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HomeMy WebLinkAbout1987-07-20 Min - Board REGULAR MEETING July 20, 1987 The regular meeting was called to order by Vice President Sutton at 7:02 P.M. in the Tahoe Truckee Unified School District Board Room since President Corbett, who was married yesterday, was not present. ROLL CALL: Directors Aguera, Cooley and Sutton were present. Directors Corbett and Maass were absent. CONSULTANTS PRESENT: District Counsel John M. Phelps and Consulting Engineer Keith Sauers. EMPLOYEES PRESENT: Tom Buckhouse (Acting Manager in Mr. Holzmeister's absence) , Debi Black and Susan Macdonald. OTHERS PRESENT: Among those present were Mark Cross, Dick VanLandingham, Jack Boren, Bill Austin, Tony Rivara, Nick Sassarini, Ron Monson and Karl Kut to l. APPROVAL. OF MINUTES The minutes of June 1 and 8, 1987 were put over since Director Aguera was not officially a Board member at that time and felt he should not vote on their approval. Director Cooley moved, and Director Aguera seconded , that the Board approve the minutes of June 15 and 24, 1987 as presented. All Directors, aye, by voice vote. SO MOVED, BILLS FOR APPROVAL Director Cooley moved, and Director Aguera seconded, that the bill presented for consideration be approved for payment. All Directors, aye, by voice vote. SO MOVED. MANAGER'S REPORT - POSSIBLE DIRECTION Reimbursement for 1986 flood damage Mr, Buckhouse presented the Board with copies of a letter from the County forwarding a check in the amount of $80,681.67 pursuant to AB2536 for damages sustained by the District as a result of the February 1986 storms. FAM loan indenture Mr. Sperry's office has notified the District that he will not return from vacation until July 27. At that time staff will request his assistance in resolving the FmHA loan indenture problem. Water quality report The summary of bacteriological water quality for June was included in the Board packet, Mr. Buckhouse noted. The District experienced no incidence -1- of coliform bacteria in the water system during the month. Budget report Budget reports were provided to the Board with their meeting material; Mr. Buckhouse said expenditures are as anticipated. PUBLIC INPUT Hirschdale Bill Austin, Hirschdale property owner, stated he would like to discuss the Hirschdale water system improvements but would wait until the item comes up later in the meeting. CORRESPONDENCE There was no correspondence discussed by the Board.. COITTEE REPORTS There were no committee reports. STIPULATED DISMISSAL OF WARD VSe XUTTEL ET AL Director Sutton noted that the Board received copies of the June 8, 1987 letter from David L. Perrault of Weintraub, Genshlea, Hardy, Erich and Brown and the stipulated dismissal signed by the United States District Court, Eastern District of California on April 24 , 1987. She said the Board did not approve any settlement. Karl Kuttel, former PUD Director and party to the suit, advised that the District's insurance carrier agreed to a confidential settlement on behalf of the District. Director Sutton said she thinks it's strange that the attorney for the insurance company decided to keep the settlement confidential, and to not inform the Board of the outcome. There was some discussion as to whether or not it is legal for a public utility to participate in a "secret agreement," and Counsel was directed to request a copy of the settlement agreement from Attorney Richard Brown and report to the Board at the next regular meeting. CONSIDERATION OF REQUEST FOR EASEMBNT ABANDON1rM - NANCY DAVIS In response to the Board's request for a more complete picture of the Davis easement abandonment request, Director Sutton noted that maps showing adjacent parcels and available easements were provided. The Engineer explained how the parcels are presently being served with electricity. The draft letter to the Department of Transportation was reviewed and Director Sutton indicated it should state the Board of Directors will approve the abandonment provided the County goes forward with the lot split. Director Cooley moved, and Director Sutton seconded, that the Davis request -2- A401 for an easement abandonment , with stipulations as stated by Director Sutton, be adopted. All Directors , aye, by voice vote. SO MOVED. CORNELL BRADLEY WATER DISTRIBUTION SYSTEM - RESOLUTION APPROVING AGREEMENT - RESOLUTION APPROVING AND ACCEPTING THE SYSTEM FOR OWNERSHIP, OPERATION AND NAIMNANCE The Engineering Technician reported that Mr. Cornell and Ms. Bradley have met the terms of their development agreement with the District for construction of a complete water and electrical distribution system. In order to notice future buyers of the nature of the on-site system, staff recommended recording the agreement concerning water service signed by the developers. The developers have entered into a maintenance agreement (prepared by Counsel Phelps) and have deposited a personal check in the amount of $10,371.25 with the District in lieu of a bond. District Engineer Buckhouse and Consulting Engineer Sauers have recommended approving and accepting the electrical and Water distribution systems by including them within the District's existing integrated systems. Director Cooley moved , and Director Aguera seconded, that the Board adopt Resolution No. 8731 approving the agreement with Cornell and Bradley. ROLL CALL: Corbett and Maass, absent; Aguera, Cooley and Sutton, aye. SO RESOLVED, Director Cooley moved that the Board adopt Resolution No. 8732 approving and accepting the Cornell/Bradley water distribution system for ownership, operation and maintenance; seconded by Director Aguera. ROLL CALL: Corbett and Maass, absent; all other Directors, aye. SO RESOLVED, PUBLIC INPUT Sassarini complaint Nick Sassarini , present in the audience, complained to the Board that motorbikes are using the easement near his house and creating much dust and noise; he indicated he has no problem with the new route being used by the Wilderness Station horses. There was some discussion concerning Director Cooley's and Mr. Kuttel's advice that the trail up above Mr. Sassarini's house near the rail road tracks had been widened. Mr. Buckhouse said he saw no evidence of this on or anywhere near the District's property. Director Sutton directed that fencing a portion of PUD property in order to discourage use by the public be placed on the next meeting agenda. Mr. Sassarini suggested the Board consider taking action to restore the foliage in the area that was destroyed by unauthorized use. Director Sutton advised that the Board will discuss the possibility of allowing some sort of trail across District property (but not down the -3- ., hill) , and whether use will be exclusive or non-exclusive. HIRSCHDALE WATER SYSTEM IMPROVEMENTS - STATUS REPORT ON PHASE I (WELL DEVELOPMENT); DISCUSSION AND POSSIBLE DIRECTION - CONSIDERATION AND POSSIBLE APPROVAL OF RESOLUTION APPROVING ENVIRONMENTAL DOCUMENTS, PLANS AND SPECIFICATIONS FOR PHASE II OF THE PROJECT AND AUTHORIZING A CALL FOR BIDS Mr. Cook planned to attend the meeting and make a presentation. concerning Phase II of the Hirschdale water system improvements. Ms. Black talked with him during late afternoon and he said he would be unable to be present, however. It was noted that the low bidder for Phase I of the project, Aqua Drilling, is unable to meet the performance bond provision of the contract. Mr. Cook advised Ms. Black by telephone that if the bond was not received by 3:00 P.M. on July 17 , the cashier's check provided in lieu of a bid bond should be deposited. The check was deposited. Mr. Cook noted the importance of following the terms of the contract since a State grant is involved; Mr. Phelps did not know whether or not the funding would be jeopardized, but said that the District had followed the contract provisions. Counsel Phelps received a telephone call from the attorney for Aqua, who requested an additional ten day extension in order to allow Aqua time to post a cash deposit in lieu of the performance bond. Mr. Phelps advised that the Board may give an extension of time, keep the 10% bid guarantee as damages, return the bid g guarantee, rebid the project. Director Sutton said she thinks depositing the cashier's check finished the District's relationship with the bidder; Counsel Phelps disagreed. The Board discussed briefly combining Phase I and II and rebidding the project. It was decided to call a special meeting as soon as possible at which Mr. Cook can be present. Bill Austin, Karl Kuttel and Tony Rivara (Hirschdale property owners) asked to be notified of the time and date of the meeting. NEW DISTRICT COMPLEX - STATUS OF CONSTRUCTION - RESOLUTION APPROVING SPECIFICATIONS FOR WINDOW COVERINGS AND ISSUING A CALL FOR BIDS - CONSIDERATION OF PAY REQUESTS - APPROVAL OF REQUEST FOR RELEASE OF FUNDS FROM BANK OF AMERICA The old warehouse, slab and diesel tank, Mr. Buckhouse reported , have been removed from the District complex site. Soil test holes were completed and samples were taken for analysis. The interior is progressing on schedule, and the County has issued a temporary occupancy permit for the warehouse portion of the complex. Mr. Buckhouse said the inside will be finished by the first week of August. There was some discussion concerning removal of two trees which were located east of the old warehouse building. Director Cooley said he would like an explanation as to their removal at the next meeting. Mr. Buckhouse advised that the contract does include landscaping, but it will be delayed -4- until contamination test results are received. Both Directors Cooley and Sutton stated they have questions about the proposed contract documents and specifications for window coverings. Director Sutton said her concerns relate to the appropriateness of "bidder qualifications" and payment of prevailing wages. Director Sutton noted she has reservations about the payment requested by Dale Cox; Director Cooley said he has concerns about payment to both Cox and Value Builders. Consideration of these two bills were put over to the next regular meeting. Director Cooley moved, and Director Aguera seconded, that payment to SEA in the amount of $4,048.18 be approved. All Directors, aye, by voice vote. SO MOVED. Director Cooley moved that request for release of funds #13 from the Bank of America in the amount of $41,048.18 be approved; seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED, RESOLUTION ACCEPTING EASEMENT FOR PUBLIC UTILITY PURPOSES FOR AIRPORT BUSINESS PARR FROM BROWN (PLACER COUNTY) The grant deed from the Brown Development Company to the District for the portion of the Airport Business Park located in Placer County was reviewed by the Board, and Director Cooley moved that Resolution No. 8733 accepting the public utility easement be adopted. The motion was seconded by Director Aguera. ROLL CALL: Corbett and 14aass, absent; Aguera, Cooley and Sutton. Y'90 RESOLVED. APPROVAL OF AGREEMENT WITH JACK R. DUTMILER AND RESOLUTION ACCEPTING BILL OF SALE FOR ELECTRICAL DISTRIBUTION SYSTEM Engineering Technician Black explained that Mr. Duttweiler hired High Sierra Tree Service to construct a primary line extension in 1979. The line was not completed and Mr. Duttweiler thereafter contracted with the District to complete the extension. At that time , no formal agreement was required by the PUD. He has paid all associated fees, but the line has never been energized. Since the line was partially installed by the District, the formal acceptance was apparently neglected. In order to clearly state the terms of service provision (including a no pay-back provision) , an agreement was prepared which Mr. Duttweiler has signed. He has also provided the bill of sale and easement. Engineer Buckhouse noted that he inspected the line and found it to be in accordance with District standards. He said the line would be no harder to maintain than any other service having difficult access during winter. Director Sutton said she has a problem accepting a line on an unpaved road in a heavy snow area. Director Aguera stated he thinks the District will eventually end up owning the line, but would like the whole Board toparticipate in its acceptance. Director Sutton agreed and tabled the item to the next meeting. She asked Ms. Black to research the 1979 minutes and provide further information on this matter to the Board. -5- /•--. ALDER CREEK ROAD PIPELINE REPLACEMENT -- REVIEW OF ENVIRONMENTAL DOCUMENTS; CONSIDERATION AND POSSIBLE APPROVAL OF'RESOLUTION ADOPTING NOTICE OF EXEMPTION, PLANS AND SPECIFICATIONS FOR THE PROJECT AND AUTHORIZING A CALL FOR BIDS Consulting Engineer Keith Sauers reviewed the contract documents with the Board, and noted that the project qualifies for a categorical exemption. His estimate of the cost is $49,550; the length of the project is 90 days maximum. He stated that the funds were budgeted for 1987 and recommended that the Board wake appropriate environmental findings, file the notice of exemption, approve the plans and specifications, and authorize the call for bids. Director Aguera noted that this was listed as a priority item by the Manager. Discussion ensued regarding the cause of the leaking lines and whether or not proper bedding material was used during construction. Director Sutton asked that the Board be copied with the 1979 supplemental agreement with Dart Industries, and tabled the item to the August 3 meeting. PONDEROSA PALISADES DUPLEXES - REQUEST FOR REDUCTION OF FACILITIES FEES The owner of Ponderosa Palisades Duplexes plans to install an irrigation system for landscaping the project. The Fire Marshall advises that there is no need for fire flow for the project, and the applicant is requesting that the portion of facilities fees applying to fire protection be waived. Director Sutton stated she thinks this is inconsistent with what the Board intended. The change in policy was to allow a parcel with landscaping only an exemption from the fire flow requirement. After some discussion, Director Sutton set the matter over and asked Ms. Black to provide the Board with a copy of the applicants request and the requirements that were placed on the project by the County having to do with landscaping. She would like confirmation that this is a voluntary landscaping project. AUTHORIZATION FOR SULLIVAN TO SURVEY RIGHT-OF-WAY FOR PROSSER LAKEVIEW TANK It is planned to construct the new tank to serve the upper pressure zone in Prosser Lakeview Estates on a parcel of land west of Highway 89 owned by the Hopkins Trust. They are willing to grant the rights for the tank site and pipeline rights-of-way at no cost other than costs associated with field surveying and preparation of a record of survey map. They want their engineer, Mike Sullivan of Sierra Nevada Civil Engineers, to provide these services (at a cost not to exceed $3,500), Mr. Sauers stated that they have already surveyed the property and have information in their files that any other surveyor would have to generate. Director Cooley moved, and Director Aguera seconded that the Board authorize Mike Sullivan of Sierra Nevada Civil Engineers to proceed with the survey at a cost not to exceed $35500, All Directors, aye, by voice vote* SO MOVED. TAHOE DONNER SUBSTATION PAVING PROJECT - REVIEW OF BIDS AND -6- �.. REC01rIENDATIONS; POSSIBLE AWARD Mr. Buckhouse advised that the Tahoe Donner Substation ground grid was completed over a year ago. The first time the paving project was let, bids ranged from $25 ,000 to $68,000. Two bids were received on July 9, and Mr. Buckhouse recommended making an sward to the low bidder, John A. Boren, Jr. in the amount of $19 ,450. Boren submitted a cashier's check for ten percent of the bid in lieu of a bid bond. Director Sutton disclosed that her husband, Robert Sutton, sometimes works as a subcontractor for Atlas Construction, the high bidder. Counsel Phelps advised that this is not a conflict. Director Aguera moved, and Director Cooley seconded, that the award for the Tahoe Donner Substation paving project be made to John A. Boren, Jr. in the amount of $19 ,450. ROLL CALL: Corbett and Maass , absent; all other Directors, aye. SO MOVED, RESOLUTION ENTERING INTO AN AGREEMENT WITH THE STATE OF CALIFORNIA, DEPARTMENT OF GENERAL SERVICES, T9LECOMMUNICATIONS DIVISION, FOR SERVICES Director Cooley moved, and Director Aguera seconded, that the Board adopt Resolution No. 8734 entering into an agreement with the State of California, Department of General Services, Telecommunications Division, for services. ROLL CALL: Corbett and Maass, absent; all other Directors, aye, SO RESOLVED* CLOSED SESSION At 10:10 P.M. the Board adjourned the meeting to closed session pursuant to Government Code 54956.9(b)(2). RETURN TO PUBLIC SESSION The Board returned to public session at 10:34 P.M. No action was taken as a result of closed session. ADJOURNMENT There being no further business before the Board, Director Cooley moved that the meeting be adjourned at 10:35 P.M.; seconded by Director Aguera. All Directors, aye , by voice vote. SO MOVED. TRUCKE DONNER PU IC UTI ITY DISTRICT nep Le Corbett, esiden ared byOF Susan Macdonald, Deputy District Clerk d5b.21 -7- BILLS FOR BOARD APPROVAL July 20, 1987 Total Water Description SAUERS ENGINEERING INC. $4,791.05 $40791.05 Cornell Development,Master Water P1an,Brown Development Iron Blossom, Soma Sierra Tank Repl., Northside Chlorinator Total $4,791.05 $41,791.05