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HomeMy WebLinkAbout1986-10-06 Min - Board �• REGULAR MEETING October 6, 1986 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 Tahoe Truckee Unified School District Board Room. ROLL CALL: Directors Cooley, Corbett, Hamilton, Sutton and Maass were present. EMPLOYEES PRESENT: Tom Buckhouse, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Consulting Engineer Dan Cook, Art Sperber of SEA, Architect Dale Cox and Counsel John Phelps. OTHERS PRESENT: Among those present in the audience were Karl Kuttel, Bill Austin, Dick VanLandingham, John Minnis , Don Casler, Corey Smeltzer, Angela Guinane, Kim Lewallen and Keith Williams. APPROVAL OF MINUTES Counsel Phelps suggested changing the wording having to do with closed session on page 10 of the September 2 . 1986 minutes and , tbereaf ter , Director Corbett moved that they be placed in final form as corrected; seconded by Director Cooley. All Directors, aye, by voice vote. SO MOVED. STATEMENT OF GENERAL FUND AND BILLS FOR APPROVAL Director Corbett inquired about an income item listed on the statement of general fund as Sierra Pacific interest. The Manager_ explained that the District is still receiving quarterly checks that result from the settlement of a case before the Federal Energy Regulatory Commission. It was decided these items should be listed as payments of a pass-through for a FERC settlement. Director Cooley moved , and Director Corbett seconded, that the bills presented for consideration be approved for payment. All Directors, aye, by voice vote. 90 MOVED, MA1� ER."S REPORT Snow removal for 1986-87 season Mr. Holzmeister provided a spread sheet of the bids received for snow removal for the 1986-87 season and indicated he would make awards to the low bidders - Donner Lake, Andy Freed; Tahoe Donner, Tokos; Martis Valley Sub, Truckee Sub, Northside Complex and Southside Complex, John Berst. The Board agreed the awards should be made. PUBLIC INPUT There was no public input. CORRESPONDED -1- TDPUD Code violation Manager Holzmeister advised that Planning Commission staff reviewed his letter concerning occupancy by the staff of light industrial space. They will send correspondence stating that, because of mitigating circumstances, they will take no enforcement action against the District for eight and one half months (the length of contract time for completion of the new complex). The Planning Commission further advised that they will not grant a variance to occupy the temporary quarters because they have refused to allow others with similar uses to occupy this zone. Nevada County Resolution No. 86512 After review of the Nevada County Resolution requesting CSAC legislation banning the export of waters in underground aquifers, the Chairman directed that the Manager forward a copy to Jerry Jordan of the California Municipal Utilities Association for monitoring. Requirement to adopt an ordinance when spending $100,000 The Board reviewed Mr. Holzmeister's memo and a copy of Senate Bill No. 1901 which was signed into law by the Governor. The bill eliminates any requirement that a public utility district authorize by ordinance all expenditures and contracts exceeding $100,000. The bill also increases the bid limit for contracts for new construction from $5,000 to $10,000 and for contracts for alterations, repair or maintenance from $3,000 to $103,000. It was determined by the Chairman that the bill will take effect on January 19 1987. COMMITTEE REPORTS Water Committee meeting with Truckee Cemetery District The Chairman thanked Director Sutton for providing the Board with a detailed report of the meeting on September 27 , 1986 with the Truckee Cemetery District during which their problems with water service were discussed. In addition to Director Sutton, those present at the meeting were John Curtis, President of the Truckee Cemetery District Board; PUD Manager Holzmeister, and Water Foreman Dave Rully. Director Cooley, the other member of the PUD Water Committee and Helen Van Boer, the other member of the TCD Water Commission, were unable to attend. Information was exchanged and all the material received has been attached to Director Sutton's report. She indicated that, after further research, another meeting will be called. President Maass advised that the matter will be placed on an agenda as soon as the committee is ready with recommendations. REMOVAL OF WIRES OVER KUTTEL PROPERTY District Engineer Buckhouse noted that the District evaluated many alternate solutions to the problem of lines crossing the Kuttel residence. The choice acceptable to the District and both Mr. Kuttel and Mr. Kohler of Hilltop is to reconductor two spans of single phase overhead to three phase and extend this line to feed the Hilltop complex southeast. This would permit the complete removal of the primary conductors crossing over the —2— Kuttel residence and over the restaurant at Hilltop. The estimated cost of this work is $4,500. Discussion ensued regarding the other methods of correcting this problem and the agreement between the District and Mr. Kohler for development of Hilltop. Director Sutton asked about `Zr. Kohler's obligations under t'1is agreement. Karl Kuttel provided historl_cal information concerning the line and various easements he has provided to the District. After more discussion, the Chairman directed the Manager to check into the status of the easements over the Hilltop property. STATUS REPORT ON HIRSCHDALE WATER IMPROVEI ERTT PROJECT Consulting Engineer Cook advised that the plans and specifications for development of a water system within the community of Hirschdale are complete. The project was divided into two separate contracts - the first would be the drilling and development of the well and the second would be the construction of the rest of the water system (i.e. , tank, pumphouse, pipeline, etc.). Mr. Cook further advised that Jess Morehouse, the State Sanitary Engineer in charge of the Hirschdale project, expects the funding to be approved by mid-October. This will allow the District to advertise for construction of the well sometime in November and drill the well in December or January. The development of the well and demonstrated yield this December will allow the Board to advertise for the construction of the rest of the water system in February. This construction schedule will allow the completion of the entire Hirschdale water system by late summer. Acquisition of easements from Tom Raley for the tank and well is necessary prior to proceeding. Only the well easement proposed some difficulty. Cook Associates has been attempting to secure this since August 1986 and has recently reached a tentative agreement with Neil Doerhoff, assistant to Chairman Tom Raley. This agreement requires a judgment or policy decision on the part of the Board. Mr. Doerhof f will recommend that Mr. Raley sign the easement provided water service from the pump is made available to Raleys. The following conditions of service were outlined to Mr. Cook: 1) Raley's proposed development would be annexed into the TDPUD; 2) the District would supply his development with water at his sole expense for upgrades and facilities; 3) Raley would pay a portion of the initial cost of the well development based on proportionate demand. After some discussion it was noted that the annexation would be at a time after the project is complete and the regular development agreement process will apply. The expected amount of the grant is $290,000; Raley's proportionate share would be about $20,000. According to the administrator of the grant, this would not jeopardize the grant. Manager Holzmeister advised that the time is approaching to form the assessment district for receipt of the grant. The Chairman asked that Dan Cook prepare a time line of events for the Hirschdale water improvement project for review by the Board. -3- -�• Bill Austin, property owner in Hirschdale, asked for a "will serve" letter from the District and the Chairman advised that the District will be able to provide such a letter when bids on the project have been awarded (probably in the Spring). CASLER REQUEST TO WAIVE FEE IMPOSED FOR EASEMENT ABANDOMENT Don Casler provided information regarding the subject property, reviewed action taken by the Board at a special meeting held on September 29, 1986 to abandon its interest in an unused public utility easement in exchange for an appropriate easement, and requested that the $150 fee imposed by the District be waived. The Board reviewed a list of eight easement abandonments occurring since October 1984; all applicants paid a fee of $150. After some discussion, Director Sutton moved that the Board deny Mr. Casler's request because there were expenses incurred by the District in establishing the problem, holding a special meeting and preparation of the abandonment. MOTION DIED for lack of a second. After more discussion, Director Sutton moved , and Director Hamilton seconded , that the Board uphold its Policy to charge applicants for easement abandonments and deny Mr. Casler's request. ROLL CALL: Cooley and Corbett, no; Hamilton, Sutton and Maass, aye. SO MONIED. STATUS REPORT ON NEW DISTRICT COMPLEX AND POSSIBLE DIRECTION Manager Holzmeister stated he would be providing the Board with a monthly report covering the states of construction, change order requests , payment requests and requisitions to the Trustee for release of funds. He noted that since construction began on August 11 , the old office has been demolished, the storm sewer work has been completed, one of the three underground tanks has been removed and disposed of, the building area has been leveled and compacted and foundation work has begun. Lahontan has required that the drainage plan be changed by adding sand traps. Lahontan has also required on-site erosion control measures. Poor weather slowed down construction for a few days, but the clear weather during the week of September 29 allowed work to proceed at full pace. A change order submitted by Value Builders and reviewed by Architect Dale Cox was presented by Mr. Holzmeister. It pertains to insurance, erosion control, drainage revision, tank removal and lowering the 10" water line. The change in insurance is a contract deduct. Since the PUD increased its insurance , the contractor is deleting a portion of his. The erosion control is an increase to the contract and reflects the cost of hay bales and an erosion control cover for the dirt pile. The drainage revision is an increase to the contract and reflects the cost of four traps for sand. The tank removal is an increase to the contract and reflects the cost of removing contaminated soil in addition to the tank. Al Pombo assisted the PUD crew in lowering a 10" water line that was in the way of the storm sewer. The change order also requested that the contract time be increased by 31.2 days. After some discussion, Director Corbett moved that Contract Change Order No. 1 in the amount of $28,998 be approved, but that the -4- contract time not be extended; seconded by Director Cooley. ROLL CALL: All Directors, aye. SO MOVED. It was decided that extending the time limit for completion of the new District complex is to be considered in April of 1987 rather than making extensions monthly on change orders. After review of Value Builders' application and certificate for payment, Director Corbett moved that the Board approve Application No. 3 in the amount of $113 ,034; seconded by Director Cooley. ROLL CALL: All Directors ,, aye. SO MOVED. Director Corbett moved , and Director Cooley seconded , that the Board approve the bill from Dale Cox in the amount of $12,754.89. ROLL CALL: All Directors, aye. SO MOVED, Director Corbett moved , and Director Cooley seconded , that the Board requisition the Bank of America as Trustee to release funds from the delivery cost account in the amount of $19 ,752.72 and from the project cost account in the amount of $188,027. ROLL CALL: All Directors, aye. SO MOVED, PUMP STATION UPGRADE PROJECT FOR 1986 - TRANSFER OF RESTRICTED FUNDS Manager Holzmeister reported that the 1996 p"mp station upgrade project is nearing completion. The funding for the project is coming from the Dart $40 per lot restricted fund. Since the general fund is advancing the funds subject to transfer from the restricted fund , he recommended that the Board authorize a transfer in the amount of $50,680.25 from the Dart $40 per lot restricted fund to the general fund. So moved by Director Corbett; seconded by Director Hamilton. All Directors , aye, by voice vote. SO MOVED, Mr. Holzmeister noted that after this transfer there will be an approximate $100,000 balance remaining in the $40 per lot fund. SALE OF 1.9 ACRE PARCEL - POSSIBLE DIRECTION The Manager advised that he would like to solicit proposals from qualified brokers that would specify how they would help the District consummate a sale of the 1.9 acres located on the corner of Highway 89 and Donner Pass Road. Counsel Phelps has provided a letter stating Lliat he does not believe it is necessary for the District to re-declare the land surplus and re-offer it to public agencies. Director Sutton provided a letter directed to Mr. Phelps concerning his correspondence dated September 22, 1986 to the Board regarding sale of surplus land and specifically the possible requirement to review its surplus land on a yearly basis. After some discussion , the Chairman directed Counsel to provide clarification as to what is required of the District with respect to surplus property. Director Sutton moved, and Director Corbett seconded, that the Board direct the Manager to prepare requests for proposals to brokers for the sale of the 1.9 acre parcel. All Directors, aye, by voice vote. SO MOVED. -5- DISCUSSION AND POSSIBLE DIRECTION REGARDING USE AND REPAIR OF PUD VEHICLES At the September 15 meeting , the Manager was asked what policies the District currently has concerning use of District vehicles and whether PUD insurance covers family members riding in District vehicles. He noted that there is only one policy pertaining to vehicles - it requires that seat belts be used by all occupants of a District vehicle. The insurance carrier has informed staff that the policy covers all occupants of a District vehicle. Mr. Holzmeister proposed a policy including the following provisions be adopted: 1) That the Lead Foreman of the Electric Crew and Foreman of the Water Crew be authorized to take District vehicles home; 2) that any employee officially designated as on-call be authorized to take a District vehicle home; 3) that the General Manager, by virtue of his employment contract with the District, be authorized to take a District vehicle home; 4) that no family members be allowed in a District vehicle except in the case of an emergency; 5) that the Manager be authorized to make exceptions to the provisions of the policy in cases of storms. After consideration, the Board recommended that No. 1 be changed to read, ".. .Lead Foreman of the Electric Crew and Foreman of the Water Crew or their designated replacements be authorized.. . ," and that "family members" in No. 4 be changed to "unauthorized persons," and "in cases of storms" in No. 5 be replaced with, "in cases of emergencies." Director Corbett moved that a policy be drawn up including these changes and that the Board be advised when the Manager places it into effect; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. The Manager noted that at the present time there is limited parking available. If the policy is implemented immediately, four additional parking spaces will be needed. One possible solution to the problem is to rent a garage; this could also solve a problem with vehicle maintenance. With work in progress on the new complex, Dale Farrier has no room on site to repair District vehicles. He took some vehicles to his home in Prosser Lakeview Estates and some neighbors complained. Mr. Holzmeister advised Mr. Farrier he could not repair PUD vehicles at his home; thus, he has no place to work. If a garage at Donner Lake is rented, he will have a place to work on the vehicles and the crews will have a place to park three vehicles. The rental cost is $450 per month and Mr. Farrier is willing to split the cost with the District on a 50/50 basis. After some discussion about zoning restrictions and other possible locations , the Chairman directed the Manager to return to the Board with additional information. WATER QUALITY REPORT President Maass tabled this matter to the October 20, 1986 meeting. REQUEST OF DENNIS AND LINDA MARTEENY FOR AN ACCESS EASFAWNT ACROSS DISTRICT PROPERTY Mr. and Mrs. C. Dennis Marteeny have requested that the PUD grant them an easement to use approximately 950 square feet of District property for access into their lot. Mr. Buckhouse provided a map showing the -6- approximate location of the desired easement. He noted there is a down guy and anchor located in this area that would have to be replaced with a guy stub, down guy and anchor in order to grant their request. The Marteeny's are willing to pay all costs involved and meet any reasonable requirements of the District. Mr. Buckhouse advised that granting the easement would not affect the existing water facilities or access to the water tank; however, the water main on Roundhill is failing and the vacant land area of the District's tank site is the only available staging area for the pipeline replacement. Based on the Water Department's expressed future need of some or all of the area, Mr. Buckhouse recommended the District deny the request. The Chairman noted that the District has experienced access related problems with Lew Garbutt and recommended the Board accept staff's recommendation to deny the request. Director Hamilton moved, and Director Corbett seconded, that the Board deny the Marteeny's request for an access easement. ROLL CALL: All Directors, aye. SO MOVED. AUTHORIZATION FOR Re We BECK TO PROCEED WITH WORK ON PROSSER HYDROELECTRIC PROJECT Mr. Holzmeister presented R, W, Beck's proposal for their firm to respond to the FERC License Articles on the Prosser Hydroelectric Project. It was thought consultation with several agencies would be required in order to resolve the requirements for dissolved oxygen monitoring and the fish screen. Beck has estimated the cost to be $31000. Director Corbett moved , and Director Sutton seconded , that the Board authorize R. W. Beck to proceed with work on the Prosser hydro project at an estimated cost of $3,000. Director Sutton asked that a copy of Beck's fee schedule be attached to the agreement. All Directors, aye, by voice vote. SO MOVED. RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS ON POLES Director Hamilton moved, and Director Corbett seconded, that the Board adopt Resolution No. 8637 approving specifications and calling for bids on poles. The bid opening will be 2:00 P.M. on Thursday, October 17, 1.986. ROLL CALL: All Directors, aye. SO RESOLVED. RESOLUTION OPPOSING PROPOSITION 61 After brief discussion, Director Corbett moved, and Director Sutton seconded , that the Board adopt Resolution No. 8638 opposing Proposition 61. ROLL CALL: Cooley, Corbett Sutton and Maass, aye; Hamilton, abstain. SO RESOLVED. DIRECTION REGARDING DISPOSAL OF SAVIN COPIER Mr, Holzmeister advised that the District has rented a Minolta copier and asked that we continue to rent for a year in order to establish a track record; at the end of a year it would be known whether it is a machine the District would want to purchase. -7- ,..,, Director Sutton asked the cost of renting the Minolta and also wondered if the Savin could be traded in on a new one. Mr. Holzmeister indicated he would provide the monthly fee, and advised that it is possible to trade in the Savin on a new model; however, the performance record of the Savin was not good. After some discussion, Director Corbett moved that the Board declare the Savin copier surplus and authorize staff to handle its disposal; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. REORGANIZATION OF FINANCE DEPARTMENT Director Corbett asked that this item be put over as he has concerns and would like to spend some time discussing the matter. The Chairman agreed. CLOSED SESSION At 10:07 the Board adjourned to closed session to discuss the McDonough letter pursuant to Government Code Section 54956.9a, concerning pending litigation, and Section 54956.9b1 , concerning threatened litigation. RETURN TO PUBLIC SESSION The meeting was returned to public session at 10:46 P.M. The Chairman reported the Board discussed the McDonough letter and Jan Maughan issue pursuant to Government Code Section 54956.9a. No action was taken. ADJOURNMENT There being no further business before the Board, after motion duly made, seconded and passed, the meeting was adjourned at 10:47 P.M. TRUCKEE D NNER PUBL UT LITY DISTRICT Pr p red by c+a.-�•, Su M. Craig, Deputy District C1er smc d5a.22 -8-