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HomeMy WebLinkAbout1984-06-18 Min - Board �U v REGULAR MEETING June 18, 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. f ROLL CALL: Directors Cooley, Corbett, Duffy and Maass were present. Direc- tor Hamilton was absent due to a business commitment. CONSULTANTS PRESENT: Counsel James E. Simon. EMPLOYEES PRESENT: Peter L. Holzmeister and Susan Craig. OTHERS PRESENT: Richard Moutray and Dick VanLandingham were present in the audience. APPROVAL OF MINUTES Director Duffy moved, and Director Cooley seconded, that the minutes of May 14 and 21, 1984 be placed in final form. All Directors, aye, by voice vote. SO MOVED. BILLS FOR APPROVAL The bills presented for approval were reviewed, and several questions were answered by the General Manager. President Maass, referring to the Sierra Sun bill in the amount of $28.50 for a small display ad notifying bidders of electrical distribution equipment, suggested that, if it is known there are no local bidders, the ads be placed under "Public Notices." Coun- sel Simon indicated this would meet legal requirements as long as the public notice area of the newspaper is not considered to be a classified section. Thereafter, Director Corbett moved, and Director Duffy seconded, that the bills be approved for payment. All Directors, aye, by voice vote. SO MOVED. MANAGER'S REPORT Financial Reports Manager Holzmeister reported that the Directors have received the May Balance Sheet and Statement of Appropriations, Expenditures and Encumbrances; the District is now up to date and it should be possible, he stated, to re- main current. President Maass commended the Office Manager, Bookkeeping De- partment and Roman Gillan for their worthwhile efforts, and asked that Mr. Holzmeister review the financial reports with the Board at the second meet- ing of each month in the future. Warehouse break-in The Manager reported on the June 6th break-in at the warehouse, which resulted in a total loss of approximately $1,500 in tools, and a minor act of vandalism occurring close to the same time. Mr. Holzmeister stated that the District has become very security conscious and has replaced the break- in entry door with a stronger door, rekeyed the locks, and is in the process of marking the larger tools with identification. Also, employees are lock- ing up tools within the warehouse. He suggested, in a recent memo to the Board, that an area be fenced for the purpose of enclosing the vehicles, rear entry to the warehouse, transformers and reels of wire; he offered three op- tions, and recommended the Board select fencing the largest area with eight foot high chain link fencing which could be removed at a later date and re- located. After thoroughly discussing the three fencing options, Director Duffy moved that the Manager be directed to prepare a bid package for Option No. 1, 6/18/84 Pg. 1 to be considered by the Board at the next regular meeting; Director Corbett seconded the motion. All Directors, aye, by voice vote. SO MOVED. Removal of diseased trees Last summer, Mr. Holzmeister noted, the District entered into a contract for removal of diseased trees from PUD property, which was not complied with and thereafter void. Several employees have requested that they be permitted to cut the trees for firewood. Director Cooley mentioned that a Forest Ser- vice representative had recently approached him about completing the removal of the diseased trees, also. The history of the matter was briefly discussed - Forest Service as- sistance in marking and estimating the number of trees to be removed, going out to bid, award of the contract, failure of the contractor to meet the terms of the agreement, rebidding and, finally, direction given to the pre- vious Manager to take care of the removal. Prior to any action being taken, winter set in and made the task impossible. Various aspects of the feasibility of employees removing the trees and cleaning up the area afterwards, including District liability which may be incurred, were discussed. It was finally agreed that the Manager draw up a workable plan for consideration by the Board at the July 2nd meeting. New telephone system The Manager advised that the wiring for the new telephone system has been completed, and Amcom will be cutting over to the system and providing training to employees on Wednesday, June 20th. He also noted that an extra jack has been placed in the Board room at an approximate additional cost of $75. Budget preparation The budget preparation process, Mr. Holzmeister noted, has begun, and he requested Board input with respect to the proposed timelines for both the 1984 and 1985 budgets. In addition to the budget, Mr. Holzmeister advised that a six-year capital improvement program was also in the works, as rec- ommended in the Management Audit. President Maass suggested that the public hearings to consider rate in- creases be scheduled for October of 1984, in order that appropriate figures could be included in the budget and adoption could occur prior to the end of the year. The Board was in agreement. Engineering contract Manager Holzmeister presented a draft Engineering contract to the Board for review, but noted he would like to obtain staff and consultant input prior to any action being taken. It was suggested that a similar contract be used for other consultants as well as Engineering firms. Summer help The Manager reviewed his recent memo to the Board requesting temporary help - two employees for the Technical Services Department to complete the pole survey, and four employees for the Water Department to exercise fire hydrants and valves and work on the backlog of service installations. Director Duffy mentioned that Pacific Telephone performed a pole sur- vey not too long ago, and asked that staff contact them so as not to dupli- cate work. In the absence of a budget approved by the Board and authorizing the hiring of summer help, Director Corbett moved that the Manager be given the authority to hire six temporary employees. Director Duffy seconded the motion. All Directors, aye. SO MOVED. 6/18/84 Pg. 2 Safety committee The Memorandum of Understanding, Mr. Holzmeister noted, addresses the formation of a safety committee consisting of various department heads and a management employee. He went on to say that, previous to this time, one has not been formed, but appointments running concurrent to the MOU have been made, and the two-hour per month meetings will now begin. When a safety program has been formulated, it will be presented to the Board for consideration. PLANNING DEPARTMENT NOTICES Vail and Associates - Mini-warehouses It was brought to the attention of the Board by President Maass that the County held a hearing concerning the mini-warehouse development proposed by Vail and Associates. He directed that the Manager advise the County that water may not be readily available, and also asked that he note that the Dis- trict did not receive the notice in adequate time to respond prior to the hearing. James Grill - Tahoe Donner President Maass asked Mr. Holzmeister to advise Mr. Grill and the County that it will be necessary for all District requirements to be met with re- spect to proposed development in Tahoe Donner. WestStar Director Corbett advised that he attended, as an individual, the public hearings concerning WestStar's requests before the Commission for zoning --. changes to facilitate placement of their cable TV receiving dish. The Plan- ning Commission denied WestStar's request re the Hilltop site, are holding a decision on the Gateway site in abeyance (both sites being PUD property) , and approved placement at the Donner Ski Ranch site. Director Corbett noted there was public objection to placement at both the Gateway and Hilltop sites, and further noted the Airport hazard beacon, previously approved for installa- tion on District property at Hilltop, may be relocated to Placer County. After some discussion, the Chairman noted that the TDPUD owns the land and should have the same rights as other land owners, and said he thought the County should be making decisions of this nature in the best interest of the community as a whole, not for the benefit of only a few property own- ers. He advised that he would write a letter to the County stating the posi- tion of the Board, and providing a history of the happenings to date. Hirschdale Trailer Park Director Corbett reported that the Planning Commission granted Mr. Rodrigues conditional approval to reopen the trailer park in Hirschdale. Ponderosa Golf Course With respect to proposed development at the Ponderosa Golf Course, Mr. Holzmeister advised that he had referred the plans to staff for comment. He noted that the environmental report states that sufficient water is available in the area to serve the proposed development, a statement which he is not convinced is factual. President Maass suggested the Board take the position that the develop- ers put in a new system for the development in accordance with District stan- dards, and eliminate the pond. He also noted that a development agreement and payment of appropriate fees would be required. The Chairman explained how the facilities fees would be applied in this instance, and noted that the District would work with Dan Cook on this matter. Director Duffy asked that a letter be written relating to expansion and the use of the water supply; further, noting the District's requirements. 6/18/84 Pg. 3 Mr. Holzmeister, for clarity purposes, restated what the Board agreed to by consensus - the pond should be eliminated if it will be used more ex- tensively, and that all District standards msut be met by the developers. A letter is to be written stating the PUD's concerns about meeting the cap- acity required by the project, noting the development agreement requirement, and stating the desire of the District to meet with the developer. Comments are required by the County prior to July 3, 1984. CONSULTANT REPORTS There were no consultant reports. President Maass directed that this item be eliminated from future agendas as, usually, items to be reported on by consultants will be listed specifically. PUBLIC INPUT There was no public input. CORRESPONDENCE There was no correspondence of import to the Board. COMMITTEE REPORTS APPA Conference President Maass very briefly talked of his attendance at the American Public Power Conference in Boston last week, and noted he would be making several recommendations to the Board. As a result of a conversation he had with a federal government worker at the conference, an appointment has been scheduled for Mssrs. Maass and Holzmeister with WAPA representatives on June 20th to discuss status of the District as a preference customer for Stampede --�, power, and the legislation currently being drafted by private concerns which would eliminate the PUD as a preference customer. He indicated he would keep the Board informed by memo. In light of the upcoming meeting, Director Duffy moved that the Board formally state its interest in acquiring power generated from the Stampede hydro project. Director Corbett seconded the motion and asked that it be amended to also state that the District is planning development of the Boca and Prosser hydro facilities, and is interested in the possibility of oper- ating all three projects as one entity. President Maass stated that he would like the District to enter into an operation and maintenance agreement with the government. For informational purposes, he noted that if Sierra Pacific Power Company acquires the power from Stampede, it is their intention to do away with the three flumes, thus eliminating a related suit with the Paiutes. Voice vote on the motion: all Directors, aye. SO MOVED. HIRSCHDALE WATER IMPROVEMENTS; FUNDING - STATUS REPORT - POSSIBLE DIRECTION Manager Holzmeister reported that he today received an answer from Dan Cook relative to the Hirschdale water system improvements, and provided each Director with a copy for review. Briefly, he said, a total commitment in the amount of $178,000 would be required by the Hirschdale property owners - approximately $29 per month per family; the District can expect to recognize a $20,000 deficit before the bonds and grant proceeds are delivered. Mr. Holzmeister noted that the District has already incurred between $3,000 and $4,000 in costs respecting Hirschdale. The Manager advised that a meeting has been requested by Frank Scott of the Farmers Home Administration on Thursday, June 21st, at which Bond Coun- sel, Engineer and the Manager are to be present, as well as designated Direc- tors, to discuss the District's application. Mr. Cook's letter explained that FmHA form 1940-20 is complete (the preliminary engineering report and environ- mental assessment) however, the absence of an archaeological survey will take the form of a deficiency in the FmHA review process. 6/18/84 Pg. 4 Sam Sperry, Bond Counsel for the District in previous FmHA proceedings, was contacted by Mr. Holzmeister. He is available to attend the meeting on the 21st, and would charge the District 2% of the proceeds ($3,400) plus out of pocket expenses for his services. Mr. Cook of Cook Associates is also available to attend the meeting, and Mr. Holzmeister recommended that the Board formally appoint Mr. Sperry as Bond Counsel and Mr. Cook as En- gineer. With respect to accumulating Hirschdale expenses, Counsel Simon noted that the Hirschdale property owners made a partial commitment for repayment to the District in their original petition. President Maass stated that John Minnis, as a representative of the Hirschdale residents, should be present at the meeting with Mr. Scott, and thought Counsel Simon should also attend. Director Duffy noted his concerns regarding repayment of expenses by the Hirschdale residents to the District, and Mr. Holzmeister suggested the District protect itself by forming an assessment district concurrently with the bond proceedings, and indicated he would try to identify a solution at the meeting with Mr. Scott. Richard Moutray, a resident of Hirschdale, stated he felt that an ob- ligation for each homeowner to pay $29 per month for 30 years may be voted down by the majority of Hirschdale people. He went on to say he thought A. F. Rodrigues, present owner of the Hirschdale water system, should attend the meeting with Mr. Scott, and noted John Minnis is representing the property owners, not Mr. Rodrigues or the trailer park residents. After further discussion, Director Duffy moved, and Director Corbett seconded, that the Board appoint Sam Sperry as Bond Counsel and Dan Cook as Engineer for the Hirschdale water system improvements. . ROLL CALL: Hamilton, absent; all other Directors, aye. SO MOVED. Mr. Moutray asked if Mssrs. Rodrigues and Minnis would be invited to the June 21st meeting, and was told by the President that Manager Holzmeister would make the decision as to who would be invited to attend. CONSIDERATION OF RESOLUTION ESTABLISHING SUPPLEMENTAL POLICY - BILLING DE- PARTMENT CUSTOMER REQUESTS The Chairman stated that he wants to investigate stuffing bills in envelopes in order that other information and, perhaps, a newsletter could be enclosed as, in his opinion, this would be good public relations. After some discussion, Director Duffy moved, and Director Corbett sec- onded, that management be directed to begin the process of investigating the pros and cons of changing from the postcard bill presently used to the en- velope method. Further, that during the interim period, the Board adopt Resolution No. 8436 establishing a supplemental policy which would allow staff to send customers, upon request, their computerized post card billing in an envelope at a monthly service charge of $3.00. ROLL CALL: Hamilton, absent; Cooley, no; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS FOR TELEMETRY MAINTENANCE Manager Holzmeister advised that the current contract for telemetry maintenance with Sandel Avery Engineering expires on June 30, 1984. He presented to the Board a proposed contract incorporating two changes - the requirement for the vendor to submit a monthly report on the maintenance actually accomplished, and asking that the vendor, within six months, pre- pare and provide to the District a complete description of the telemetry >' system at an additional cost. It was his intention that the Board issue a call for proposals on the contract. Both Director Duffy and President Maass stated they thought the Dis- trict had already paid Sandel-Avery for a complete schematic of the telemetry 6/18/84 Pg. 5 a Sam Sperry, Bond Counsel for the District in previous FmHA proceedings, was contacted by Mr. Holzmeister. He is available to attend the meeting on the 21st, and would charge the District 2% of the proceeds ($3,400) plus out of pocket expenses for his services. Mr. Cook of Cook Associates is also available to attend the meeting, and Mr. Holzmeister recommended that the Board formally appoint Mr. Sperry as Bond Counsel and Mr. Cook as En- gineer. With respect to accumulating Hirschdale expenses, Counsel Simon noted that the Hirschdale property owners made a partial commitment for repayment to the District in their original petition. President Maass stated that John Minnis, as a representative of the Hirschdale residents, should be present at the meeting with Mr. Scott, and thought Counsel Simon should also attend. Director Duffy noted his concerns regarding repayment of expenses by the Hirschdale residents to the District, and Mr. Holzmeister suggested the District protect itself by forming an assessment district concurrently with the bond proceedings, and indicated he would try to identify a solution at the meeting with Mr. Scott. Richard Moutray, a resident of Hirschdale, stated he felt that an ob- ligation for each homeowner to pay $29 per month for 30 years may be voted down by the majority of Hirschdale people. He went on to say he thought A. F. Rodrigues, present owner of the Hirschdale water system, should attend the meeting with Mr. Scott, and noted John Minnis is representing the property owners, not Mr. Rodrigues or the trailer park residents. After further discussion, Director Duffy moved, and Director Corbett seconded, that the Board appoint Sam Sperry as Bond Counsel and Dan Cook as Engineer for the Hirschdale water system improvements— ROLL CALL: Hamilton, absent; all other Directors, aye. SO MOVED. Mr. Moutray asked if Mssrs. Rodrigues and Minnis would be invited to the June 21st meeting, and was told by the President that Manager Holzmeister would make the decision as to who would be invited to attend. CONSIDERATION OF RESOLUTION ESTABLISHING SUPPLEMENTAL POLICY - BILLING DE- PARTMENT CUSTOMER REQUESTS The Chairman stated that he wants to investigate stuffing bills in envelopes in order that other information and, perhaps, a newsletter could be enclosed as, in his opinion, this would be good public relations. After some discussion, Director Duffy moved, and Director Corbett sec- onded, that management be directed to begin the process of investigating the pros and cons of changing from the postcard bill presently used to the en- velope method. Further, that during the interim period, the Board adopt Resolution No. 8436 establishing a supplemental policy which would allow staff to send customers, upon request, their computerized post card billing in an envelope at a monthly service charge of $3.00. ROLL CALL: Hamilton, absent; Cooley, no; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS FOR TELEMETRY MAINTENANCE Manager Holzmeister advised that the current contract for telemetry maintenance with Sandel Avery Engineering expires on June 30, 1984. He presented to the Board a proposed contract incorporating two changes - the requirement for the vendor to submit a monthly report on the maintenance actually accomplished, and asking that the vendor, within six months, pre- pare and provide to the District a complete description of the telemetry system at an additional cost. It was his intention that the Board issue a call for proposals on the contract. Both Director Duffy and President Maass stated they thought the Dis- trict had already paid Sandel-Avery for a complete schematic of the telemetry 6/18/84 Pg. 5 noted that Line Foreman Ron Reynolds is serious about his position with the District and has taken a real interest in the apprenticeship program, Direc- tor Duffy moved that Mr. Reynolds be appointed to the committee on an interim y basis pending the hiring of an Engineer. Director Corbett seconded the motion. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF RESOLUTION AUTHORIZING DISBURSEMENTS FOR WHICH THE BOOKKEEPER MAY ISSUE CHECKS FOR PAYMENT WITHOUT PRIOR SUBMISSION TO THE BOARD FOR APPROVAL AND RESCINDING RESOLUTION NO. 7610 President Maass advised that the proposed changes in this pre-authorized disbursement policy are - some specific firms and obligations had been named in Resolution No. 7610, whereas the proposed policy established by this res- olution is more general. He suggested two additions - that the Manager be allowed to issue checks for amounts up to $1,000, and amounts exceeding $1,000 if a discount may be realized or penalty avoided; and automatic payment of the Sierra Pacific power bill. After some discussion, it was noted that a list of the payments approved by the Manager should be listed separately for Board review. Thereafter, Direc- tor Duffy moved that the Board adopt Resolution No. 8440 authorizing disburse- ments for which the Manager and Bookkeeper may issue checks for payment with- out prior submission to the Board for approval and rescinding Resolution No. 7610. The policy is to be amended as suggested by President Maass. Motion seconded by Director Corbett. ROLL CALL: Hamilton, absent; all other Direc- tors, aye. SO RESOLVED. DIRECTION RE INITIAL PLANNING FOR CONSTRUCTION OF NEW DISTRICT BUILDING The Manager made note of problems with the present District facilities and proposed that the District select an architect to ascertain space require- ments, prepare a proposed floor plan, investigate District parcels and recom- mend one for location of the proposed building, prepare a concept drawing and estimated cost of building. The Board was in agreement that the present location be used for the new building, and also agreeable to the possibility of selling the 1.9 acre par- cel on the corner of Highway 89 and Donner Pass Road to finance the building. Director Corbett moved that Mr. Holzmeister be authorized to request proposals, interview architects and have plans drawn up. A review is to be placed on the next agenda. Director Duffy seconded the motion. All Directors, aye, by voice vote. SO MOVED. CLOSED SESSION The Chairman adjourned the meeting to closed session at 9:37 P.M. RETURN TO PUBLIC SESSION The meeting was returned to public session at 10:02 P.M. President Maass noted that personnel matters and the Union grievance, which has been resolved, were discussed during closed session. LEAD LINEMAN POSITION It was duly moved and seconded that the Manager be authorized to post a Lead Lineman position vacancy. All Directors, aye, by voice vote. SO MOVED. Mr. Holzmeister was asked to draw up a supplementary agreement to the Memorandum of Understanding respecting employee upgrading during temporary absences of Line Foremen for review. SO MOVED by consensus. 6/18/84 Pg. 7