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HomeMy WebLinkAbout1988-06-20 Min - Board REGULAR MEETING June 20, 1988 The regular meeting of June 20, 1988 was called to order by President Corbett at 7:08 P.M. in the TDPUD Board Room. ROLL CALL: Aguera, Maass, Sutton, White and Corbett. EMPLOYEES PRESENT: Tom Buckhouse , Paul Colburn, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Counsel John Phelps, Engineering Consultants Dan Cook and Keith Sauers. OTHERS PRESENT: Among those present in the audience were George Gardai , John, Miriam and William Minnis , Tony Rivara, Brad Elley and Bob Jones, APPROVAL OF MINUTES Director Maass moved, and Director White seconded, that the minutes of May 2, 1988 be approved as written. All Directors , aye , by voice vote. SO MOVED. Director White moved that the Secretary be directed to prepare the minutes of May 16 , 1988 in final form; seconded by Director Maass. All Directors , aye , by voice vote* SO MOVED, Director Sutton suggested several corrections to the draft minutes of May 231) 1988, and moved that the Secretary prepare them in final form as corrected; seconded by Director White. All Directors , aye, by voice vote. SO MOVED. Director White moved that the minutes of June 6, 1988 be prepared in final form as written; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. BILLS FOR APPROVAL Director White reminded the Manager that he was to provide the Board with a breakdown of the Hydro-Search bill approved at the last regular meeting. The Board was in agreement that the Bi-State Petroleum bill should be included on the list of pre-authorized payments. After several questions were answered, Director Maass moved that the bills presented for consideration be approved for payment. The motion was seconded by Director White, All Directors , aye, by voice vote. SO MOVED, MANAGER'S REPORT Water Quality _1_ Mr. Holzmeister provided the Board with a copy of the bacteriological testing report for the month of May in the packets, and noted no bacteria has been encountered in the District's system. Southside Well The Southside Well, Mr. Holzmeister stated, was taken out of service last year because of a bacteria problem and because water was entering the well from a point approximately 50 feet below the surface. Byron Jackson modified the pump to be water lubricated,, thus eliminating the need for oil. The problem of water entering the well 50 feel below the surface of the ground has not yet been addressed. For use this summer, the pump will be reinstalled and the well can be used to supply water to the Ponderosa Golf Course at a considerable savings in pumping costs. The well could also be used to supplement the domestic supply provided it is chlorinated. Hanging of banners on utility poles for July 4 parade and Truckee's 125th anniversary The Manager advised that the Truckee Donner Recreation and Park District contacted him to ask if the District would allow the hanging of banners on Doles between Westgate Shopping Center and downtown for the July 4th parade and Truckee's 125th anniversary celebration. He explained the danger that can result from attaching objects to the poles. The Park District Superintendent said they would attach a crossarm-like bar to the pole and hang the banner from the bar and would remove the bar after the celebration. Director Sutton noted the District has a policy dating back about ten years prohibiting anything from being attached to utility poles; also, that it is in violation of GO-95. District Engineer Buckhouse said he thinks there is also a similar County ordinance that was passed at the District's request. Director Maass moved that the Board deny the Recreation and Park District's request to hang banners on utility poles for the 4th of July parade and Truckee's 125th anniversary; seconded by Director Sutton. ROLL CALL: all Directors, aye. SO MOVED. PUBLIC INPUT There was no public input. CORRESPONDENCE June 14, 1988 letter fros Modesto Ski Club Mr. Holzmeister noted that the Modesto Ski Club is concerned about the safety of children riding bicycles between their driveway and the PUD -2- parking lot beyond the end of the fence (at the northwest corner of the property). The ski club has asked to enter into an agreement with the District to extend the fence to the street and share the cost. Counsel Phelps said he does not think the District is acknowledging any potential liability by extending the fence. Mr. Holzmeister reported he got a quote from Alpine Fence Company to extend the fence as suggested by the ski club. The total cost would be about $770, and he suggested the District participate. Director Aguera moved, and Director Maass seconded, that the Board approve the request of the Modesto Ski Club to share the cost to extend the fence on the mutual property line at an approximate cost of $770. ROLL CALL: all Directors, aye. SO MONIED. COMMITTEE REPORTS Water Comi.ttee Director Corbett noted the Cemetery District is experiencing a problem with flow to their sprinkler system. A letter was received from the Cemetery District requesting a copy of the June b, 1988 minutes. Director Sutton asked. that the letter be copied to all the PUD Directors. Manager Holzmeister noted that the committee is now discussing the possibility of initiating special irrigation rates that would be applicable to the cemetery and golf courses. He also said that research of the minutes has shown that the easements across the cemetery were given by the Cemetery District to the developer of Olympic Heights, and by the developer to the Truckee Donner Public Utility District. Electric Co�i.ttee The Electric Committee had nothing to report. HIRSCHDALE WATER SYSTEM REHABILITATION Hone school project report by William Minis Director Sutton introduced William Minnis , a student in home school, and noted he was able to observe the Hirschdale project and has prepared a report which he will present to the Board. William explained Hirschdale's problem with water, how the TDPUD became involved and provisions of the Clean Drinking Water Bond Act which allowed funding for the project. He presented pictures and information having to do with the project getting started, equipment digging trenches, problems -3- encountered by the crew, the main line installation, installation of water lines to the houses, the well , pump house and water storage tank. Status report - consideration of progress pay estimate and contract change orders - letter from Joe Suter Construction dated June 9, 1988 Consulting Engineer Dan Cook reported on the status of the Hirschdale water rehabilitation project and reviewed the periodic estimate for partial payment that was due on June 1 , 1988 with the Board. He again went over the January summary of items "as bid" and "as installed" and discussed the proposed change orders. The change order in the amount of $4 ,641 .07 is for the repair and reconstruction of the pump house and tank site access road. He explained that the alternative well site is remotely located from the all-weather highway. Improvements to the now existing road are necessary to allow the PUD operational personnel reasonable vehicular access to the pump and treatment facilities. These roadway improvements were estimated at $7 ,171.95 to the Board in January. The other change order is for placement of sand in the Rivara easement in the amount of $3,756.07. As a condition of the Rivara easement , it was agreed that within his land only sand backfill materials would be used. The agreement was made after the contract was awarded to Joe Suter who bid the Job, planning to use cinder backfill materials. Director Maass moved that the Board approve Joe Suter's Periodic Estimate for Partial Payment No. 5 in the amount of $160,429.98 on the Hirschdale project; seconded by Director Aguera. ROLL CALL: all Directors, aye. SO MOVED. Director Maass moved, and Director White seconded , that the Board approve Contract Change Order No. 4 in the amount of $4 ,641.07 and Change Order No. 5 in the amount of $3,756.07. ROLL CALL: all Directors, aye. SO MOVED. Director White mentioned she has difficulty understanding the accounting format used by Cook Associates in preparing the periodic pay estimates. After some discussion, Director Maass moved that the General Manager be directed to request quotes from independent auditors for the purpose of reviewing the entire Hirschdale project to determine the accuracy of the accounting. Director Sutton asked that this take place before the retention is paid, and seconded the motion. ROLL CALL: all Directors, aye. SO MOVED. Brad Elley, Counsel for Joe Suter , stated that the alleged breach on the part of the District has caused Mr. Suter to incur additional start up costs. He said they would be submitting appropriate change orders to the Board. ACCEPTANCE OF AUDIT -4- The Manager advised that the preliminary audit was modified as suggested by the Board. Director Maass moved that the Board accept the 1987 audit prepared by Touche Ross, and that the appropriate sections be published in the Sierra Sun as required; seconded by Director White. ROLL CALL: Aguera, aye; Maass, aye; Sutton, no; White, aye; Corbett, aye. SO MOVED. CONSIDERATION OF INVOICE FROM TOUCHE-ROSS FOR SERVICES RENDERED IN CONNECTION WITH EXAMINATION OF FINANCIAL STATEMENTS FOR 1987 Director Maass moved that the Touche-Ross bill in the amount of $19,500 for services rendered in connection with examination of the District's financial statements for 1987 be approved for payment; seconded by Director White. ROLL CALL: all Directors, aye, with the exception of Director Sutton, who voted "no." SO MOVED. CONSIDERATION OF CONSUMER DEPOSIT POLICY At the last meeting, the Board clarified changes to the consumer deposit policy - all deposits will be refunded at the end of one year provided that the customer maintains a good payment record; customers who are able to provide a letter of credit history from another utility stating that they 00� have had service in their name for at least 36 months and have paid their bills promptly during that time will only be required to pay a deposit equal to the highest monthly bill at the residence ; a customer can establish credit with the District if he has had service with the District for 12 months and has had a good payment record during that period. The policy of having a co-signer in lieu of a deposit is not to be eliminated. Director Maass moved, and Director White seconded, that the Board approve the consumer deposit policy as presented by the Of fice Supervisor. ROLL CALL: all Directors , aye. SO MOVED, CONSIDERATION OF POLICY CONCERNING INTERVIEW COSTS/MOVING EXPENSES At the last meeting the Board adopted a policy on reimbursement of interview costs but put over the question of reimbursement of moving costs. Mr. Holzmeister suggested that the Board adopt as policy that in negotiating compensation for managerial employees the General Manager include a relocation allowance. The entire compensation package would be subject to approval on a case-by-case basis by the Board. In negotiating a relocation allowance , the Manager would use a cap and require the submission of receipts. Costs associated with sale or purchase of a home or temporary storage of personal items would not be included in the costs subject to reimbursement. Director White noted that the government pays moving expenses on a per pound basis with a cap on the number of pounds; the individual pays all special expenses, -5- A'"� The Board directed that Director White and Manager Holzmeister work together to formulate a policy concerning the payment of moving expenses for management employees. DISCUSSION OF DONNER LAKE UTILITY COMPANY - AUTHORIZATION TO CONSULT WITH BRUCE MCDONOUGH AND TO SEEK ENGINEERING ASSISTANCE CONSIDERATION OF OFFER TO PURCHASE 1.9 ACRE PARCEL LOCATED ON THE CORNER OF HIGHWAY 89 AND DONNER PASS ROAD The Chairman noted these two items would be discussed during closed session. DISCUSSION OF GARDAI WELL - AUTHORIZATION TO SEEK PROPOSALS FOR INDEPENDENT APPRAISAL Mr. Holzmeister noted there could be some advantage to the District owning the Gardai well and letting it sit until the neighborhood near it develops. At that time the well could be enlarged and connected to the District's system immediately adjacent to the well. He said there may also be some justification in acquiring the Joerger well. The Water Committee recommended that the District have a competent independent party conduct an appraisal of the Gardai well for the purpose of setting a price , and perhaps appraise the Joerger well , too. After discussing the matter, Director Maass moved that the Board authorize the Manager to seek proposals from individuals not associated with the District for independent appraisals of certain existing wells. The motion was seconded by Director Aguera. ROLL CALL: all Directors, aye. SO MOVED. PAVING AND GRADING MARTIS 'VALLEY SUBSTATION -- RESOLUTION ACCEPTING ENVIRONMENTAL DOCUMENTS, APPROVING PLANS, SPECIFICATIONS AND CONTRACT DOCUMENTS AND ISSUING A CALL FOR BIDS Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 8818 approving environmental documents, notice of exemption, plans, specifications and bidding documents for access and on-site paving at the Martis Valley Substation. ROLL CALL: all Directors, aye. SO RESOLVED, The bid opening is scheduled for 10:00 A.M. on Tuesday, July 19 , 1988, CONSIDERATION OF RESOLUTION DECLARING D.E.C. COMPUTER SYSTEM SURPLUS AND ISSUING A CALL FOR BIDS Director Maass moved , and Director Sutton seconded, that the Board adopt Resolution No. 8819 declaring the D.F.C. computer equipment surplus and issuing a call for bids. ROLL CALL: all Directors , aye. SO RESOLVED. -6- CONSIDERATION OF RESOLUTION DECLARING UNIT 10 SURPLUS AND AUTHORIZING A CALL FOR BIDS Director Maass moved, and Director White seconded, that the Board adopt Resolution No. 8820 declaring Unit No. 10 surplus and issuing a call for bids. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF CLAIM FOR DAMAGES SUBMITTED BY FRED ELKUS It was noted that the Board has not yet adopted an appropriate policy concerning the handling of claims for damages. Director Maass moved , and Director Aguera seconded that the Fred Elkus claim in the amount of $2 ,200 be denied and referred to the insurance company. ROLL CALL: all Directors , aye. SO MOVED. CONSIDERATION OF STATEMENT OF DRAFT POLICIES OF THE NEVADA COUNTY WATER AGENCY ADVISORY COUNCIL Mr. Holzmeister, by way of memo dated June 17 , 1988 (copy attached) , made recommendations for responding to the Nevada County Water Agency Advisory Council on its draft policies. That agency has requested a response by June 23. After reviewing the draft policies , Director White noted they appear to be more like guidelines than policies. Director Sutton said a number of the policies are governed by the state. She suggested that the Board approve Mr. Holzmeister's comments and ask that the District be permitted to provide additional comment because of the short notice period. Director Maass said he thinks the District should be excluded from the whole process since District water can't be used in western Nevada County anyhow. Director Maass moved that the Manager respond to the statement of draft policies of the Nevada County Water Agency Advisory Council as suggested; seconded by Director White, All Directors, aye , by voice vote. SO MOVED. CLOSED SESSION The meeting was adjourned to closed session at 9:42 P.M. in accordance with Government Code Section 54956.8 for the purpose of discussing the possible sale of the 1.9 acre parcel to Richard Birge with the District's agent, Bob Jones, and to discuss the feasibility of acquiring Donner Lake Utility Company (owned by John Williams). RETURN TO PUBLIC SESSION The meeting was returned to public session at approximately 10: 15 P.M. DONNER LAKE UTILITY COMPANY -7- During closed session, the Board authorized the Manager to use Keith Saue rs and the McDonough firm to study the feasibility of acquiring the Donner Lake Utility Company. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 10:16 P.M* T UCKE DONNER PUBLIC UTI WITYISTRICT J L. Corbett, P sident Pr pared by Susan M. Craig, Deputy District Clerk smc/Sd.17 -8-