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HomeMy WebLinkAbout1988-06-06 Min - Board REGULAR MEETING June 6. 1988 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Corbett at 1:08 P.M. in the TDPUD Board Room. ROLL CALL: Directors Aguera, Maass , Sutton, White and Corbett were present. EMPLOYEES PRESENT: Debi Black, Mary Chapman, Paul Colburn, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Counsel James Porter and Engineer Keith Sauers. OTHERS PRESENT: Among those present in the audience were Staci Landini, Annette Barraza, Bret Wi ghtman, Jan Bess , Mike Stanley, LuAnn Schroeder, Aaron Schwier, Dom Gay, Patty Allen, Scott Ramie , Brian Dalbol , ,Tan Marquardt, Steve Holmquist, Wade Posten, Brian and Adam Sobl air, Mike Mikey,, Tanna Brennon, Elie Bilstein , Tony Rivara, Bob Jones , Skylo Dangler and Karl Kut to 1. APPROVAL OF MINUTES Director Corbett stated he would like to listen to the tapes of both the May 2 and May 16 meetings and asked that consideration of the minutes be put over. Director Sutton asked that the correction on page 8 of the May 2 minutes be highlighted; she also suggested several corrections to the May 16 minutes. STATEMENT OF GENERAL FUND AND BILLS FOR APPROVAL Director Maass stated he thinks the Tou the Ross bill should not be considered until the audit is complete, and moved that the bills presented for consideration be approved for payment with the exception of that bill; Director White seconded the motion. There was a question concerning the $4 ,029.69 bill from HydroSearch, and the Manager advised the charges were for consulting services relating to the Gardai well in addition to other matters; he said he will provide a breakdown of the charges to the Directors. All Directors voted in favor of Director Maass` motion. SO MOVED. MANAGER'S REPORT — POSSIBLE DIRECTION Clean Water Act Mr. Holzmeister provided the Board with a copy of the recently enacted Safe Drinking Water Act of 1986. He referred the Directors to the section that ^ requires disinfection of all public water systems and to the compliance -1- schedule prepared by Camp Dresser and McKee, which calls for the promulgation of regulations requiring disinfection by June 19, 1989 and the effective date of the regulations to be December 1 , 1990. There was some discussion, and it was noted the District may want to comment on the draft and possibly request a waiver or variance. Financial statements The Manager advised that financial reports through April have been provided to the Board. With the audit essentially complete , Mr. Holzmeister said the balance sheet and income statement should be current every month. Status report on 1.9 acres A copy of the letter from Raymond Vail and Associates confirming the ownership by the County of the parcel to the east of the District's 1.9 acres was copied to the Board. There was some discussion and questions relating to the property. Director Sutton asked that the Board be copied with the preliminary title report. Director Maass moved that the Board authorize the Manager to copy the Board with the title report and with information on the land next to the 1.9 acre parcel; seconded by Director Agora. All Directors, aye, by voice vote. SO MOVED. (Please see minutes of July 5 , 1988 at which time the Board ratified direction given during closed session on June 6 for the Manager to obtain title reports on the 1.9 acre parcel as well as the adjoining parcel.) Lead notification Mr. Holzmeister noted that District water has no detectable levels of lead; however, water utilities in the country must particivate with requirements of the USEPA and notify all water customers of the potential sources and adverse health effects of lead in drinking water. Pamphlets, which will include specific information about the PUD water system, have been ordered from the American Water Works Association and will be provided to all customers. 1.9 acre parcel Relating to the possibility of the District carrying financing on the 1.9 acre parcel, Director White asked that the matter be placed on the agenda for consideration. PUBLIC INPUT There was no public input. CORRESPONDENCE -2- There was no correspondence discussed by the Board. COMMITTEE REPORTS Finance Committee Director White advised that minutes from the last meeting of the Finance Committee have been provided to the Directors. PROSSER HEIGHTS WELL -- STATUS REPORT - CONSIDERATION OF PROGRESS PAY ESTIMATE A14D CONTRACT CHANGE ORDER Engineering Consultant Sauers reported that, as of this date, the Prosser Heights Well pump has been installed, water quality standards have been met , and water is going through the Prosser Heights and Prosser Lakeview system. Mr. Sauers presented Periodic Estimate for Partial Payment No. 1 in the amount of $34,407 , and noted the contract is 92% complete. The contractor has used 65 days of the 120 day construction period., Director Maass moved, and Director White seconded, that the Board approve Partial Payment No. 1 in the amount of $34,407. ROLL CALL: all Directors, aye. SO MOVED. Contract Change Order No. 2 was considered, and Mr. Sauers advised that it includes modification to the pump motor starter which will allow the load to come on line on the electrical system without being noticed by other electrical customers , and instructions to the contractor allowing reuse of the discharge column pipe from the prior installation. Director Maass moved that Contract Change Order No. 2 in the amount of $3,731 be approved; seconded by Director White. Director Sutton said it is obvious the two items mentioned in the change order have already been done and asked that the Board be informed of these matters in. advance. ROLL CALL vote on the motion approving the change order: all Directors, aye. SO MOVED. HIRSCHDALE WATER SYSTEM REHABILITATION - STATUS REPORT - CONSIDERATION OF PROGRESS PAY ESTIMATE AND CONTRACT CHANGE ORDERS Director Maass suggested that the Manager provide a copy of Consulting Engineer Sauers' summary letter on the Prosser Heights Well pay estimate and change order to Barry Tippin of Cook Associates avid request he provide similar summaries to aid the Board in making decisions. Mr. Holzmeister presented the periodic pay estimate of Joe Suter in the amount of $160 ,421 .98 and two change orders relating to repair and a reconstruction of the pumphouse and tank site access road and placement of sand in the Rivara easement. After some discussion, the Board put the -3- /00.� matter over until a representative of Cook Associates can be present to answer questions regarding the Hirschdale project. CONSIDERATION OF DISTRICT'S CONSM ER DEPOSIT POLICY Office Supervisor Chapman noted that the Board directed a draft policy concerning consumer deposits be prepared. The procedure as proposed is to accept a letter of credit history from a previous utility in order to pay a reduced deposit; the amount of the deposit collected will be reduced to the highest monthly bill from the previous year; the deposit will be held for one year. Mrs. Chapman said that as part of the month-end process the District runs a program that identifies all of the deposits that have been on file for greater than two years where the payment record meets the credit requirements. A list is printed and two-year refunds are processed. It is not possible to key in the fact that a customer has a letter of credit history on file. Therefore, Mrs. Chapman said, the deposit program would have to be modified to include a new field and to allow for some customers to receive their deposit after one year and others after two years. Orcom estimates the cost of modifying the files and. programs to be $1 ,500. There would also be ongoing operating problems for the staff, she said. Director Maass noted he thought there had been a misunderstanding as it is the Board' s intent to shorten the time the deposit is held for all customers from two years to one year. The matter was put over and staff was directed to prepare the policy in final form for Board consideration. CONSIDERATION OF DISTRICT'S INSURANCE CLAIM POLICY Mary Chapman reviewed the procedure presently followed for handling bodily injury and property damage claims against the District. She indicated it would be helpful for the Board to approve an updated written procedure. After some discussion, Director Maass moved that Mrs. Chapman prepare a draft policy with the assistance of appropriate counsel and the General Manager seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED, CONSIDERATION OF DURLAND PETITION FOR EASEMENT ABANDOMMENT IN TAHOE DONNER (AP#44-410--58 AND 59) Engineering Technician Black advised that staff has reviewed the request of the Durlands for the abandonment of unused easements in Tahoe Donner and recommends the District release its interest in the side lot line easements and retain the remaining side, front and rear easements. Director Maass moved, and Director Sutton seconded, that the petition of -4- William and Iris Durland be approved. ROLL CALL: all Directors, aye. SO MOVED, DISCUSSION AND POSSIBLE ACTION RE TRUCKEE CEMETERY DISTRICT LETTER OF APRIL 209 1988 The letter from the Truckee Cemetery District Water Sub-committee dated April 20, 1988 states they do not want to resort to a court decision over the alleged "gentlemen's agreement" of past years. They are urging the PUD to consider non-metering of water used at the cemetery, a prorated monthly charge with reasonable yearly increases, and further investigation into formation of a special irrigation charge. Manager Holzmeister reported that extensive research has been conducted and no reference to an agreement between the Cemetery District and PUD has been found. He indicated the PUD's Water Committee is interested in developing an irrigation rate that could be applied to the Cemetery District as well as golf courses in the area. After some discussion, Director Maass moved that, with the understanding that the Water Committee will look at establishing irrigation rates, the Board deny the claim of a "gentlemen's agreement" between the Cemetery District and PUD relative to non-metered water rates; seconded by Director White. ROLL CALL! all Directors, aye. SO MOVED. Karl Kuttle , present in the audience, asked to be noticed of the Water Committee meeting, g RESOLUTION DIPLEMENTING AND FIXING ELECTRIC AND WATER STANDBY CHARGES PURSUANT TO ORDINANCE NO. 7501 FOR THE FISCAL YEAR 1988-89 Director Maass moved, and Director Sutton seconded, that the Board adopt Resolution No. 8813 implementing and fixing electric and water standby charges pursuant to Ordinance No. 7501 for the fiscal year 1988-89. ROLL CALL: all Directors , aye. SO RESOLVED. RESOLUTION FIXING AND PLACING ELECTRIC AND WATER STANDBY CHARGES ON DISTRICT TAX ROLL FOR COLLECTION BY THE COUNTIES OF PLACER AND NEVADA Director Maass moved, and Director White seconded, that the Board adopt Resolution No. 8814 fixing and placing electric and water standby charges on District tax roll for collection by the Counties of Placer and Nevada. ROLL CALL: all Directors, ape. SO RESOLVED, RESOLUTION DECLARING CERTAIN LIGHT POLES SURPLUS AND FINDING THEM TO BE OF NO VALUE TO THE TDPUD Regarding Mr. Phelps' letter advising that Porter, Simon, Graham and Phelps are General Counsel to the Recreation and Park District , Director Maass said he saw no problem with a possible conflict of interest (since the Park District did not consult them on this matter). -5- Director Maass moved, and Director Sutton seconded, that the Board adopt Resolution No. 8815 directing that surplus property be transferred to the Truckee Donner Recreation an(! Park District. ROLL CALL: all Directors, aye. SO RESOLVED. RESOLUTION AUTHORIZING INVESTMENT OF TDPUD MONIES IN LAIF AND RESCINDING RESOLUTION NO. 8721 The Board briefly reviewed a draf t resolution which would change the designated officers or employees authorized to order the deposit or withdrawal of monies in the Local Agency Investment Fund and determined that no change is necessary. RESOLUTION AUTHORIZING LAIF MIRE TRANSFERS The transfer of deposited funds of the District by wire through Truckee River Bank was discussed, and Directors White and Sutton expressed their concern with the procedure. The Office Supervisor explained that the District has followed this procedure for many years; however, the bank is now requesting a resolution outlining the procedure in writing. It was decided that the General Manager, Finance Supervisor and Deputy District Clerk be authorized to act on behalf of the District with respect to transferring deposited funds by wire. Director Maass moved, and Director Sutton seconded, that the Board adopt Resolution No. 8816 authorizing wire transfers. ROLL CALL: Aguera, aye; Maass, aye; Sutton , abstain; White, no; Corbett, aye. SO RESOLVED. RESOLUTION CLARIFYING FUNDS COLLECTED FOR FUTURE WATER METERS Manager Holzmeister stated that Counsel Phelps prepared a draft resolution clarifying District policy regarding funds collected for future water meters based on discussion held at the audit workshov. Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 8817 clarifying District policy regarding funds collected for future water meters. ROLL CALL: Aguera, aye; Maass, aye; Sutton, abstain; White, aye; Corbett, aye. SO RESOLVED. Director Sutton stated she abstained from voting because she has reservations about changing policies retroactively to satisfy the auditors; the report reflects the contents of the resolution retroactively to January 1 , 1987. Her abstention, she said, has nothing to do with clarification regarding funds collected for future water meters, but the fact that the auditors changed the policy retroactively. At this point she asked that her vote on the resolution be changed to "no," rather than an abstention. CONSIDERATION OF POLICY CONCERNING INTERVIEW COSTS/MOVING EXPENSES -6- Director White, member of the Finance Committee, requested some Board direction concerning formation of a policy governing payment of interview costs and moving expenses. The Finance Committee is recommending that expenses be paid for a maximum of the final three candidates, and that these expenses be controlled by the PUD. Moving expenses would be limited by weight to be transported, comparison moving bids , per diem and travel days required; they would not include temporary housing, storage of household goods , expense for buying or selling residences. Director Maass expressed concern about paying a per diem rate, and the Board discussed the possibility of putting a cap on the expenses related to moving. Director Sutton stated she is violently opposed to paying interview costs and moving expenses for candidates for public employment. She said she will vote "no" on any related policy, but said she does think it is better to have a policy so it does not have to be discussed each time a position is being filled. Director Maass moved that the Board tentatively approve Item 1 as proposed by the Finance Committee - paying expenses for a maximum of the final three candidates , with such expenses being controlled by the PUD; and that Item 2 relating to moving expenses be refined by the Committee and brought back to the Board for discussion. The motion was seconded by Director Aguera. ROLL CALL: Aguera, aye; Maass, aye; Sutton, no, stating she does not believe in paying interview or moving expenses; White, aye; Corbett, aye. SO MOVED. CONSIDERATION OF CHECK SIGNING POLICY After its investigation of the District several years ago, the Nevada County Grand Jury suggested the Manager and Finance Officer of the District be authorized to sign checks. Mr. Holzmeister noted that the Board previously authorized the Manager to sign payroll and consumer deposit refund checks. Now, the Finance Committee is recommending the Board authorize the Finance Supervisor to review and certify for payment to the General Manager Board pre-authorized invoices for $1 ,000 or less to any one vendor in any one month; and that the General Manager review such invoices and be authorized to counter.-sign checks. Director Sutton stated she is concerned that the Board doesn't approve bills any longer. Also, she said she is concerned that the Board has delegated so much authority to the Manager and staff and is now thinking about delegating more authority. She said she thinks having the Manager sign payroll and consumer deposit refund checks is okay, but has a problem with delegating everything. Director Sutton further noted that she doesn't think. the District has to follow every suggestion made by the Grand Jury, Finance Supervisor Colburn noted that the auditors carefully check the -7- District's internal controls. Director Maass said he feels the policy as it stands is adequate and moved that no change be made; seconded by Director Sutton. ROLL CALL: Aguera, aye; Maass, aye; White, no; Sutton, aye; Corbett, aye. SO MOVED. CONSIDERATION OF DISTRICT'S CONSU14ER DEPOSIT POLICY Office Supervisor Chapman clarified with the Board that deposits for all residential customers would be held for a period of 12 months rather than 24 months , and that the policy concerning commercial accounts would not be amended. CLOSED SESSION The meeting was adjourned to closed session at 9:09 P.M. for the purpose of discussing the sale of the 1.9 acre parcel on the corner of Highway 89 and Donner Pass Road with Bob Jones, the District's agent, and Skylo Dangler pursuant to Government Code Section 54956.8. Mr. Holzmeister mentioned he would also like to discuss an accident concerning personal injury to a member of the general public. RETURN TO PUBLIC SESSION The meeting was returned to public session at 10:38 P.M. There was no action taken as a result of closed session. ADJOURN14M There being no further business before the Board , Director Aguera moved that the meeting be adjourned; seconded by Director White. All Directors, aye, by voice vote. SO MOVED at 10:39 P.M. TR CKEE PUBLIP UTILITY DISTRICT Jo L6 Corbett, P esident � Jam. P e p ared by ..��.._.., . •✓:L. re Susan No Craig, Deputy District Cler 5d.14 -8-