscellaneous services costing under $3,000. ROLL CALL: Maass, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION ESTABLISHING DISTRICT POLICY REGARDING PROCEDURES FOR WATER SERVICE APPLICATIONS AND THE PROCESSING OF SAME, AND RESCINDING FORMER RESOLUTIONS Mr. Holzmeister explained to the Board the water service short form agreement, and advised that legal Counsel has reviewed the proposed policy and attachments and recommended several amendments and additions concerning bonding and insurance requirements. 5/21/84 Pg. 4 �v Director Hamilton moved, and Director Corbett seconded, that the Board adopt Resolution No. 8429 regarding procedures for water service applications and the processing of same, and rescinding former resolutions, with correc- tions and additions to be made as recommended by Counsel. ROLL CALL: Maass, absent; all others aye, SO MOVED. CONSIDERATION OF RESOLUTION ESTABLISHING ELECTRIC POLICIES AND RESCINDING ,- PREVIOUS RESOLUTIONS Counsel Simon stated that, with the inclusion of amendments suggested by Counsel Phelps, he recommended adoption of the proposed electric policies. Mr. Holzmeister noted that the policies would clarify areas where there has been no clear guidance, and would set forth in writing practices which have been in effect. Director Hamilton moved, and Director Corbett seconded, that Resolution No. 8430 establishing electric policies and rescinding previous resolutions, as amended by Counsel Phelps, be adopted. ROLL CALL: Maass, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION ESTABLISHING SUPPLEMENTAL POLICY - BILLING DEPARTMENT CUSTOMER REQUESTS Director Corbett indicated he was in favor of establishing a small monthly charge for customers requesting that their monthly bills be placed in envelopes, and thereafter moved that the Board adopt a resolution authorizing such charge. Director Hamilton seconded the motion. Director Duffy stated he feels the District should go back to placing all bills in envelopes rather than using the postcard billings, and should enclose a periodic newsletter. Director Corbett agreed with the idea of a newsletter, but thought it should be mailed separately. ROLL CALL vote on the motion to implement a monthly charge for placing. bills in envelopes at the request of the customer: Corbett and Hamilton, aye, Duffy and Cooley, no. MOTION FAILED. AUTHORIZATION FOR PRESIDENT TO EXECUTE FIRST AMENDMENT TO PENSION PLAN IN ACCORDANCE WITH IRS REQUEST Manager Holzmeister advised that he had reviewed the proposed amendment to the pension plan prepared by Wayne Richardson and Company, and found it to be strictly technical in nature. It would not change the benefits, methods of investing money or eligibility for retirement, but would bring the plan into conformance with IRS requirements. He recommended approval of the amend- ment. Director Hamilton moved, and Director Corbett seconded, that the Pres- ident be authorized to execute the first amendment to the pension plan in accordance with the request of the Internal Revenue Service. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. CONSIDERATION OF RESOLUTION AUTHORIZING EXECUTION OF AGREEMENT WITH STATE DEPARTMENT OF GENERAL SERVICES, COMMUNICATIONS DIVISION, FOR REPAIR AND MAINTENANCE OF RADIO COMMUNICATIONS EQUIPMENT Mr. Holzmeister noted that the State's hourly rate for repair and main- tenance of the radio equipment has increased from $52.55 to $59; however, last year, the District required only two hours of work on the equipment. Director Corbett moved, and Director Hamilton seconded, that the Board adopt Resolution No. 8431 entering into an agreement with the state of California, Department of General Services, Communications Division, for service. ROLL CALL: Maass, absent; all other Directors, aye. SO RESOLVED. 5/21/84 Pg. 5 CONSIDERATION OF RESOLUTION IMPLEMENTING AND FIXING ELECTRIC AND WATER STANDBY CHARGES OF DISTRICT TAX ROLL FOR COLLECTION BY THE COUNTIES OF NEVADA AND PLACER It was noted that a resolution must be adopted annually fixing the water and electric standby charges and, thereafter, Director Corbett moved that the Board adopt Resolution No. 8432 implementing and fixing electric and water standby charges pursuant to Ordinance No. 7501 for the fiscal year 1984-85. Director Hamilton seconded the motion. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. CONSIDERATION OF RESOLUTION FIXING AND PLACING ELECTRIC AND WATER STANDBY CHARGES ON DISTRICT TAX ROLL FOR COLLECTION BY THE COUNTIES OF NEVADA AND PLACER Director Hamilton moved, and Director Corbett seconded, that the Board adopt Resolution No. 8433 fixing and placing electric and water standby charges on District tax rolls for collection by the Counties of Nevada and Placer. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. DIRECTION REGARDING RESPONSE TO MANAGEMENT AUDIT The draft response to the Nevada County Grand Jury pertaining to the management audit prepared by the Harvey Rose Accountancy Corporation was reviewed, and Counsel advised that the citations noted therein were correct. Director Hamilton moved, and Director Corbett seconded, that the response be signed by each director and mailed to the Grand Jury. All Directors, aye, by voice vote. CLOSED SESSION It was agreed that no closed session would be held, and that items re- lating to the Western Area Power Administration allocation be discussed at the next closed session. ADJOURNMENT There being no further business before the Board, Director Hamilton moved that the meeting be adjourned. The motion was seconded and approved unanimous- ly at 8:46 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By J s A. Maass, President usan M. Craig, Deputy D strict Clerk 5/21/84 Pg. 6