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HomeMy WebLinkAbout1984-09-04 Min - Board L a REGULAR MEETING September 4, 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 Cooley, Corbett, Duffy, Hamilton and Maass were present. CONSULTANTS PRESENT: Counsel John Phelps and Dale W. Cox, Architect, were pre- sent. EMPLOYEES PRESENT: Sue Felce, Debi Waller, Ron Reynolds, Peter Holzmeister and Susan Craig were present. OTHERS PRESENT: Among those present were Dick VanLandingham and Peggy Ham- ilton. APPROVAL OF MINUTES Director Duffy moved, and Director Corbett seconded, that the minutes of July 30, July 31 and August 6, 1984 be approved as written. All Directors, aye; SO MOVED. Director Hamilton moved, and Director Cooley seconded, that the Secre- tary be directed to prepare the minutes of August 20, 1984 in final form. All Directors, aye by voice vote. SO MOVED. STATEMENT OF GENERAL FUND - BILLS FOR BOARD APPROVAL Mr. Holzmeister advised that the Wedco bill in the amount of $29,607.35 included some bid items, and noted the bills were in order for y a ment. Direc- tor Hamilton moved, and Director Duffy seconded, that the bills presented be approved for payment. All Directors, aye, by voice vote . SO MOVED. MANAGER'S REPORT Gateway tank site With respect to the request of the Joseph family for transfer of owner- ship to them of the District's Gateway tank site, the Manager presented a memo stating the results of the staff analysis and resultant recommendation. It was staff 's recommendation that the District retain ownership of the site until such time as the entire parcel owned by the Joseph family (which surrounds the tank site) is developed. President Maass suggested that Attorney French, representative of the Joseph family, be copied with Mr. Holzmeister's memo. Director Duffy moved that the Board ratify the recommendation set forth in Manager Holzmeister's September 4, 1984 memo. The motion was seconded by Director Corbett. There was some discussion regarding WestStar Communication's request to locate a receiving dish on the Gateway tank site, and related public hearings held by the County. A roll call vote was taken on the motion to ratify staff's recommendation to retain ownership of the site until such time as the entire parcel ow n caned by the Josephs is developed: Cooley, Corbett and Duffy, aye; Hamilton and Maass no. SO MOVED. Determination by the District on use of the site is to be placed on the September 17th agenda, and representatives of the Joseph family and WestStar are to be notified and invited to attend. Deferred compensation plan Manager Holzmeister noted that several employees of the District who are excluded from representation by the IBEW have indicated an interest in 9/4/84 Pg. 1 taking part in the ICMA Retirement Corporation deferred compensation plan ap- proved by the Board for the Manager. Participation by eligible employees would be voluntary, and there would be no cost to the District. After con- sideration, the President directed that the appropriate resolution be drawn up and, the matter placed on the September 17th meeting agenda. National Civil War Association Manager Holzmeister noted that the District has received a request from the National Civil War Association relating to a re-enactment they are planning for June 22 - 23, 1985. They have asked to be allowed use of the Southside property for the skit and parking. Mr. Holzmeister noted that, in the past, the District has not permitted any activity on the Southside prop- erty as it has been set aside for protection of water source and storage. It was his suggestion that a letter be written to the Association explain- ing the TDPUD's position, and suggesting other potential sites. Director Hamilton moved that such a letter be written by the Manager, and the motion was duly seconded and passed unanimously. Protection of the Southside complex Mr. Holzmeister noted that he has received a contractor's proposal in the amount of approximately $3,200 for placing rock barricades around the Southside complex for protection of District water. The Board requested that, after soliciting quotes from several contractors, the Manager enter intelli- gently into a contract for barricading access to the Southside complex at an approximate cost of $3,200. SO MOVED by acclamation. Counsel Phelps advised that the Public Utilities Code allows up to a $5,000 expenditure for new construction and up to $3,000 for alterations, maintenance and repair without following the bidding procedure. Staf f Engineer The Manager requested authorization to readvertise for an Electrical Engineer with experience in distribution systems and substations, at a salary of $35,000 to $45,000. He indicated this matter was discussed during an Elec- tric Committee meeting. So moved by Director Hamilton; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. James Hansen and Associates With respect to District files in the possession of James Hansen and Associates, Mr. Holzmeister advised that, as yet, he has had no success in reaching Mr. Peters. He will continue his attempts. Tahoe Donner Substation Manager Holzmeister noted that the 1984 budget provides for paving and grading the Tahoe Donner Substation. R. W. Beck and Associates provided a proposal for preparation of the related plans and specifications in the amount of $10,600, and an alternate proposal to provide written specifications with basic field information to be provided by the District in an amount not to exceed $6,000. The possibility of going out to bid for both the design work and build- ing at one time was discussed. Thereafter, Director Duffy moved that the Board accept Beck's alternate proposal omitting the drawings and field inspection, and all design information to be provided in the written specifications. The District would provide Beck with necessary basic field information including dimensions of areas to be surfaced and location of existing ground cables. The approximate cost to the District is $5,000 with a total not to exceed $6,000. President Maass advised that, since this item does not specifically appear on the agenda, no action may be taken. Counsel Phelps clarified this matter - he indicated the District may issue a call for bids without specifi- cally listing an agenda item as long as such action is taken at a regular meeting. 9/4/84 Pg. 2 Director Hamilton seconded the motion to accept Beck's alternate pro- posal for paving, grading and the grounding grid at the Tahoe Donner Substa- tion. All Directors, aye, by voice vote. SO MOVED. PUBLIC HEARING CONSIDERATION AND POSSIBLE ADOPTION - ELECTRIC RULE NO. 7 - POLICY REGARDING TEMPORARY SERVICE - ELECTRIC RULE NO. 12 - DEFINING CONNECTION AND FACILITIES FEES - ELECTRIC CONNECTION AND FACILITIES FEES President Maass explained that the policies regarding temporary ser- vice and defining connection and facilities fees will be adopted by resolution; the connection and facilities fees will be set by ordinance. He thereafter opened the public hearing at 7: 37 P.M. Engineering Technician Waller explained the problems encountered by staff with the current policies and resultant loss of revenue to the District, and presented a very thorough explanation of the proposed temporary service, connection and facilities fees policies and suggested fee increases. Mrs. Waller thereafter answered questions. posed by the Board and, there being no comment or questions from the audience, the public hearing was closed at 7:55 P.M. Director Hamilton mvoed, and Director Corbett seconded, that the Board adopt Resolution No. 8453 establishing Electric Rule No. 7, the policy regard- ing temporary electric service. ROLL CALL: All Directors, aye. SO RESOLVED. Director Hamilton moved, and Director Corbett seconded, that the Board adopt Resolution No. 8454 establishing Electric Rule No. 12 defining electric connection and facilities fees. ROLL CALL: all Directors, aye. SO RESOLVED, Director Duffy moved, and Director Hamilton seconded, that the Board adopt Ordinance No. 8404 rescinding previous resolutions and ordinances and establishing electric connection and facilities fees. ROLL CALL: Cooley, no; all other Directors, aye. SO ORDAINED. PLANNING AND DESIGN OF NEW DISTRICT COMPLEX - STATUS REPORT FROM DALE W. COX, ARCHITECT On August 30th, Dale Cox presented the District with the first draft of the new building program which was prepared of ter interviewing a number of employees and represents most of the space needs required by the different de- partments. Responding to his request for ideas from the Board, President Maass noted he would like a functional Board room that can be used by employ- ees for meetings, conferences and committee meetings, and is isolated from the rest of the building so it may also be used by the public for meetings. Director Corbett indicated that perhaps space for a projector and screen should be included in the plans. Director Hamilton stated he felt a private, sound- proof conference room should be designed for closed sessions, and also asked that some type .of storage be provided for each Director at the Board table. The Chairman requested that the outdoor employee patio-picnic area be private so as not to expose the District to use by the public and possible liability. Mr. Cox noted that the new complex will be- located so as to allow for the sale of some frontage property, and stated he will have a preliminary plan for presentation to the Board in two weeks. Some discussion ensued regarding the possible sale of surplus District property to fund the project, and it was decided to review this matter and consider authorizing appraisals at the next meeting. At this point in the meeting, 8:25 P.M. , Director Hamilton left in order to have an anniversary dinner with Mrs. Hamilton. PLANNING DEPARTMENT NOTICES There were no Planning Department notices discussed by the Board. 9/4/84 Pg. 3 PUBLIC INPUT There was no public input. CORRESPONDENCE There was no correspondence of import to the Board. COMMITTEE REPORTS Personnel Committee Director Duffy reported that the Personnel Committee recently met to discuss employee utility deposits, the leave of absence policy and up- coming union negotiations. A draft policy regarding utility deposits by employees was present- ed to the Board for review. After some discussion regarding negotiations with the IBEW, Director Corbett mvo ed that Manager Holzmeister be selected as the spokesman of the negotiating committee, which is to consist of three members chosen by Mr. Holzmeister (and to include Counsel Phelps if so de- sired by Mr. Holzmeister) . Director Cooley seconded the motion. It was noted by the Chairman that direction regarding the Board's position will be given during closed session to the Manager. All Directors, aye, by voice vote. SO MOVED. The Manager indicated he would be conferring with Mr. Phelps prior to , negotiations in order to familiarize himself with California Labor Law. Electric Committee Director Cooley, on behalf of the Electric Committee, noted that the temporary service policy, connection and f ac it items fees, the Tahoe Donner Substation grading and paving and rules and regulations governing PCB's were items discussed during a recent committee meeting. The President reminded the committees that items discussed during their meetings should be brought to the Board's attention and placed ap- propriately on the agenda if action is required. CONSIDERATION- OF RESOLUTION ISSUING A CALL FOR SNOW REMOVAL BIDS Respondeing to President Maass' concern regarding possible danger while plowing substations, Line Foreman Reynolds advised that a member of the Dis- trict crew usually accompanies the snow plow to the substations and stands by while the work is in progress. Director Cooley moved, and Director Corbett seconded, that the Board adopt Resolution No. 8455 approving specifications and calling for snow re- moval proposals for the 1984-85 season. ROLL CALL: Hamilton, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR ANNUAL SUPPLY OF ELECTRIC DISTRIBUTION EQUIPMENT (WIRE) It was decided that, since Sierra Pacific does not go out to bid for materials, the District may not purchase from them unless first going through the bidding procedure. After receiving bids, the PUD may request a price from SPPCo; if Sierra Pacif ic's price is less than the bids received, the District may reject the bids and purchase through SPPCo. Thereafter, Director Corbett moved that the Board adopt Resolution No. 8356 approving specifications and calling for bids on electric distribution mater- ial (wire) . The motion was seconded by Director Cooley. ROLL CALL: Hamil- ton, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS FOR PURCHASE OF VEHICLES Manager Holzmeister advised that three vehicles were included in the 1984 budget for purchase, and two in the approved improvement plan for 1985. By calling for bids at one t ime, it is his hope that lower bids will be re- ceived. 914184 Pg. 4 Delivery of the vehicles would, most likely, not be until after the end of the year. President Maass stated that he would like the Board to also consider including a new vehicle for the Manager in the 1985 budget - a four-wheel drive that could seat five comfortably - and asked that specifications be drawn up and the draft resolution be amended to include bidding all six vehicles. The Board was in agreement, and the matter will be placed on the next meeting agenda. CONSIDERATION OF RESOLUTION AUTHORIZING THE FILING OF THE DONNER LAKE SUB- STATION GRADING AND PAVING NOTICE OF COMPLETION - APPROVAL OF FINAL PAY ES- TIMATE TO HILL CONSTRUCTION Mr. Hol zmeister noted that the grading and paving of the Donner Lake Substation was halted by snow last winter and, therefore, not completed in accordance with the terms of the contract with Hill Construction. The pro- ject does not tie to the contract because of Contract Change Order No. 2, which authorized work to be done on a time and material basis. The differ- ence is in the $100 range, and the Board directed Mr. Holzmeister to execute an adjusting change order to correct the dollar amount for auditing purposes. Director Corbett moved, and Director Duffy seconded, that the Board adopt Resolution No. 8457 approving and directing the filing of the grading and paving of the Donner Lake Substation project notice of acceptance of com- pletion. ROLL CALL: Hamilton, absent; all other Directors, aye. SO RE- SOLVED. CLOSED SESSION The meeting was adjourned to closed session at 9:00 P.M. RETURN TO PUBLIC SESSION The Board returned to public session at 9:20 P.M. The Chairman ad- vised that the claim of Oliver Henrikson concerning an easement and pipeline on West River Street. Director Corbett moved, and Director Duffy seconded, that the claim be referred to the District's insurance carrier. All Directors, aye, by voice vote. SO MOVED. Also discussed during closed session were several instances of meter tampering which are currently being investigated by the Sheriff's Department. ADJOURNMENT There being no further business before the Board, after motion duly made, seconded and unanimously passed, the meeting was adjourned at 9:22 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By • mes A. Maass, President 91 Susan M. Craig, Deputy D' trict Clerk 9/4/84 Pg. 5