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HomeMy WebLinkAbout1986-12-15 Min - Board Truckee Donner Public Utility District Post Office Box 309 • 11570 Donner Pass Road • Truckee, California 95734 (916) 587-3896 REGULAR MEETING 7:00 P.M. - Monday, December 15, 1986 Tahoe Truckee Airport Inn Conference Roos 11331 Highway 267, Truckee A G E N D A 1. Call to order 2. Roll call 3. Approval of minutes a) October 20, 27 and November 3 and 17 , 1986; Board direction 4. Bills for approval 5. Managerts report 6. Public input 7. Correspondence 8. Committee reports UNFINISHED BUSINESS 1. Status report on new District complex; possible direction 2. Request of TDR&PD for waiver of fees NEW BUSINESS 1. Award of bids: a) Surplus property in Meadow Lake Park b) Forklift 2. Consideration of proposals from agent/brokers to represent the District in sale of 1.9 acre parcel located at Highway 89 and Donner Pass Road 3. Consideration of response to Department of Health disinfection order 4. Consideration of amendment to Memorandum of Understanding establishing wage rate .for mechanic position 5. Resolution authorizing Arthur Andersen & Co. to perform 1986 water and electric audit 6. Consideration of resolution approving computer specifications and issuing a call for bids 7. Consideration and possible action re salary adjustments for non-bargaining unit employees 8. Discussion and possible direction regarding preparation of Board meeting packets CLOSED SESSION - Discussion of legal and personnel matters RETURN TO PUBLIC SESSION -- Possible direction resulting from closed session ADJOURNMENT C E R. T I F I C A T I O N I hereby certify that the foregoing agenda has been posted in the District ^ office and Government Center, provided to the U. S. Post Office and County Library for posting, and mailed to :the D ectors an inter steel parties on December 11 , 1986. �� ` Susan M. Craig, Deputy District er y� BILLS FOR BOARD APPROVAL - December 15, 1986 Total Electric Water General Description ACE SUPPLY CO. 3,635.10 3,635.10 Racks, straps, meters, meter charts AMERICAN PUBLIC POWER ASSOC. 2,027.23 2,027.23 Annual service fee JOHN A. BOREN, JR. 1,910.25 1,910.25 Patch paving: 15733, 15724 Alder Creek C.S.D.A. 1,100.00 11,100.00 Annual membership dues D & C ROADSIDE SERVICE 2,948.56 2,022.46 926.10 Maintenance of vehicles 4, 12, 16, 17, 19, 28 DIGITAL EQUIPMENT CO. 22243.59 2,243.59 Monthly computer maintenance fee, modem, modem cable GENERAL ELECTRIC SUPPLY 2,807.94 2,807.94 Alcoa PG 1 bolt connector, engineering serv- ice Martis Sub-Station GENERAL PACIFIC, INC. 2,150.36 2,150.36 Clevisless insulators, secondary cable, insulator stud MCDONOUGH, HOLLAND & ALLEN 6,740.96 1,273.56 5,467.40 Attorney: Ward vs. PUD, water and power mat- ters, groundwater ordinance, Ponderosa Hills annexation PACIFIC BELL 12504.06 627.77 876.29 Telephone service 10/l/86-11/17/86, telemetry, office, warehouse, trucks PORTER, SIMON, GRAHAM & PHELPS 2,943.60 2,943.60 Legal fees, 11/86 SAUERS ENGINEERING 1,861.45 1,861.45 Engineering: Ponderosa Dr., upgrade Wells A & B, Master Plan, Prosser System, Mancuso WEAVER EQUIPMENT 2,120.00 23,120.00 Rent backhoe, 11/15/86 - 12/15/86 WESTERN NEVADA ELECTRONICS 5,050.90 22517.50 2,533.40 Two way radio including installation, two (.Nevada Communications) mobile radios WESTERN STATES ELECTRIC, INC. 1,183.49 1,183.49 Reliable splice guy strands 40 227.49 17 617.64 15,446.37 7,163.48 ., REGULAR MEETING December 15, 1986 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Corbett at 7:08 P.M. in the Truckee Tahoe Airport Inn conference room. ROLL CALL: Directors Cooley, Hamilton, Sutton and Corbett were present. Director Maass was out of town and unable to attend. AXPLOYEES PRESENT: Mary Chapman, Bruce Grow, Peter Holzmeister, Dave Rully, Joe Straub and Susan Craig. CONSULTANTS PRESENT: Counsel John M. Phelps. OTHERS PRESENT: Among those present in the audience were Mr. and Mrs. Clayton. APPROVAL OF KINUTES Director Sutton asked that the consideration of the October 6 minutes be put over to the next meeting in order that she may submit written corrections. The Chairman agreed and noted that after rereading those draft minutes he determined that he had no corrections. Director Hamilton moved, and Director Sutton seconded, that the Secretary be directed to prepare the minutes of October 20, 1986 in final form as corrected by Counsel Phelps. All Directors, aye, by voice vote. SO MOVED. Director Hamilton moved, and Director Sutton seconded, that the Secretary be directed to prepare the minutes of October 27, 1986 in final form as written. All Directors, aye, by voice vote. SO MOVED. Director Hamilton moved, and Director Cooley seconded, that the Secretary be directed to prepare the minutes of November 3, 1986 in final form as written. All Directors, aye, by voice vote. SO MOVED. Director Hamilton moved, and Director Cooley seconded, that the Secretary be directed to prepare the minutes of November 17, 1986 in final form as written. All Directors, aye, by voice vote. SO MOVED. BILLS FOR APPROVAL Vehicle maintenance costs After reviewing the list of bills presented for consideration, Director Hamilton moved that the Board be provided with the vehicle maintenance costs for 1986 (to date) and that, in the future, the Board be provided such a report on a quarterly basis. The motion was seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. ,*0^ Ponderosa Hills annexation Tn response to a question, Mr. Holzmeister noted that litigation fees -1- �••, connected with the Ponderosa Hills annexation would not be reimbursed by the developer - the District is learning its way through a contested annexation. Director Sutton asked that he provide the Board with an accounting of costs for the Ponderosa Hills annexation and related matters. Director Hamilton suggested a committee be established to set policy in matters such as this. Committee appointments The Chairman appointed Directors to the following committees: Director Sutton, Water Committee; Director Hamilton, Electric Committee; Director Maass, interviewing prospective employees; Director Cooley, reviewing proposals and making recommendations concerning appointment of agent/broker to assist the District in the sale of the 1.9 acre parcel. He indicated he would act as the second Board member on each committee. Approval of bills Director Hamilton moved, and Director Cooley seconded, that the bills presented for consideration be approved for payment. ROLL CALL: Maass, absents all other Directors , aye. SO MOVED. LAGER'S RBPDRT Budget and Budget Report through November 1986 Manager Holzmeister noted that each Director has been provided with a revised budget as adopted and the budget report through November 1986. Storage tank cleaning District water crews have begun to clean the water storage tanks as part of the water quality housekeeping. To date, Ski Lodge, Sitzmark, Innsbruck and Armstrong Tanks have been cleaned. The Manager indicated he would keep the Board informed as to progress. Bacteriological sampling program Mr. Holzmeister included a report of the District's bacteriological sampling program for the months of July, August , September, October and November. He explained how to read the results and noted he would provide such a report monthly. Infra-red inspection of electrical system Beginning December 15, Mr. Holzmeister reported, the District will have an infra-red camera on loan from the Western Area Power Administration for use in inspecting the electrical system. The camera is sensitive to heat, so it clearly identifies equipment that is faulty. Equipment that needs replacement will be documented. Director Hamilton requested that the Board be copied with the results. SO MOVED by consensus. Car/pole accident and resultant power outage -2- Mr. Holzmeister made note of a car/pole accident that occurred in the early morning hours of December 7. When power was restored, a faulty line clamp burned out causing a second outage. This type of faulty equipment will be identified by the infra-red camera. Customer accounts In reply to Director Cooley's question, Office Manager Chapman reported that staff hasn't noticed any difference in delinquencies during this no-snow period. Director Cooley moved to have no terminations of service between December 19 and January 2 to show good will on the part of the District during the holiday season. If legal, the resolution is to be amended; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED, Director Sutton requested a copy of the termination policy. PUBLIC INPUT There was no public input. AWARD OF BIDS - SURPLUS PROPERTY IN MEADOW LAKE PARK Manager Holzmeister reported that the District received only one bid on the Meadow Way property. It was in the amount of $6,000 from Mr. and Mrs. Albert Clayton, who own property adjoining the District's parcel. They agreed to pay related fees and costs and to accept transfer by quitclaim deed. Director Hamilton moved that the District accept the $6,000 bid from Mr. and Mrs. Albert Clayton for AP#18-591-06; seconded by Director Cooley. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED, CORRESPONDENCE Counsel Phelps advised that he would attend the meeting at TTSA on January 7 having to do with changes in the Brown Act. It was noted that Directors would also be welcome; no advance reservations are necessary. COMMITTEE REPORTS Director Sutton reported that there was a Water Committee meeting on December 9. Since Director Cooley was unable to attend, Director Corbett sat in as a substitute. The committee discussed projects the District may wish to include in its application for funding under Proposition 55, and Director Sutton stated the committee would meet again between Christmas and New Year's to firm up their recommendations. The committee suggested Consulting Engineer Dan Cook be engaged to provide some record of changes that have been made to the water system since 1972 (or the date he was first associated with the, District). Specifically, information relating to the cross connection program. The Water Foreman indicated Mr. Cook may have some information th.N District does not have. By consensus, the Board moved to direct the Manager to ask that Mr. Cook provide cross connection information to the District as soon as possible. -3- STATUS REPORT ON NEW DISTRICT COMPLEX; POSSIBLE DIRECTION There was some discussion concerning the percentage of construction completed to date. Director Hamilton noted that the request for periodic payment from Value Builders was not signed by the Architect , and Mr. Holzmeister advised that the original is now signed - copies were prepared for the Board packet prior to its execution, however. Mr. Holzmeister noted that Value Builders is requesting a change order for monitoring fire sprinkler flow and tamper switches through the fire alarm system. Director Hamilton moved, and Director Sutton seconded, that Value Builders' Contract Change Order No. 2 in the amount of $960 be approved. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. Director Hamilton moved, and Director Sutton seconded, that the following payments be approved: $337 ,784 to Value Builders, $3,184.15 to SEA, and $1 ,334 to Sierra Nevada Civil Engineers. ROLL CALL: Cooley, abstain; Maass, absent; all other Directors, aye. SO MOVED. Concerning the requisition for release of funds ( Value Builders, $49,713; Retention, $5,530) , Director Hamilton moved that such request be approved; seconded by Director Sutton. ROLL CALL: Maass , absent; all other Directors, aye. SO MOVED. Director Sutton stated she feels there needs to be clarification regarding the Architect's review and approval of the contractor's submittals. It was the Board's intent to pay bills relating to the construction based on expenditures through the previous month - not to sneak into expenditures for the next month. After discussion between Board members, Director Sutton moved that henceforth, the payment schedule for the building complex will be as follows - all of the information will be submitted based on the previous month's payroll expenses and will be processed for the second regular meeting of the Board. It will go through all the steps, including the Architect's review and approval prior to review by the Board. The motion was seconded by Director Hamilton. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. REQUEST OF TDR&PD FOR WAIVER OF FEES The Chairman tabled this item so that Director Cooley may submit his concerns for response by Special Counsel McDonough. AWARD OF BIDS - FORKLIFT Four bids were received for a forklift for the warehouse, Mr. Holzmeister said. After a careful review, the Warehouseman and Foreman of Technical Services reported that the Yale and Clark machines do not meet the District's specifications. They recommended the award be made to Tenco (the lowest bidder who meets District specifications) , who bid a Caterpillar for $20,771.67. �"� There was some discussion as to the correctness of the bid documents and specifications. Director Hamilton moved, and Director Cooley seconded, that the Board approve award of the forklift bid to Tenco, the lowest -4- �..., responsible bidder, f or a Caterpillar at a cost of $20,771.67 subject to approval of all related documents by Counsel. It was noted that there were two bids of a lesser amount; however, the machines bid did not meet District snecLEtca=Ions and were, therefore, declared not responsible. ROLL CALL: Maass, absent; Sutton, no, stating she is not familiar with the specifications or other bid documents and does not feel comfortable with action at this time; all other Directors, aye. SO MOVED. By consensus, Counsel Phelps was directed to make certain all bid documents are in order in the future. CONSIDERATION OF PROPOSALS FROM AGENT/BROILERS TO REPRESENT THE DISTRICT IN SALE OF 1.9 ACRE PARCEL LOCATED AT HIGHWAY 89 AND DONNER PASS ROAD President Corbett asked Director Cooley to chair a committee to review proposals from real estate agents/brokers interested in assisting the District in sale of the 1.9 acres. Proposals from four agents who are interested in representing the District were received. There were, however, two irregularities - the proposals from North Sierra Investments Properties and Don Casler arrived after the deadline. Mr. Holzmeister noted that, since the District is seeking the service of a professional broker, the formal bid process is not required; irregularities can be waived if it is to the District's advantage and the Board chooses to do so. Counsel Phelps agreed that law does not dictate the hiring of professionals - it is within the discretion of the Board to waive irregularities in this instance. Director Sutton stated she has a problem accepting the irregularities and didn't think any late submittals should be considered. Director Hamilton moved, and Director Sutton seconded, that the Board reject all proposals from agents to assist the District in the sale of the 1.9 acres and directed that the notice be readvertised and proposals be opened in three weeks - ads are to be placed in the Sierra Sun, Wall Street Journal and papers in Reno, Sacramento and San Francisco. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. CONSIDERATION OAF RESPONSE TO DEPARTMENT OF HEALTH DISINFECTION ORDER The Board reviewed the proposed response to Ben Raroly's letter calling for disinfection of the water system. The draft incorporated the ideas that were discussed during the Water Committee meeting. The key elements of the proposal were that chlorination is chara(.t,erized as interim, it is limited to areas where there have been no problems , the program is inexpensive, and the proposal sets the stage for Proposition 55 funding. Director Cooley stated he thinks the public should be made aware of the chlorination via the Sierra Sun; it should be understood that it is not the position of the Board, but the position of the State of California. Director Sutton moved, and Director Hamilton seconded, that the Board authorize the President to sign and mail the letter to the Department of Health Services concerning the disinfection order. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. -5- CONSIDERATION OF AMENDMENT TO 14EI40RANDUM OF UNDERSTANDING ESTABLISHING WAGE RATE FOR MECHANIC POSITION The Manager noted that he would like to hire an in-house mechanic now that the new complex is nearing completion and there will be an area for such an employee to work. The Board formally adopted a job description in January of 1984. There was a question of whether the position should fall within the bargaining unit, and Mr. Holzmeister said the position is that of an operator performing skilled manual labor at a journeyman level, thus should fall within the bargaining unit. The Board agreed. Director Hamilton asked that language be added to the job description - that the required five years experience as a utility mechanic include working two years for a major utility in a related position. There were no objections to this addition. There was much discussion regarding the mechanic's wage and working hours. The Board agreed on a starting wage of $15.60 as of January 1 , 1987 and, by consensus, asked that the Manager rewrite the job description to allow for flexible hours if the Board should determine the need to have the mechanic work hours other than those set by the memorandum of understanding. Director Hamilton asked that the Board be provided with the 1985/86 cost of labor for vehicle maintenance. RESOLUTION AUTHORIZING ARTHUR ANDERSEN & CO. TO PERFORM, 1986 STATER AND ELECTRIC AUDIT Director Sutton questioned how the auditors would be communicating with the Board in the future and asked why this matter_ was not addressed in their proposal. Director Hamilton moved that the item be put over to the next meeting. MOTION FAILED due to lack of a second. There was discussion as to when the 1986 preliminary audit would be presented to the Board and, by consensus, the Manager was directed to draft a policy dictating when and to whom the preliminary audit will be presented (July 1st - given directly to the Directors and Manager) and stating the consequences if policy is not followed. CONSIDERATION OF RESOLUTION APPROVING COMPUTER SPECIFICATIONS AND ISSUING A CALL FOR BIDS Office Manager Chapman reported that the need for a computer upgrade has reached the critical point. There is no disk space, the system speed is extremely slow, it is not possible to keep any history files on line, there is limited access to credit files on old customers, and the addition of any application software is impossible. Before the Data Processing Supervisor left , he recommended that the District purchase the MicroVax II computer to solve the computing speed and lack of space problems. Also, Mrs. Chapman said, when she attended the DSI User's Conference she met with Steve Smith, a technical expert. He too recommended that the District consider the MicroVax II as the solution to its problems. -6- Several benefits to upgrading the system to a MicroVax II configuration, the Office Manager reported, are as follows. Current software is totally compatible with this system; the operating speed is many times faster than the current system; it does not require a special environment; maintenance costs are about $6,000 cheaper than the PDP 11/34. There are two possible solutions - upgrade the computer system only; upgrade the compit+-er- system and include an automated meter reading system in the financing plan. Mrs. Chapman stated that the payoff on the existing loan is approximately $50,000 with payments scheduled to go for another two years. The bank would be willing to refinance this balance because the District originally .financed the software, which cost ust over $50,000. Since the District will continue to use the same software, it was included in the amount to be financed. There was much discussion as to whether the District should upgrade the present system or go to a new system, hire a computer consultant to make recommendations, ask for major (:o aputer manufacturers to make proposals to the Board. No decisions were made or direction given. CONSIDERATION AND POSSIBLE ACTION RE SALARY ADJUSTMENTS FOR NON-BARGAINING UNIT EMPLOYEES Director Sutton stated she thinks the non-bargaining unit employees should be evaluated before a cost of living increase is considered. Director Cooley said he doesn't think the Board should be involved in evaluating employees. Discussion ensued as to who hires the non-bargaining unit employees. No action was taken. DISCUSSION AND POSSIBLE DIRECTION REGARDING PREPARATION OF BOARD MEETING PACKETS It was noted that Board meeting packets would be delivered on the Thursday before each meeting in the future. The Board seemed to be in agreement with this change. ADJOURNMENT Director Cooley moved, and Director Hamilton seconded, that the meeting be adjourned. All Directors, aye, by voice vote. SO MOVED at 9:59 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By - WI-vt �e 64'14 J L. Corbett President Pre red by • Susan M, Craig, Deputy District Cler' smc/d5a.3 -7-