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HomeMy WebLinkAbout1985-12-02 Min - Board REGULAR MEETING December 2, 1985 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by Vice President Maass at 7:02 P.M. in the TDPUD Board Room, ROLL CALL: Directors Cooley, Hamilton, Maass and Directors Elect Corbett and Sutton were present. EMPLOYEES PRESENT: Ron Reynolds, Tom Buckhouse, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: District Engineer Keith Sauers and Counsel John M. Phelps were present. OTHERS PRESENT: Among those present in the audience were Robert F. French, C. R. VanLandingham, Chris Beckman, Shane Smith, Megan Meschery and Anna VanProoyen, SPECIAL BUSINESS - ACCEPTANCE OF ELECTION RESULTS - ADMINISTRATION OF OATH OF OFFICE - ELECTION OF OFFICERS - Director Hamilton moved that the Board accept the results electing John L. Corbett and Pat Sutton to the Board of the TDPUD; seconded and passed unanimously by voice vote. The oaths of office were administered to Mrs. Sutton and Mr. Corbett by the Clerk of the Board, Peter Holzmeister. Director Maass turned the Chair over to Mr. Holzmeister, who explained the procedure for nominating and electing officers. For President, Director Hamilton nominated James A. Maass. There were no other nominations, and Director Sutton moved that the Board cast a unanimous ballot for Mr. Maass; seconded by Director Hamilton. SO MOVED by voice vote. Mr. Holzmeister stepped down from the chair and turned the gavel over to President Maass. Director Hamilton moved that John Corbett be nominated for Vice President. Nominations were closed and Director Sutton moved that a unanimous ballot be cast for Director Corbett; seconded by Director Hamilton. SO MOVED by voice vote. Director Corbett nominated Dan Cooley for Treasurer. Director Hamilton moved, and Director Sutton seconded, that a unanimous ballot be cast for Director Cooley. SO MOVED by voice vote. APPROVAL OF MINUTES Director Hamilton moved, and Director Corbett seconded, that the minutes of -1- October 25, 1985 be approved as written. Director Sutton advised that she would not be voting on approval of the minutes for meetings prior to her taking office. SO MOVED by voice vote. Director Corbett moved that the minutes of November 4 , 1985 be approved after correction of a typographical error on page 4; seconded by Director Hamilton and passed by voice vote, with Director Sutton abstaining. Several corrections to the draft minutes of November 18, 1985 were suggested by Counsel and Director Corbett. Thereafter, Director Hamilton moved, and Director Corbett seconded, that the Secretary be directed to prepare the minutes of November 18th in final form including the recommended amendments. SO MOVED by voice vote, with Director Sutton abstaining. STATEMENT OF GENERAL FUND AND BILLS FOR APPROVAL The Chairman advised that Mr. Holzmeister is recommending approval of the bills presented with the exception of the Arthur Andersen & Company bill. A representative of Arthur Andersen will be present at the next regular meeting to explain their report on suggested changes in bookkeeping procedures, and the bill will be considered at that time. Several questions relating to the checks preauthorized by the Board were answered , and the related policy was explained to Director Sutton, Mr. Holzmeister was asked to provide a description of the survey and design work being paid by check numbers 9850 and 9851. He also explained the transfer in the amount of $24,354.03 from the Water Revenue account listed on the Statement of General Fund. Director Corbett moved, and Director Cooley seconded, that the Board authorize payment of the bills presented for consideration with the exception of the Arthur Andersen & Co. ROLL CALL: all Directors, aye. SO MOVED, MANAGER'S REPORT Electric growth and demand comparison Mr. Holzmeister compared growth and demand trends in the District which have a bearing on decisions made by the Board. He noted the following statistics: a) New electric service requests, including commercial - 620 in 1981 , 285 in 1982, 293 in 1983, 418 in 1984, and 305 in 1985; b) Increases in peak demand - 1981 - 159690 KW, 1982 - 189594 KW I, 1983 - 18,093 KW, 1984 - 189054 KW and 1985 - 20,324; c) Increase in kilowatthour sales - 1980 - 65,547 ,372, 1981 - 66,796,873, 1982 - 70,267 ,923 , 1983 - 69,368,336 and 1984 - 72,713,277. Mr. Holzmeister noted a booklet showing the relationship between the growth and demand trends will be prepared for the Directors. Employees Christmas party Counsel Phelps stated that his firm paid $100 to the band for performing at the employees last Christmas party. This year the employees have asked Katie Simon's band to provide the music; the band is available for $450. On behalf of Porter, Simon, Graham and Phelps, Mr. Phelps offered to cover this cost if the Board is in agreement. -2- Director Sutton noted her concern about the District paying for an employees' party. She stated she feels it is contrary to what is happening in public agencies and private companies in the area and, in her opinion, is not really the kind of thing on which public money should be spent. She noted that from approximately 12 years ago up until 1983, the Board and Manager donated funds for an employee Christmas party. She moved that each Board member and the Manager contribute $100 towards the expense of an employee party. MOTION DIED for lack of a second. With respect to Counsel's interpretation that an employee party is a legitimate benefit permissible by law and competitive with private industry, Director Sutton stated local city and county opinions are contrary to this interpretation. Mr. Phelps provided the Manager, Directors, and David Toussaint of the Sierra Sun with copies of a California Appellate decision supporting his opinion. Mr. Holzmeister mentioned the benefit of employees, management and Board members getting together socially, and President Maass stressed the importance of maintaining good employee morale. Director Hamilton moved, and Director Corbett seconded, that the Board reaffirm its decision to fund the employee Christmas party and accept the generous offer of Porter, Simon, Graham and Phelps to pay for the music. Director Sutton questioned what the District's liability would be if someone was injured or died on the way to or from an official TDPUD party, and Counsel noted he would have to research the matter. ROLL CALL vote on the motion: Cooley, Corbett and Hamilton, aye; Sutton, no; Maass, aye. SO MOVED. By consensus, Counsel Phelps was directed to advise the District with respect to liability surrounding an official function. The District's Engineer, Keith Sauers, asked that he be permitted to make a donation to the employees' party; the Board thanked him and accepted his offer. PUBLIC INPUT There was no public input. CORRESPONDENCE The Chairman noted that another letter was received from Richard Fambrini, and it seemed obvious the District's response to his previous letter hadn't been delivered as yet. COHNITTEE REPORTS President Maass advised that the committees have not been very active the past several months. Since many areas of concern are not easily classified as either Water or Electric Committee matters , Mr. Holzmeister has suggested ad hoc committees be appointed as things come up. The Board voiced no objections. SKISLOPE PIPELINE REPLACEMENT - CONSIDERATION OF CONTRACT CHAFE ORDER OF HALL'S EXCAVATING -3- District Engineer Sauers summarized the history of the Skislope pipeline replacement contract - the award was made in September; the notice to proceed was issued on October 1st; a pre-construction meeting was held October 3rd; materials were delivered by October 7th; and the District had the pipe in use on October 23rd. The project is 68% complete; the service lines and paving will be done in the spring. Mr. Sauers suggested the Board approve changes as follows: $593.70 for furnishing and installing a gate valve to isolate the active pipeline during the new construction; $287 for furnishing and installing additional water main, as the actual field measurement exceeded the bid schedule quantity; revise the contract to provide for a 5% retention rather than 10% retention; and that work proceed following the winter season upon notice being issued by the District, and that contractor be allowed 36 days from the date of said notice to complete the work. After some discussion it was decided not to amend the percentage of retention, but the Board seemed in agreement that interest should be paid on the amount retained. Director Hamilton moved, and Director Corbett seconded, that the Board approve Contract Change Order No. 1 , with the exception of changing the retention amount which will remain at 10%. ROLL CALL: all Directors, aye. SO MOVED, SASSARINI REQUEST FOR PURCHASE OF LAND - POSSIBLE DIRECTION Manager Holzmeister stated Mr. Sassarini has requested that he be allowed to purchase AP#19-130-26. His interest relates to the fact that he has no access to the County road in front of his house, he would like to have more room for a garden and to stack wood , and Hilltop is using the subject parcel as a cross-country trail which threatens a stone wall on his property. Staff has recommended that, rather than sell the parcel, Mr. Sassarini be granted an access easement across the entire front of his parcel giving him legal access from the County road to his home, and revocable permission to stack wood and have a garden on the parcel. It was noted that there is a pole and guy wire on the parcel. If the Hilltop cross-country ski course directs skiers over the parcel , there could be resultant damage. Mr. Holzmeister suggested the PUD write to the ski school and make it known that they must get approval before using District land for a ski trail. It should be made clear that the District objects to the current trail because of the potential hazard. Prior to granting approval, the PUD should require that Hilltop be properly insured and won't cause any problems for the neighbors. Director Corbett moved, and Director Hamilton seconded, that the survey and documents necessary to grant an easement over AP# 19-130-26 to Nick Sassarini be prepared at Mr. Sassarini 's expense for consideration by the Board. All Directors , aye, by voice vote. SO MOVED. There was some discussion regarding a similar situation next door and to the east of Mr. Sassarini, F By consensus, the Board directed the Manager to advise the Hilltop Ski School to cease using AP# 19-130-26. -4- CONSIDERATION OF AUTHORIZING SUBSTITUTION OF ATTORNEYS President Maass explained that the substitution of G. Richard Brown for John M. Phelps as District representative in the Ward case is necessary because of a conflict of interest on Mr. Phelps' part. G. Richard Brown has come highly recommended by both Mr. McDonough and Mr. Perrault. Director Corbett moved, and Director Hamilton seconded, that the District be authorized to execute the Substitution of Attorney form. ROLL CALL: all Directors, aye. SO MOVED. AUTHORIZATION TO EXECUTE DEED TRANSFERRING GATEWAY TANK SITE TO THE JOSEPH FAMILY Mr. Holzmeister summarized prior discussion regarding the transfer of the Gateway tank site to the Joseph family, and noted the title insurance policy would be provided to the PUD prior to execution of the grant deed. The proposed resolution was reviewed, and it is to be changed to read ". ..satisfactory title insurance policy naming the Truckee Donner Public Utility District as insured;" rather that "...a title insurance policy in the amount of Five Thousand Dollars naming the TDPUD as insured." Director Corbett moved , and Director Cooley seconded, that the Board adopt Resolution No. 8545 authorizing execution of a grant deed to Roxie Archie and Victoria McIver. ROLL CALL: all Directors , aye. SO RESOLVED. At this point in the meeting, approximately 7:30 P.M. , Director Hamilton left. DELEGATIONS FROM THE BOARD TO THE GENERAL MANAGER Manager Holzmeister briefly summarized the draft delegations from the Board to the General Manager , and noted there have been no changes since the last meeting. Director Sutton noted she would like clarification on several items, and asked that the matter be put over until after she has had an opportunity to discuss the draft with the Manager. The Board agreed and the matter was tabled to the December loth meeting. CONSIDERATION - RESOLUTION OF APPRECIATION FOR L. MARTIN DUFFY After review of the draft , Director Corbett moved that the Board adopt the special resolution of appreciation for L. Martin Duffy; seconded by Director Cooley and passed unanimously. ACCEPTANCE OF THE AIRPORT SELF STORAGE PROJECT AND TRUCKEE BUSINESS PARR PROJECT With respect to Airport Self Storage, the electrical conduits and substructures and the water distribution system have been inspected and tested. They were found to conform to the plans and specifications as approved by the District. District Engineer Buckhouse recommended that the Board accept for operation and maintenance the electrical and water distribution systems and authorize staff to 00^ provide power and water service to the portion of the project that has been completed. When all phases of the project are done, full acceptance by the District will be requested. -5- Counsel Phelps advised that he represents one of the joint venturers in the Airport Self Storage project in matters unrealted to the District. There was some discussion of the inadequate language for some types of development in the District' s standard agreement , and the possibility of correcting it for future similar situations. The Chairman noted that the "boiler plate" contract should be reviewed and changed to fit each developer, and Mr. Holzmeister advised that staff is currently reviewing the entire development agreement procedure and will present their recommendations to the Board for consideration. Director Corbett moved that the Board accept the completed portions of the water and electric distribution systems of the Airport Self Storage project and Truckee Business Park project for operation and maintenance. Counsel Phelps clarified that the maintenance bond on these facilities will expire one year from the date the project is accepted for operation and maintenance, not the date of acceptance of the entire project. District Engineer Buckhouse noted that further development of the projects will require additional development agreements. He also advised that the facilities are located within both private and public rights of way; easements have been secured to cover the District's interests. The motion was duly seconded. Director Sutton stated that she has reservations about accepting the facilities as she is not familiar with all the details. Voice vote: all Directors , aye, with Director Sutton abstaining. SO MOVED. Employee Christmas party Director Sutton contributed $100 towards the employee Christmas party. Special congratulatory resolution for ex-Director Doug Hatch Director Sutton advised that ex-Director Doug Hatch is retiring from the Forest Service; there will be a dinner on December 7th, and she moved the Board pass a special congratulatory resolution. The motion was seconded by Director Maass and passed unanimously by voice vote. SO RESOLVED. Water quality In response to Director Sutton's question, the Manager and Mr. Sauers explained that a water quality problem thought to have been resolved several months ago has reoccurred and required treatment with chlorine. The Northside Well began showing signs of bacteria two weeks after the October chlorination was stopped. The well was taken out of service immediately after tests returned showing signs of the bacteria, and chlorine was added to the water before the well was put back into service. Several modifications were made to the well in an attempt to identify the source of the bacteria. Until the source has been identified and removed, the District will continue adding chlorine to the water supply. The water is safe to drink now that the chlorine has been added. Mr. Sauers noted that this strain of bacteria is not particularly dangerous. As required by the State, letters informing the customers of the water quality problem were mailed on November 27th. -6- Other water purveyors in California have also been experiencing reoccurrences of this particular bacteria. The District is working with the State Health Department to solve the problem, and will continue monitoring the water supply on a weekly basis until the problem has been solved. CLOSED SESSION No closed session was held. ADJOURNMENT There being no further business before the Board, Director Corbett moved that the meeting be adjourned; seconded by Director Cooley. All Directors, aye, by voice vote. SO MOVED at 9:32 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT mks A.7aass, resident Prepare by: Susan M. Craig, Deputy Distr t Clerk -7-