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HomeMy WebLinkAbout1984-10-15 Min - Board REGULAR MEETING October 15, 1984 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was calved to order by President Maass at 7:00 F.M. in the TDPUD Board room. ROLL CALL: Directors Cooley, Corbett„ Duffy, Hamilton and Maass were present. ENTLOYEES PRESENT: Nancy Haddock, Peter Holzmeister and Susan Craig. g CONSULTANTS PRESENT: Counsel John M. Phelps and Architect Dale Cox.. OTHERS PRESENT: Among those present in the audience were W. R. Austin Lu e �''� p Jimenez, John Min is, Dick VanLandingham and Bill Cranston. APPROVAL OF MINUTE'S Director Du►fy moved, and Director Hamilton seconded, that the minutes of September 17, 1984 be approved as written. All Directors, ,a e b voice SO MOVED. y Y vote. With respect to the minutes of October 1, 1984, two corrections were re- quested -- that Director Cooley's vote on Resolution No. 8462 be chap ed to 'rno 7 t1 and that Counsel Phelps' statement be added to the discussion g of water service to Mssrs. Porter and McGinity on South River Street. Such statement is as .follows: "Counsel Phelps advised that James L. Porter, Jr. an owner of Porter, Simon, Graham and Phelps, is also an owner of a or,t.ion of p Papal Porter's property. Counsel Phelps advised that because of this his firm could not participate in furnishing the District with legal advice with h re- spect to this particular situation." Director Hamilton moved, and Director Duffy seconded,, that the.he Secretary be directed to prepare the minutes of October 1, 1984 in final form as cor- rected. All Directors, aye, by voice vote. SO MOVED. STATEMENT OF GENERAL FUND AND BILLS FOR APPROVAL Bills from Atlas Contractors and Porter, Simon, Graham and Phelps were presented for consideration. After review, Director Hamilton on moved, and Director Duffy seconded, that payment be made. All Directors aye, by voice vote. SO MOVED. . M_-ANAGER'S REPORT Management Audit . Manager Holzmeister presented the second quarterly status report on im- plementation of the suggestions made in HarveyRose's . se s manag p ement audit. He noted that eight or nine of the recommendations have been im lemented in the process of being implemented since the last report p or are . President Maass advised that the District must respond to the Grand Jury Report, and suggested doing so prior to the end of the year. NWPPA Seminar Mr. Holzmeister reported that he and Directors Cooley, Corbett, r Hamilton attended the NWPPA seminar on key ratios and trend analysis, which he found to be very interesting. Upon returning to the District, Mr. Holz- meister pulled the CFC key ratio trend analysis for the District. Copses were provided to the Board, and Mr. Holzmeister noted some of the ratios, among them TIER `' interest expense, total expense of providing electric ser- vice, Zang term debt, line loss and growth. PLANNING DEPARTMENT NOTICES There were no Planning Department notices discussed b the Bo ard. oard. 10/15/84 Pg. I 68 PUBLIC INPUT Hirschdale water system John Minnis introduced himself, and noted he is the Chairman of the Hirsch- dale committee concerned with upgrading their water system. He noted that he hasn't heard anything lately pertaining to the upgrading of the system or FmHA loan, and requested a status report. The Manager advised that he was in contact with Mr. Rodrigues regarding acquisition of the water system, and Mr. Rodrigues has rejected selling his portion of the system to the District, but suggested leasing the system or making changes in the assessments to his properties. The possibility of in- itiating y in itiating a condemnation procedure was discussed. Mr. Holzmeister advised that the Farmers Home Administration loan process is proceeding favorably, The concern that only a minority of the proeprty owners in Hirschdale favor intervention by the District was discussed. President Maass noted that it would be possible to dissolve the annexation and allow the Count to establish property a service area if less than 60% of the ro Y p p y owners are in favor of the PUD obtaining the system for ownership, operation and maintenance. The Chairman advised that the County has removed the restriction that Mr. Rodrigues hook his trailer park up to the PUD system, but is requiring that he upgrade his system to standards suggested b q ng gg y the County Planning De- partment. He asked that staff present all available options at the next Board meeting in order that the Board may make a decision as to whether or not to proceed. Counsel was asked to present the condemnation procedure which would be followed. John Minnis was asked to provide information as to exactly how many Hirschdale property owners are in favor or opposed to PUD intervention. PP Regarding final cost to the homeowners, Mr. Holzmeiste r noted he cannot provide an accurate figure as the cost of acquiring Rodrigues' water system g is unknown. President Maass advised that the District has the power to form an ass ess- ment district if there is an existing health problem. CORRESPONDENCE Truckee Sanitary District Mr. Holzmeister advised that the District received a letter from the Truckee Sanitary District noting they are in the process of installing channels for transmission of telem alling radio etered information to their office. They have asked to lease about eight cubic feet inside Donner Vie • in which would be placed radio equipment and back-up w pump station, P ck-up batteries. Counsel noted the TSD would be required to maintain insurance indem- nify the District. and The Manager has referred the matter to staff for • • recommendation, and if the recommendation is favorable, he will ask Counsel to re appro- priate agreement. prepare the PLANNING AND DESIGN OF NEW DISTRICT COMPLEX - STATUS REPORT r. Holzmeister advised that he and Mr. Cox met to discuss the re- quirements and location of the new District complex. space P Dale Cox reviewed with the Board the various time lines in parcels having other than ublic zon' volved with P ing. He noted it would take approxi- mately two months to prepare the drawings and complete the • of the project, and four to six we P design portion weeks to bid the plans and have a contract signed. If the building is constructed on the resent site require site plan approval only. P 9 the County would Director Duffy suggested searching for propertyWest on River Street. Director Cooley noted he would like to et • g together with the Manager and Director Hamilton to review the properties owned b the •y District. 10/15/84 Pg. 2 REVIEW OF PROPERTY OWNED BY THE DISTRICT - POSSIBLE DIRECTION President Maass thanked Susan Craig for preparing a map showing all the parcels owned by the District, and indicated that the Board will be making determinations as to properties that may be declared surplus. y CONSIDERATION AND POSSIBLE APPROVAL OF DEVELOPMENT AGREEMENT WITH KTRT Counsel Phelps advised that he is still waiting for certain information from representatives of KTRT. President Maass directed that he send a letter to KTRT noticing them that when they have provided everything, the District will place the matter on the agenda for consideration. SCHEDULING OF PUBLIC HEARING CONCERNING 1985 BUDGET AND RATES The Chairman complimented Mr. Holzmeister on the budget format. The Manager noted that the draft budget calls for an electric increase of 5%, and a water increase of 15%. The REA accounting system required because of an outstandingloan payable p y e to the REA, and the administrative costs involved with maintainingthis system y st ern were discussed. The suggestion was made that the District y a off the loan payand eliminate the REA system of accounts. Mr. Holzmeister was directed �r t o obtain the exact REA pay-off figure, and to have Rick Blumenfeld of Arthur Andersen and Company prepare a cost estimate and reprot of what is involved in redoing the District's books at the first of the year for consideration at the November 5th meeting. President Maass noted that, if the District does not implement the REA ac- counting system, it is not eligible for REA loans; however, because of the PUD' s financial condition, it is not eligible anyhow. A public hearing is to be scheduled for November 5 1984 •at 7.30 P.M. to discuss the 1985 budget, and ordinances increasing water and electric rates for 1985. The Manager was directed to prepare comparisons between curre nt and proposed rates for review at the hearing by the public. A workshop meeting at which the department heads will et explain the budget g to the Board is to be set for 7:00 P.M. on Tuesday, October 23rd. CONSIDERATION OF RESOLUTION' ACCEPTING REAL PROPERTY - MARTISWOODS TANK SITE Counsel Phelps noted that he has reviewed the deed from the Da rin ers for PP order the Martiswoods tank site, and it appears to be in o y g . After appropriate review, Director Hamilton moved and Director Corbett seconded, that the Board adopt Resolution No. 8465 accepting real property - the Martiswoods tank site. ROLL CALL: all g Directors, aye. SO RESOLVED. Mr. Holzmeister advised that when the maintenance bond is received and the tank site deed has been recorded with -the County, acceptance of the entir e water system will be placed on the agenda for Board consideration. CONSIDERATION OF RESOLUTION ACCEPTING AN EASEMENT FROM MARTHA A. AND LAT RELL CROSBY The Manager noted that although the Crosby annexation procedure was finaliz- ed some time ago, the easements necessary to provide water P service to the de- velopment were never received. Note was made that Counsel has reviewed the documents and found them to be in order. Director Hamilton moved, and Director Duffy seconded, that the Board adopt Resolution No. 8466 accepting an easement from Martha A. and Latrell Crosby. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION AMENDING ABANDONMENT OF UNUSED RESERVED EASEMENT POLICY Request was made of the Board to amend the abandonment of unused easement is at the time th policy to require the $150 payment for administrative cos e e 10/15/84 Pg. i 72 i petition_- is received, and to include the statement noting that petitioner is aware that the District makes no guarantee that its action alone is suf- ficient to clear the title of the easement on the petition. Director Hamilton moved, and Director Corbett seconded, that -the Board adopt Resolution_ No. 8467 amending the policy for abandonment of unused reserved easements. ROLL CALL: all Directors, aye. SO RESOLVED. REVIEW OF BIDS AND POSSIBLE AWARDS Vehicles Mr. Holzmeister, in response to Director Cooley's question, advised that several of the vehicles on_which the District requested bids are in the 1984 budget., others are shown in the as-yet unapproved 1985 budget. Bids on all the vehicles were requested in order to get- the best possible price. The Manager stated superior bids were received, and reviewed the results with the Board. Bids came in at approximately $21,000 less than was figured in the budget. With respect to the vehicles being replaced, Mr. Holzmeister noted the District will probably be able to get $1,000 for each of the two-wheel drive Toyotas. The Subaru_. will be_ kept for office use until such time as the e En- gineer is hired - then it will be assigned to him. Director Corbett moved, and Director Duffy seconded, that bids be awarde d to the low bidders as follows: 1) Three one-half ton pick-up trucks - Elk Grove Ford in the amount of $9,482.81 each. 2) Two three-quarter ton cab and chassis trucks - Downtown Ford Sales in the amount of $11,595.47 each. a 3) One one-ton cab and chassis truck - Suburban Ford in the amount of $12,785. 14. 4) One five-passenger, four-wheel drive truck with roof - Suburban Ford in the amount of $12,134.11. Note was made that certified checks or bid bonds were received from all the successful bidders. All Directors, aye. SO MOVED. Snow removal for 1984-85 season The summary of bids received for snow removal for the 1984-85 season were reviewed. Director Hamilton moved, and Director Duffy seconded, that bids be awarded as follows: 1) District office and warehouse, Donner Lake and Truckee Substations and the Northside pumping complex to Berst Enterprises at $52 per hour. 2) Tahoe Donner Substation to Tokos Equipment in the amount of $65 per hour. 3) Martis Valley Substation and Southside Complex to Atlas Contractors in the amount of $80 per hour. Counsel Phelps was asked to make sure the contracts include a provision protecting the District in case of non-performance. All Directors, aye. SO MOVED. y Tree work Two bids were received for tree work - one from Cut-Rite Tree and Spray in the amount of 140 p y $ per hour, and one from Arbor Tree Surgery in the amount of $59.74 per hour. Mr. Holzmeister recommended award to Arbor, and in dicat- ed icat- ed tree trimming would proceed as long as Breather permits. Director Hamilton moved, and Director Corbett seconded, that award of the tree work contract be made to Arbor in the amount of $59.74 per hour. All Directors, aye. SO MOVED. i 10/15/84 Pg. 4 Distribution wire After review of the bids received for ACSR Sparate primary, single-phase conductor, Director Corbett moved that award be made to the low bidder, General Electric, in the amount of 91.50 CWT. The motion was seconded by Director Duffy. All Directors, aye, by voice vote. SO MOVED. Security f encing Although this item was inadvertently omitted from the agenda, the bidding g documents approved previously by resolution of the Board indicated award would be made this date. One bid from Tholl Fencing was received in the amount of $115454 (taking into account the alternates) . Mr. Holzmeister recommended award. Director Hamilton moved, and Director Duffy seconded, that award of th e security fencing bid be made to Tholl Fencing in the amount of $113454, with a 30-day completion date. All Directors, aye, by voice vote. SO MOVED. ADJOURNMENT There being no further business before the Board, after motion duly made seconded, and- unanimously passed, the meeting was adjourned at 8:38 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT .. Bye. a es A. Maass, President ATTEST: r Susan M. Craig, Deputy Dis rict Clerk l 10/15/84 Pg. 5