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HomeMy WebLinkAbout1988-10-17 Min - Board ,�.., REGULAR MEETING October 17, 1988 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Corbett at 7: 06 P.M. in the TDPUD Board Room. ROLL CALL: Directors Aguera, Maass, White and Corbett were present. Director Sutton was expected momentarily. CONSULTANTS PRESENT: Counsel John Phelps, Special Counsel Bruce McDonough, Consulting Engineers Keith Sauers and Dan Cook. EMPLOYEES PRESENT: Tom Buckhouse, Paul Colburn and Susan Craig. Manager Holzmeister was on vacation. OTHERS PRESENT: Among those present in the audience were Wendy Adams, Matt Colburn, Jeff Heuseveldt, Jeff Buchell, Charlie Pratt, Ken Osburn, Majorie Adkerson, Tony Rivara and Jack Marquette. APPROVAL OF MINUTES Director Maass moved, and Director Aguera seconded, that the Board approve the minutes of September 19, 1988. All Directors, aye, by voice vote. SO MOVED. Director Maass moved that the Secretary be directed to prepare the minutes of September 6, 1988 in final form. Director Aguera seconded the motion. All Directors, aye, by voice vote. SO MOVED. With respect to the minutes of September 23, 1988 special meeting, Director White advised that she never received notification of the meeting. Director Maass asked for some clarification from Manager Holzmeister. At this point in the meeting, 7: 10 P.M. , Director Sutton arrived. Director Maass moved, and Director Aguera seconded, that the Secretary be directed to prepare the minutes of September 23, 1988 in final form. All Directors, aye. SO MOVED. Director Maass moved that the Secretary be directed to prepare the minutes of October 3, 1988 in final form; Director Sutton seconded the motion. All Directors, aye. SO MOVED. STATEMENT OF GENERAL FUND AND BILLS FOR APPROVAL Director Maass moved, and Director White seconded, that the bills presented for consideration be approved for payment. ROLL CALL: all Directors, aye. SO MOVED. 1 MANAGER'S REPORT District Engineer Buckhouse advised that there was nothing to report at this time. PUBLIC INPUT There was no public input. CORRESPONDENCE There was no correspondence discussed by the Board. COMMITTEE REPORTS Water Committee Director Sutton noted that a Water Committee meeting to discuss the Hirschdale water system improvements was scheduled, then cancelled since the consulting engineer and interested parties were unable to attend. Finance Committee Director White advised that the Finance Committee will be meeting within the next few weeks regarding the budget and year end. TRANSFER OF FUNDS FROM FACILITIES FEES TO GENERAL FUND FOR MARTIS VALLEY SUBSTATION PAVING AND RECONDUCTORING PROJECTS Director Maass moved that the Board adopt Resolution No. 8830 authorizing the transfer of $56,572 from the electric facilities fees to the general fund; Director White seconded the motion and asked that the Board be provided with a copy of the resolution. ROLL CALL: all Directors, aye. SO RESOLVED. RESOLUTION ADOPTING AMENDED BY-LAWS FOR THE TDPUD FINANCING CORPORATION Director Maass moved, and Director White seconded, that the Board adopt Resolution No. 8831 approving the amended by-laws of the Truckee Donner Public Utility District Financing Corporation. ROLL CALL: all Directors, aye. SO RESOLVED. RESOLUTION AUTHORIZING CALL FOR BIDS ON POLES Director Maass moved that the Board adopt Resolution No. 8832 approving specifications and calling for bids on poles. (The bid opening is 11:00 A.M. on November 9. ) Director White seconded the motion. ROLL CALL: all Directors, aye. SO RESOLVED. 2 CONSIDERATION OF SCOPE OF SERVICES FOR AN AUDIT OF PERFORMANCE OF JOE SUTER CONSTRUCTION COMPANY IN CONSTRUCTION OF HIRSCHDALE WATER SYSTEM The Board reviewed the draft scope of services for a performance audit of Suter Construction Company in relation to the Hirschdale water system improvements and Director Sutton suggested several additions. Director Maass said he would like a few questions answered and thought an independent audit would be appropriate. He indicated he'd like to make certain the residents of Hirschdale get what they pay for. He moved that the Board authorize the scope of services as amended by Director Sutton, and request proposals for the audit with the District to bear the expense; Director White seconded the motion and asked that the Board be copied with the amended scope of services. ROLL CALL: all Directors, aye. SO MOVED. MARTIS VALLEY SUBSTATION ACCESS AND ONSITE PAVING PROJECT - CONSIDERATION OF CHANGE ORDER Consulting Engineer Sauers reviewed the contract change order for the access and onsite paving at the Martis Valley Substation, which increases the total contract price by approximately 2%. He recommended approval. Director Maass moved, and Director Aguera seconded, that the Board approve Granite Construction Company's contract change order in the amount of $837. ROLL CALL: all Directors, aye. SO MOVED. Director Sutton noted that at the last meeting she asked if she should disqualify herself from voting on this matter since her company bid on the project. Counsel assured her that there was no conflict and it was not necessary. HIRSCHDALE WATER SYSTEM IMPROVEMENTS - CONSIDERATION OF CHANGE ORDER AND PROGRESS PAYMENT - CONSIDERATION OF RESOLUTION APPROVING AND ACCEPTING THE PROJECT AND DIRECTING THE FILING OF THE NOTICE OF COMPLETION Consulting Engineer Dan Cook reviewed the previous payments made to Joe Suter Construction, $341, 318.07. The balance due, the total cost of work performed less the retention and previous payments, is $42, 164.92, taking into consideration the three proposed change orders, he said. Mr. Cook explained Change Order No. 6 in the amount of $4, 148.76, for relocation of the well and pump house and Change Order No. 7 in the amount of $36,296.66, for paving of the Hirschdale roads that failed during the installation of the water facilities. He said that the failure was not caused by oversized equipment. (A 40,000 pound John Deere with street tracks was used) . After the /00"- pipe was in place, the installation and moving of the compacting 3 materials caused the failure; the kneading action of the large wheels of the front end loader also resulted in some damage, Mr. Cook said. He went on to say that the size of equipment was not specified in the contract. The County does not allow street tracks to be used on roads maintained by the County unless previously approved by the County. This backhoe was used throughout the Glenshire project with the approval of the County. Mr. Cook explained Change Order No. 8 in the amount of $2, 002.67 for costs the contractor allegedly incurred as a result of stopping the work and restarting the work due to deferred Progress Payment No. 6 in June of 1988. Director Maass said he thinks the Board should defer Change Orders 7 and 8 until after the audit has been performed. Counsel Phelps noted that the ramifications of not approving the change orders can be discussed in closed session. Director Maass moved that the Board reject Contract Change Order No. 8; seconded by Director Sutton. ROLL CALL: all Directors, aye. SO MOVED. Director Maass moved that the Board approve Contract Change Order No. 6 in the amount of $4,148.76. Director Sutton seconded the motion. ROLL CALL: all Directors, aye. SO MOVED. Director Maass moved that the Board suspend consideration of Contract Change Order No. 7 and authorize the auditors, in their scope of work, to look into the paving of the roads that failed during the installation of the water facilities. Director White seconded the motion. ROLL CALL: all Directors, aye. SO MOVED. The draft resolution approving and accepting the Hirschdale water system improvements and directing the filing of the notice of completion, which was prepared by the Secretary, was reviewed and several changes were made. Thereafter, Director Maass moved that the Board adopt Resolution No. 8833 as amended; Director White seconded the motion. ROLL CALL: all Directors, aye. SO RESOLVED. There was some discussion and it was decided that the resolution should be sent to Jess Morehouse of the State Department of Health Services for his endorsement prior to recording the notice of completion with the County. Consulting Engineer Cook said he would make appropriate adjustments to the Progress Pay Estimate reflecting action taken by the Board on the change orders, and ask for consideration after the next item. DISCUSSION WITH REPRESENTATIVES OF TRUCKEE SANITARY DISTRICT Director Adkerson and Manager Jack Marquette of the Truckee Sanitary District were present in the audience. Mrs. Adkerson noted that the TSD undertook a significant project in severing 4 -- Glenshire and Devonshire between 1985 and 1988. The project resulted in a greater tax base than the Truckee area would have without this special assessment district. To accomplish the project within the time frame, Mrs. Adkerson said, the Sanitary District focused all its time and energy upon the securing of grant funding. Nevada County has now indicated that the "window" has passed which would allow the Sanitary District to receive its portion of the new revenues generated by the project. She asked for the PUD's support in this endeavor. After some discussion, Director White moved that the District send a letter in care of the Truckee Sanitary District to the Board of Supervisors requesting a review of the ad valorem tax window and deadline as regards the annexation of Glenshire/Devonshire. Director Sutton seconded the motion. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF PROGRESS PAYMENT - HIRSCHDALE WATER SYSTEM IMPROVEMENTS Mr. Cook presented an amended progress pay estimate in the amount of $3,865.59 to the Board on the Hirschdale water system improvements. Director Maass moved that the Board approve payment to Joe Suter in the amount of $3,865.59; seconded by Director White. ROLL CALL: all Directors, aye. SO MOVED. CLOSED SESSION The meeting was adjourned to closed session at 8:47 P.M. Counsel Phelps announced that the Board would discuss pending litigation pursuant to Government Code Section 54956.9 (a) , the District's groundwater litigation with Nevada County, and to discuss the potential purchase by the District of the Joerger well, in order to come up with instructions for the District's negotiator, Manager Holzmeister. RETURN TO PUBLIC SESSION The Board returned to public session at 10:30 P.M. Director Maass advised that the Board discussed several matters relative to the groundwater suit with Nevada County with Special Counsel. There was no action taken. Also discussed during closed session was the Joerger well. Director Maass reported that the Joerger family approached the PUD regarding selling the well near the airport; the District indicated it would like to discuss the matter with them. In the meantime, the Airport District was approached by the Joerger family and has made an offer to purchase the well. 5 Director Maass moved that the Board instruct the Manager to inform the Joergers that this District appreciates the kind offer to talk to them about the purchase of the well, but that the Board has chosen to defer to the Airport District. The motion was seconded by Director Sutton. ROLL CALL: all Directors, aye. SO MOVED. ADJOURNMENT There being no further business before the Board, Director Maass moved that the meeting be adjourned at 10:32 P.M. ; Director Aguera seconded the motion. All Directors, aye, by voice vote. SO MOVED. TRUCKE R P BLIC TILITY DISTRICT 1r1 � John Corbett, Presid nt Pre: red by Susan M. Craig, Deputy District Jerk sme 6