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HomeMy WebLinkAbout1987-05-04 Min - Board loom", REGULAR XEETING MAY 41, 1987 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Corbett at 7:03 P.M. in the Tahoe Truckee Unified School District Board room. ROLL CALL: Directors Cooley, Maass, Sutton and Corbett were present. Director Hamilton was absent but expected. EMPLOYEES PRESENT: Tom Buckhouse, Paul Colburn, Bruce Grow, Peter Holzmeister, Dave Rully and Susan Macdonald. CONSULTANTS PRESENT: Counsel Phelps, District Engineer Keith Sauers, and Ferris Gilkey of R. W. Beck and Associates. OTHERS PRESENT: Among those present were Corey Ray, Jerry Kaylor, and D. J. Dart. APPROVAL OF MINUTES Director Maass moved, and Director Cooley second.ecl, that the minutes of March 16 and 23, 1987 be approved as presented. All Directors, aye, by voice vote. SO MOVED. STATEMENT OF GENERAL FIEND AND BILLS FOR APPROVAL Mr. Holzmeister noted that the District will be reimbursed for the portion of the McDonough, Holland & Allen bill concerning the Ward case. The bid process was discussed. The Manager said that on purchases of over $4,000 the PUD goes out to bid. For purchases of up to $4,000 telephone quotes are obtained. At this point in the meeting Director Hamilton arrived. (7:06 P.M.) Director Sutton mentioned that three invoices totaling $6,154.57 were received from Camellia Valley Supply for Christy boxes , meter boxes , concrete covers and a Christy extension. She said the Code requires the District to go to bid for annual supplies, and asked that the Board discuss this matter at a future meeting. Counsel Phelps stated that the Contract Code says the District should determine its needs at the beginning of the year and go to bid. It also says the District may go to bid from time to time during the year. Director Maass moved , and Director Hamilton seconded, that the hills presented for consideration be approved for payment. All Directors, aye, by voice vote. SO MOVED. MANAGER•S REPORT Introduction of Finance Supervisor —1— Manager Holzmeister introduced Paul Colburn, Finance Supervisor, and advised that he started work on April 30. Sphere of Influence The prohibition on serving customers outside the District's 1986 boundaries has lapsed, Mr. Holzmeister noted. The map still contains a note that says electric service is limited to the primary sphere, however. According to the report prepared by Cook Associates dated February 1983, this was not intended to be the case. Mr. Holzmeister suggested the District begin the process of removing the note from the map and re-evaluating the ultimate sphere boundaries. Director Sutton asked to be copied with the 1983 Cook report, and requested some research into the matter by Counsel. She indicated she may be able to provide some factual information concerning LAFCo. Mr. Holzmeister stated he would clarify the legal aspects of the sphere restriction and report back to the Board. Vehicle report The Manager noted that reports were provided to the Board with the meeting packet. Bruce Grow explained in detail the quarterly vehicle maintenance summary and annual vehicle report for 1986, and answered questions posed by °^ the Board. There was some discussion concerning depreciation and the vehicle replacement cycle. Stucco application - new complex Mr. Holzmeister reported that the stucco application to the exterior of the new complex is progressing. He believed the contractor doing the work is from the Tahoe area. PUBLIC INPU There was no public input. CORRESPONDENCE CSDA Legislative Action Alert Correspondence was received from CSDA stating that SB1506 requires LAFCo's to seat two representatives from independent special districts provided that a majority of the independent special districts in the county pass resolutions proposing representation. SB1506 is opposed by the cities, counties, and LAFCO's. CSDA is requesting that the District write the Senate Local Government Committee registering support. Director Sutton stated she is concerned as to what else is contained in the bill as many counties already have special district representation on LAFCo. The Board directed that the Manager obtain a complete copy of the bill and f o rwa rd it to the Board* -2- Truckee Independence Comittee Correspondence was received from the Truckee Independence Committee concerning the proposed incorporation of Truckee. COW1ITTEE REPORTS There were no committee reports. REVIEW OF BECK REPORT CONCERNING PROSSER HYDROELECTRIC PROJECT; POSSIBLE DIRECTION Mr. Holzmeister stated that Ferris Gilkey of R. W. Beck and Associates has estimated the design work for the Prosser hydroelectric project would cost in the neighborhood of $450,000. They thought it would be wise to review the financial feasibility of Prosser before going forward. Mr. Gilkey noted that the District is now in the two-year period during which construction is to start under the license conditions. In order to go forward and keep on schedule , the District needs to begin design engineering and to consider transmission. Beck has made a preliminary assessment of the economic value to the District of installing generation at Prosser. Based upon the license application, installation of generation at Prosser is substantially more costly than at Boca. The summary of the projected cash flows suggest that the District should not proceed with the Prosser project at this time. If a decision is made to abandon the project, it would be best to notify FERC that the License is being relinquished prior to May 19, 1987. Alternatively, Mr. Gilkey noted, by taking certain steps the District could maintain the license until a construction start is required or possibly through a license extension with little additional cost. This would require (1) submitting to FERC a conceptual design for the fish screens at an estimated cost of $3 ,500; (2) completing and submitting to FERC the special use authorization approved by the USFS; (3) submitting to FERC a plan approved by the USFS for the design and construction of the project to preserve and enhance its visual character. In response to Director Sutton's question, Mr. Gilkey indicated he did not think the license could be modified with respect to the submitting a conceptual design for the fish screens. Director Maass moved, and Director Hamilton seconded, that the Manager be directed to prepare a letter for signature by the President relinquishing the District's interest in the Prosser project. ROLL CALL: All directors, aye. SO MOVED. CONSIDERATION OF AMEND[ ER't TO MOU ESTABLISHING COMPE11SATION AND HOURS OF WORK FOR THE AUTOMOTIVE MECHANIC Mr. Holzmeister reported that he met with Mack Wilson of the IBEW and Beverly Johnson, Shop Steward , to discuss the hours of work for the mechanic. It was finally agreed to amend the Memorandum of Understanding -3- to have the mechanic work Tuesday through Saturday, 7:30 A.M. to 4:00 P.M. There was some discussion concerning the proposed schedule and, thereafter, Director Maass moved that the addendum to the MOU be approved. Director Hamilton seconded the motion. ROLL CALL: Cooley and Sutton, no; Hamilton, Maass and Corbett, aye. SO MOVED. REVIEW OF BIDS ON AN INDUSTRIAL RUBBER TIRED WHEEL LOADER/BACIKSOE; POSSIBLE AWARD The District requested proposals .for the backhoe/loader using two options - one being an outright purchase and the second being a lease purchase. Upon evaluation, Mr. Holzmeister recommended the lease purchase of a backhoe/loader from Weaver Equipment of Reno , the low bidder. Their proposal is for four annual payments of $15,876 for a total of $63,504. This represents an interest rate of 7.2%, the approximate rate at which the District is currently investing funds. Director Hamilton expressed his concern that bid invitations were sent to Weaver Equipment in Reno as well as Weaver Equipment in Chico, and Counsel assured him there was nothing wrong with the process followed. Director Maass moved that the award for lease/purchase of a backhoe/loader be made to Weaver Equipment of Reno subject to approval of the contract documents by Counsel. The motion was seconded by Director Corbett. ROLL CALL: Cooley, abstain; Sutton, no; all other Directors, aye. SO MOVED, COMPUTER UPGRADE - REVIEW OF UNR EVALUATION AND POSSIBLE ADOPTION OF RESOLUTION APPROVING SPECIFICATIONS AND CALLING FOR BIDS The University of Nevada recommendation concerning the computer upgrade was forwarded to the Board with the packets. Director Maass noted that the UNR report came to the same conclusion as Office Manager Chapman did several months ago. He moved that the resolution approving specifications and calling for bids for an upgraded computer system be approved; seconded by Director Hamilton. Director Sutton stated her objection to staff preparing the resolution and specifications prior to being so directed by the Board. ROLL CALL vote on the motion to adopt Resolution No. 8716: Cooley, abstain, Sutton, no; Hamilton, Maass and Corbett, aye. SO RESOLVED. CHLORINATION STATION SERVING GLFNSHIRE - CONSIDERATION OF AGREEMENT BETWEEN DISTRICT, TKI 3'g I SANITARY DISTRICT AND GLENSHIRE MUTUAL WATER COMPANY Manager Holzmeister briefly explained the need for an agreement with TSD and Glenshire concerning the supply of water to a sulfide control station that is to be constructed in connection with the wastewater collection and transport system. The proposed sulfide control station is located within the boundaries of the PUD. Director Maass moved that the Board approve the contents of the agreement and directed it be presented to the Truckee Sanitary District and Glenshire Mutual Water Company for consideration. After their approval is obtained -4- ,�.. it is to come back before the Board for authorization to sign the document. The motion was seconded by Director Sutton. All directors, aye, by voice vote. SO MOVED. SOMA SIERRA WATER STORAGE TANK - CONSIDERATION AND APPROVAL OF ENVIRONMENTAL DOCENTS - POSSIBLE ADOPTION OF RESOLUTION APPROVING PLANS AND SPECIFICATIONS FOR REPLACEMENT OF THE SOMA SIERRA TANK AND AUTHORIZING CALL FOR BIDS Keith Sauers provided the Board with appropriate environmental documents, the preliminary plans, specifications, contract documents and engineer's estimate. He noted the insurance limit set forth in the contract is $3,000,000. After some discussion, Director Sutton asked that a brief description of the project be included in the environmental documents even though the project is categorically exempt. The Board agreed. Director Maass moved, and Director Hamilton seconded, that the Board adopt Resolution No. 8717 approving the environmental documents, plans , specifications and bidding documents for the reconstruction of the Soma Sierra Water Storage Tank subject to Mr. Holzmeister's approval of the project description that is to be added. Bid opening is scheduled for 11:00 A.M. on Tuesday, June 2 , 1987. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS FOR AN EMERGENCY GENERATOR AND ISSUING A CALL FOR BIDS District Engineer Buckhouse advised that specifications for a 30 KW generator set and automatic transfer switch for the new District complex have been prepared. This will enable the District to operate during outages. The estimated cost for the equipment is $15,000. Director Hamilton moved , and Director Maass seconded , that the Board approve Resolution No. 8718 approving specifications and calling for bids on an emergency generator for the new complex. The bid opening will be 11:00 A.M. on Wednesday, May 27 , 1987. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS FOR ELECTRICAL DISTRIBUTION EQUIPMENT - SWITCHES AND WIRE - AND ISSUING CALL FOR BIDS Mr. Buckhouse noted that it is necessary to order switches and cable for two new developments located within the District - the Airport Business Park and the Tahoe Truckee Inn. The developers have paid for the equipment in advance. Director Sutton asked that the resolution include the exact titles of the new developments and the Board agreed. Director Maass moved, and Director Sutton seconded, that the Board approve Resolution No. 8719 approving specifications and calling for bids on electrical distribution equipment - switches and wire. The bid opening will be 11:00 A.M. on Thursday, May 14, 1987. ROLL CALL: all Directors, aye. SO RESOLVED. -5- HIRSCHDALE WELL CONTRACT - AUTHORIZATION TO EXTEND BID OPENING DATE TO MAY 279 1987 The bid opening for the Hirschdale well contract, Mr. Holzmeister noted, was scheduled for 2:00 P.M. on April 29. No bids were received. Greg Haling of Cook Associates called some of the plan holders and it appears they need more time to prepare a bid. He recommended the bid opening date be extended to Wednesday, May 27 at 11:00 A.M. After some discussion, Director Maass moved that the bid opening date be extended to May 27 , 1987; seconded by Director Hamilton. ROLL CALL: all Directors, aye. SO MOVED. ELECTRIC COMMITTEE RECOMMENDATIONS - CONSIDERATION OF AMENDMENT TO ELECTRIC RULE NO. 2 - APPRENTICE PROGRAM - ADOPTION OF SUPPLEMENTAL AGRESMBNT - APPROVAL OF APPRENTICESHIP STANDARDS - APPOINTMENT TO APPRENTICESHIP COMMITTEE - SUBSTATION MAINTENANCE - CONSIDERATION OF PROPOSALS FROM GENERAL ELECTRIC TO PERFORM APPRAISAL AND TESTING SERVICES OIL SWITCHGEW SUBSTATION EQUIPMENT - CONSIDERATION OF PROPOSAL TO REPAIR ANNUNCIATOR PANEL AT MARTIS VALLEY SUB - PCB DISPOSAL - AUTHORIZATION TO ACCEPT UNISON PROPOSAL Mr. Buckhouse noted that the current definition of "distribution line" in the District's rules is incorrect. The committee recommends that the problem be corrected and that a distinction between primary and secondary distribution also be made. Director Hamilton moved that Electric Rule No. 2 be adopted as amended; seconded by Director Cooley. ROLL CALL: all Directors, aye. SO MOVED. The apprentice lineman program was discussed at the committee meeting and, in accordance with the recommendations, the following motions were made. Director Hamilton moved, and Director Corbett seconded, that the Board adopt the supplemental agreement between the District and Local 1245, IBEW, regarding the apprenticeship agreement. ROLL CALL: all Directors, aye. SO MOVED. The agreement includes the schedule of training hours and courses for apprentice linemen. Director Hamilton moved, and Director Corbett seconded, that the Board adopt the apprenticeship standards of the State of California. The DOT code on the form is to be changed from Placer to Nevada. ROLL CALL: all Directors , aye. SO MOVED. This document sets up the general framework for an apprentice program, appoints Tom Buckhouse to serve on the apprentice committee, appoints Pete Silva and Ron Reynolds as advisors and recognizes Dennis Devine as the employee designee on the committee. The Electric Committee discussed four matters relating to substation maintenance. In accordance with the Committee's recommendations, the following motions were made. '^ Director Hamilton moved, and Director Maass seconded, that the proposal dated December 17 , 1986 from General Electric relating to repair of the Martis Valley Substation annunciator panel be approved. ROLL CALL: all -6- Directors, aye. SO MOVED. Director Sutton stated she thinks the District should pursue some relief from the contractor or whoever was responsible for the faulty installation. Director Hamilton moved , and Director Maass seconded , that the Board approve the proposal dated December 17 , 1986 from General Electric relating to testing of substation switchgear+ ROLL CALL: all Directors, aye. SO MOVED. Director Hamilton moved, and Director Maass seconded, that the District acquire testing equipment and provide training to permit substation protective devices to be maintained in house. General Electric has quoted a cost of $4 ,938.50, ROLL CALL: all Directors, aye. SO MOVED. Director Maass moved, and Director Hamilton seconded, that the District budget for conversion of hydraulic protective devices to electronic devices. ROLL CALL: all Directors, aye. SO MOVED. Director Hamilton moved, and Director Maass seconded, that staff be directed to develop a basic framework description for a Supervisory Control and Data Acquisition system and determine preliminary budget information for further review by the committee. Mr. Buckhouse indicated a time line of two months to gather the information. ROLL CALL: all Directors, aye. SO MOVED, Mr. Buckhouse advised that the District has five padmount transformers with 100% PCB oil. It is in the District's interest to dispose of the oil. Several options were discussed at the committee meeting. Director Hamilton moved, and Director Cooley seconded, that the Board accept the Unison proposal dated March 6, 1987 for disposal of PCB oil and reclassification of the five transformers to non-PCB status at a cost of $70,000. Counsel Phelps advised that in the past he prepared a detailed agreement containing higher insurance requirements that could be incorporated with the Unison agreement. Mr. Holzmeister noted that it is his understanding most insurance companies will not insure for hazardous waste. Director Hamilton amended his motion to accept the Unison proposal dated March 6, 1987 for disposal of PCB oil and reclassification of the five transformers to pion-PCB status at a cost of $70,000. The agreement is to include language proposed by Counsel Phelps. Director Cooley agreed to the amendment. ROLL CALL: all Directors, aye. SO MOVED. Director Maass moved, and Director Hamilton seconded, that the District embark on a systematic program for testing transformers for PCB oil. ROLL CALL: all Directors, aye. SO MOVED. RESOLUTION ACCEPTING THE HIRSCHDALE GRANT 10 " Counsel noted he reviewed the contract between the State Department of Water Resources and the TDPUD for a grant under the California Safe Drinking Water Bond Law of 1984 and found it to be in order. -7-- ,�•� Director Cooley moved, and Director Sutton seconded, that the Board adopt Resolution No. 8720 accepting the California Safe Drinking Water Grant for the TDPUD-Hirschdale improvement district. ROLL CALL: all Directors, aye. SO RESOLVED. RESIGNATION OF DIRECTOR HAMILTON - DIRECTION CONCERNING FILLING BOARD VACANCY The Board received copies of Director Hamilton's resignation effective June 1 , 1987 (date of resignation was later changed to May 31). The Chairman stated he has enjoyed having Director Hamilton on the PUD Board as he has been a valuable member. Counsel Phelps advised the Board of the proper procedure for filling a Board vacancy. Section 1780 of. the Government Code states that the remaining Board members may, within 60 days of the effective date of the resignation, either appoint a new Board member or determine that the vacancy will be filled at a special election or the next general election. If the Board takes no action whatsoever within 60 days of the resignation, the County Board of Supervisors may appoint a new Director to fill the vacancy. If the vacancy is filled by appointment , a notice of vacancy must be posted at least 15 days before the position is filled, the resignation must be effective before the position is filled, and the appointment must be made within 60 days of the effective date of the resignation. Director Maass moved that staff be directed to advertise the vacancy and solicit letters of interest which will be received through May 27. Interviews will be held at the June 1 Board meeting. It was clarified that an appointment may not be made at the June 1 meeting or at any time. Ads are to be placed in the May 14 and 21 issues of the Sierra Sun. ROLL CALL: Hamilton, abstain; Sutton, no; all other Directors, aye. Director Sutton noted that she would prefer having the vacancy filled by election. SO MOVED. MISCELLAREOUS Truckee Little League Mr. Holzmeister reported that employees have pledged 69% of the amount required to sponsor a Little League team. Directors Sutton and Corbett stated they would also make a contribution. CLOSED SESSION A closed session was not conducted. ADJOUREMEN'T There being no further business before the Board, Director Cooley moved that the meeting be adjourned at 9;30 P.M. The motion was seconded by Director Hamilton. All Directors, aye, by voice vote. SO MOVED. -8- TRUCK 9 DONNER PUBLIC TILITY DISTRICT By --- W" -/-- - Pre ed biv Sus Macdonald, Deputy District Clerk sm/d5b.10 -9-