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HomeMy WebLinkAbout1988-03-07 Min - Board REGULAR MEETING March 7, 1988 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Corbett at 7:05 P.M. in the TDPUD Board Room. ROLL CALL: Directors Aguera, Maass , Sutton, White and Corbett were present* CONSULTANTS PRESENT: Counsel John Phelps, Architect Dale Cox and Consulting Engineer Dan Cook. EMPLOYEES PRESENT: Tom Buckhouse , Mary Chapman, Peter Holzmeister and Susan Craig. OTHERS PRESENT: Among those present in the audience were Bill Austin, Joe Suter, Tony Rivara, Jack Osburn, Marcia Ferkovich, Richard Tucker, Ann Schroeder, Eric Weakley, Annette Barraza, Staci Landini , Brenda Sage, Mike Stanley, Tom Gay, Tanna Brannan, Kim Maughan, Bret Wightman, Aaron Schriner , Robert Ryan, Steve Holmquist , Wade Posten, Richard Tucker and John Pierce. APPROVAL OF MINUTES It was noted that the minutes of January 18 and 25, 1988 were approved at the last Board meeting. President Corbett noted that the request of Dr. Orme for abandonment of a blanket easement was presented by Tom Archer, not Jim Porter as noted in the draft minutes of February 1 , 1988. Director Maass moved , and Director Aguera seconded, that the Secretary be directed to prepare the minutes of February 1 in final form as corrected. All Directors, aye , by voice vote. SO MOVED. STATEMENT OF GENERAL FUND AND BILLS FOR APPROVAL Director Sutton noted that the District has received settlement from the insurance company on the Soma Sierra Tank. Mr. Holzmeister advised that full replacement cost was paid to the PUD. Director Maass moved, and Director White seconded, that the hills presented for consideration be approved for payment. ROLL CALL: all Directors, aye. SO MOVED. MANAGER'S REPORT - POSSIBLE DIRECTION CMUA conference The Manager reported that he and Directors Aguera, Corbett and Sutton attended the annual conference of the California Municipal Utilities Association on February 24 , 25 and 26. They heard reports on pending legislation at the state and federal levels effecting water and electric utilities; a discussion of developments in water quality regulations in -1- California; a discussion of one small district's experience in taking over a portion of PG&E's territory; and a discussion of the California Energy Commission's report on power supply and transmission. He said they got a very good view of the water and power issues that confront the utility districts in California. Water tank cleaning The Water Foreman provided a report in the Board packet listing the water tanks that the Water Department has cleaned during the past two years and the condition of each tank. Mr. Holzmeister noted that maintenance preserves the tank and protects the purity of the District's water. Director Sutton asked that water tank cleaning be placed on a Water Committee agenda so that it may be discussed with Mr. Rully. Status of FmHA loans Manager Holzmeister advised that General Electric Credit Corporation returned to FmHA the. District loan it previously purchased. He spoke with Bond Counsel Sperry, who said FmHA made a series of representations to GE Credit regarding the loans it purchased. Upon investigation, GE Credit found that the District's loan did not satisfy all of those representations. Mr. Sperry indicated this will give the District an opportunity to resolve the indenture problem. Televising of Prosser Heights Well As part of the Prosser Heights Well rehabilitation, Mr. Holzmeister noted, a video television survey of the well casing will be conducted. If it appears that the casing needs to be cleaned , it will be done before installing the new pump. These costs are already part of the contract price. What is not part of the contract price is the service of Hydro-Search to interpret the video and make the determination as to whether the casing needs to be cleaned. The estimated cost of this service is $1 ,000, for which Hydro-Search will have a person on site during the video survey, will interpret the findings and provide a letter report. The costs are within budget for the project. Status of 1987 audit The Manager reported that the audit is under way. Representatives of Touche Ross arrived this week to do preliminary work; the audit team will be on site from April 4 through 15; a Finance Committee meeting will be held on April 15 to review the draft audit; the draft audit will be presented to the entire Board on April 18; and the Board workshop will be held on May 2. Director Sutton stated she had been assured there would be a management letter from the auditors addressing all significant findings , and Mr. Holzmeister indicated he would clarify this matter with Touche Ross & Company. PUBLIC INPUT -2- There was no public input. CORRESPONDENCE John Phelps' letter of 2/22/88 re gift of public funds Regarding Mr. Phelps' letter re a gift of public funds dated February 22, Director Sutton said she would still like to seek an opinion from the Attorney General. The Chairman moved to New Business Item No. 5. REVIEW OF DRAFT LETTER TO ATTORNEY GENERAL REGARDING THE PAYING OF LONGEVITY PAY AND DUES FOR MEMBERSHIP IN SERVICE CLUBS; POSSIBLE DIRECTION Director Maass moved that the draft letter prepared by Mr. Holzmeister to the Attorney General regarding payment of longevity pay and dues for membership by management employees be approved; seconded by Director White. All Directors , aye , by voice vote. CORRESPONDENCE Deputy District Attorney letter re Schroeder Note was made of the receipt of a letter from the Deputy District Attorney regarding People v. Rudy Schroeder dated February 24 , 1988. John Phelps' letter re Fair Political Practices Commission Director Maass requested that this matter be placed on a regular meeting agenda for discussion. COMMITTEE REPORTS No committee meetings were held since the last Board meeting. HIRSCHDALE WATER SYSTEM REHABILITATION -- STATUS REPORT; POSSIBLE DIRECTION AND/OR ACTION ON RELATED ITEMS Consulting Engineer Dan Cook discussed the water quality, status of the well pump test and progress payment request for Hirschdale with the Board. Upon Mr. Cook's recommendation, Director Maass moved that the Board approve Joe Suter's Periodic Estimate for Partial Payment, Estimate No. 3 , in the amount of $479831,17. The motion was seconded by Director Aguera. ROLL CALL: all Directors, aye. SO MOVED, Mr. Cook reviewed the Hirschdale construction and costs to date and the proposed change order. Re recommended the Board authorize the notice to proceed on Schedule C. It was noted that the letter from Counsel Phelps regarding the difference in the price of materials on the change order should be discussed during closed session. Mr. Holzmeister noted that the upgrade of the Hirschdale water system -3- should not impose any costs on the other District customers. The state has provided a grant in the amount of $400,000 to develop a water system at Hirschdale; the system is now estimated to cost $441 ,000. Various methods of recouping $41 ,000 from the users of the Hirschdale water system were discussed. Director Sutton said she thinks the District can pursue additional funding through the state. This matter as well as user charges was referred to the Water Committee for recommendations. Mr. Holzmeister mentioned that two items , the change order and authorization to proceed on Schedule C, had not been acted upon by the Board. By consensus , the Water Committee was directed to discuss and make recommendations regarding fees to be charged to the Hirschdale users. CONSIDERATION OF AMENDMENT NO* 2 TO THE TELEVISION RECEIVE/TRANSMIT SITE LEASE AGREEMENT BETWEEN THE TDPUD AND WESTSTAR Mr. Holzmeister advised that the original lease authorizes two dish antennas , each approximately 10 feet wide. The amendment authorizes three satellite antennas, two being 3.7 meters wide and the third being 4.5 meters wide. The third antenna was authorized in Amendment No. 1. The Nevada County Planning Department is of the opinion that WestStar must submit this change of use for County review. WestStar has a special use permit to use the site which was based on certain representations. Now that a modification is being sought , the County must review the use again. Director Maass moved, and Director Sutton seconded, that the Board approve Amendment No. 2 to the Television Receive/Transmit Site Lease Agreement between the PUD and WestStar contingent upon review and approval by the Planning Department. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF RESOLUTION AUTHORIZING EXECUTION OF MEMORANDUM OF UNDERSTANDING WITH THE IBLW Mr. Holzmeister introduced Jack Osburn, the new IBEW business representative , who was present in the audience. It was noted that the Union members have agreed to the proposed contract, and Director Maass moved that the Board adopt Resolution No. 8804 authorizing the execution of the Memorandum of Understanding with the International Brotherhood of Electrical Workers, Local 1245. The motion was seconded by Director White. ROLL CALL: all Directors , aye. SO RESOLVED, CONSIDERATION OF ADJUSTING DEFERRED COMPENSATION FOR CERTAIN MANAGEMENT EMPLOYEES (OFFICE SUPERVISOR, ENGINEER, ADMINISTRATIVE ASSISTANT) - POSSIBLE DIRECTION After some discussion, it was determined that the position of Finance Supervisor does not fall into the category of auditor or treasurer (which requires compensation to be set by ordinance). -4- Director Maass moved , and Director White seconded, that the Board adopt Resolution No. 8805 adjusting deferred compensation from 6% to 8% for the Office Supervisor, Finance Supervisor, Engineer and Administrative Assistant. ROLL CALL: all Directors, aye. SO RESOLVED. POSSIBLE DIRECTION TO SCHEDULE PUBLIC HEARING TO CONSIDER ADJUSTING DEFERRED COMPENSATION FOR GENERAL MANAGER AND FINANCE SUPERVISOR During discussion of the previous item it was determined that the Finance Supervisor falls into the same class as the Office Supervisor, Engineer and Administrative Assistant. Mr. Holzmeister explained that his original employment contract states that the District will pay 1% of his salary into the ICMA deferred compensation plan. He requested the contribution be increased to 8% to be in line with the other management employees. Director Maass moved, and Director White seconded, that a public hearing to discuss the proposed ordinance adjusting deferred compensation for the Manager be scheduled for 7:30 P.M. at the next regular meeting. ROLL CALL: all Directors , aye. SO MOVED, RESOLUTION CALLING FOR BIDS ON COMPLETION OF SECOND STORY OF NEW DISTRICT COMPLEX Architect Dale Cox explained briefly the improvements the District will be doing to a portion of the second story for CalTrans such as opening up t 1zP stair well, finishing off two bathrooms , building a hallway along the back wall to the outside stair way , adding a heating unit and lighting , completing the entry and sheet rocking the exterior walls. He estimated the improvements to be $70,000. Mr. Holzmeister noted that the plans are consistent with the CalTrans lease. Director Maass moved, and Director Sutton seconded, that the Board adopt Resolution No. 8806 approving plans , specifications and calling for proposals on the completion of the second story of the new District complex. The bid opening is to be at 2:00 P.M. on Wednesday, March 24, 1988. ROLL CALL: all Directors, aye. SO RESOLVED, CLOSED SESSION The meeting was adjourned to closed session at 8:47 P.M. pursuant to Government Code Section 54956.9(b)(1) and (c). RETURN TO PUBLIC SESSION The meeting was returned to public session at 9:17 P.M. HIRSCHDALE WATER SYSTEM REHABILITATION - STATUS REPORT; POSSIBLE DIRECTION AND/OR ACTION ON RELATED ITEMS '^ Director Maass noted that there is some disagreement concerning Item No. 6 on the Change Order proposed by Joe Suter. He indicated he would make a motion to issue the notice to proceed , but stated the Board needs -5- documentation and justification as to the additional expenditures set forth on the change order. Director Maass moved that the District issue a notice to proceed with Schedule C on the Hirschdale Water System Rehabilitation Project. Joe Suter was requested to submit additional documents relative to Contract Change Order No. 2 , Item 6, for consideration at the next meeting. The motion was seconded by Director Sutton. ROLL CALL: all Directors, aye. SO MONIED. Director Maass left at this point in the meeting, 9:20 P.M. CONSIDERATION OF CLAIMS FOR DAMAGES AGAINST THE DISTRICT; POSSIBLE DIRECTION Mrs. Chapman reported that four customers have filed requests for reimbursement for damages. Three say they incurred damages during outages on December 31. District Engineer Buckhouse says the nature of the outage can't have caused this type of damage; only an extreme over voltage could have caused it. The circuit breaker/recloser at the substation was opening because of a false signal from the control unit and not as a result of an electrical fault on the circuit. This produces the same electrical characteristics as turning off a light switch and should not cause damage to any equipment. The fourth customer claim doesn't have a specific date. Mr. Buckhouse reports that there is no record that any incident occurred that would have caused a high voltage condition at this residence during January of 1988. After some discussion, it was moved by consensus that the claims for damages be referred to the Electric Committee and put over to the next meeting. Procedures implemented by other utilities are to be investigated. CONSIDERATION OF AMENDMENT TO MISCELLANEOUS ELECTRIC SERVICE FEE SCHEDULE Mr. Buckhouse noted that the District is encountering a problem with its miscellaneous electric service fee schedule. Presently, various services are performed and the customers are charged actual cost. They are required to place a $25 deposit, then they are either reimbursed or billed after the work is done. In virtually every case, the cost exceeds the $25 deposit and they must be billed. The customer who receives the bill then thinks they are paying twice; no amount of explanation seems to soothe the anger. It was his suggestion that the miscellaneous fee schedule be revised. By consensus , the proposed miscellaneous electric fees were referred to the Electric Committee for review. CONSIDERATION OF PROPOSAL TO PURCHASE AUTOMATED METER READING SYSTEM; POSSIBLE DIRECTION This matter was put over to the next regular meeting. RESOLUTION CALLING FOR BIDS OIL MEDIUM DUTY SERVICE TRUCK FOR WATER DEPARTMENT -6- Mr. Holzmeister noted that the vehicle specified is identical to those now being used by the Water Department. Director Aguera moved, and Director Sutton seconded, that the Board adopt Resolution No. 8807 calling for bids on a medium-duty service truck for the Water Department. The truck is to be consistent with the existing vehicles. ROLL CALL: Maass , absent; all other Directors, aye. SO RESOLVED. REVIEW OF DISTRICT PENSION PLAN MANAGEMENT; POSSIBLE DIRECTION Mr. Holzmeister advised that during the past several months he spent a great deal of time trying to understand the District's pension plan and the ins and outs of pension plans in general. He noted some concerns , and suggested the Board arrange a meeting with a competent advisor to learn what its responsibilities are as trustees of a pension plan. A workshop could be scheduled to become familiar with the plan and the agreements entered into for management of the plan. Director Sutton moved that the Manager be directed to invite a representative of Wayne Richardson Company to appear before the Board in the near future to explain the pension plan and answer questions. They are to be asked to provide a written report in advance of the meeting for Board review. The motion was seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF DISTRICT INSURANCE COVERAGE AND POSSIBLE AUTHORIZATION TO SEEK PROPOSALS Office Supervisor Chapman noted that on April 7 , 1988 the District 's property and liability insurance will expire. She is preparing an updated statement of values of District property and would like to submit the statement to three different insurance companies and request quotes. The companies are Nationwide (current carrier) , Reliance Security Insurance and Marsh & McClennan. It will take two to three weeks to receive quotes from each of the companies. Once received , they will be evaluated and brought back to the Board for review. Director Sutton moved , and Director Aguera seconded, that staff be directed to request quotes from insurance companies, evaluate the quotes and bring them to the Board for consideration. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. CIVIL ENGINEER -- APPROVAL OF JOB DESCRIPTION AND PAY RANGE; DIRECTION RE ADVERTISING, INTERVIEWING AND HIRING PROCEDURE It was decided that the Electric and Water Committees are to review the proposed job description and salary range for the Civil Engineer position and make recommendations to the Board. ADJOURNMENT There being no further business before the Board, Director Aguera moved that the meeting be adjourned at 10:31 P.M. ; seconded by Director Sutton. All Directors , aye , by voice vote. SO MOVED. -7- . - TRU KEE DONNER PUBLIC UTILITY DISTRICT Jo Corbett, Pr, ident Prepared by Susan M. Craig, Deputy District Clerk sm/Sd.7 -8-