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HomeMy WebLinkAbout1988-04-18 Min - Board REGULAR MEETING April 18, 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, Corbett , Maass , Sutton and White were present. EMPLOYEES PRESENT: Debi Black, Tom Buckhouse, Paul Colburn, Peter Holzmeister and Dave Rully. CONSULTANTS PRESENT: Counsel John Phelps. OTHERS: Among those present in the audience were Robert Ryan, Mike Stanley and Tom Paz. APPROVAL OF MINUTES With respect to the minutes of February 16, 1988, Counsel Phelps noted that James L. Porter was present rather than himself. Director Maass moved, and Director Sutton seconded, that the minutes of February 16, 1988 be placed in final form as corrected by Counsel Phelps: further, that several typographical errors be corrected. All Directors, aye , by voice vote, SO MOVED. Director White made note of several typographical errors to be corrected in the March 7 , 1988 draft minutes. Counsel Phelps asked that the Section number of the Government Code referred to when the Board adjourned to closed session be corrected. Director Maass moved that the Secretary be directed to prepare the minutes of March 7 in final form as corrected. Director White seconded the motion. All Directors, aye, by voice vote. SO MOVED, Director White suggested several changes to the draft minutes of March 21 , 1988. Thereafter , Director White moved that the minutes be prepared in final form as corrected; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. Director White moved that the minutes of the March 28 special meeting be prepared in final form as written. The motion was seconded by Director Sutton. All Directors , aye, by voice vote. SO MOVED. BILLS FOR APPROVAL Director Maass reiterated that the Board authorized that the Petrolane Gas Service bill be placed on the pre-approved billing list. Director White suggested that the Truckee River Cleaning bill also be a pre-approved billing. Director White moved, and Director Maass seconded, that this action be approved. All Directors , aye , by voice vote. SO MOVED. -1- ,000ml- There was some discussion of other bills presented for consideration, and Director Sutton asked that the Finance Supervisor include brief reference to bills pertaining to specific facilities. Director Maass moved, and Director Aguera seconded , that the bills presented for consideration be approved for payment. All Directors, aye, by voice vote. SO MOVED. MANAGER'S REPORT - POSSIBLE DIRECTION Reclosure maintenance Mr. Holzmeister reported that General Electric Company has recommended that several substation reclosures be cleaned and adjusted. Staff met with the Electric Committee and reported that the cost of sending out the reclosures to a contract maintenance and repair facility would be $9 ,100, The Electrical Engineer advised that the reclosures were brought into the warehouse, untanked, cleaned, inspected, the insulating oil completely filtered and the units returned to service. This can now be done at a labor cost of less than $225. In order to become proficient in the area of repairs and adjustment of the reclosures and controls, Mr. Buckhouse has suggested that a lineman be sent to the June 6 session of the McGraw-Edison Switchgear and Control Maintenance Course at their factory in Milwaukee, Wisconsin. Total cost will be ap proximately $1 ,700. Director Maass moved that this matter be placed on the next regular meeting agenda for action; seconded by Director White. All aye by voice vote. Directors liability insurance A question was raised at the last meeting as to whether the $5 ,000,000 limit on Directors' liability insurance was per occurrence or per Director. Mr. Holzmeister reported that the Office Supervisor has checked and found that the coverage is $5,0001,000 aggregate per occurrence. Lease of space to Nevada County Manager Holzmeister noted that he spoke with Dennis Casella on April 14 and was informed that the Supervisors did not accept the District's terms for lease of a portion of the upstairs. They will now begin negotiations with the owners of the Medical Arts Building. Discussion ensued regarding the terms proposed by the County. Assembly Bill 1350 - San Marcos Attached to the Board's packet were copies of AB 1350 which was passed by the legislature and signed into law by the governor. The law permits the District to charge facilities fees to other public agencies with certain exceptions. Director Sutton noted several agencies who would receive special considerations. -2- Truckee General Plan update Mr. Holzmeister reported that the Nevada County Planning Department is working on an update of the Truckee General Plan. The County is inviting comments from the special districts at a meeting to be held on May 19, and he suggested a representative of the PUD attend for that purpose. Director Sutton noted that there are two plans - the Nevada County General Plan and the Martis Valley General Plan. The Martis Valley General Plan pertains to both Placer and Nevada Counties. Mr. Holzmeister said he spoke with Peter Bridges of the Planning Commission, and there is a possibility the plans will be consolidated. Some discussion ensued , and Director Maass asked the Manager to place the matter on a future agenda and bring specifics to the Board at that time. Status of 1987 Audit The Finance Supervisor advised that Touche Ross and Company has completed their review of the District's records at this time and is working towards resolving several issues. He proposed that a Board workshop be scheduled for May 12 at which representatives of Touche Ross will be present. A draft audit will be presented to the Board by May b. Prosser Heights Well Director Maass mentioned that work on the Prosser Heights Well continued through the weekend. PUBLIC INPUT There was no public input. CORRESPONDENCE There was no correspondence to be discussed. CO14MMITTSE REPORTS The Manager stated the Finance Committee met this date , but minutes have not yet been prepared. PUBLIC HEARING Consideration of Ordinance establishing cross-connection control regulations Engineering Technician Black showed a film which explained backflow prevention, cross-connection control and related regulations. She reviewed the film with the Board and answered questions. The public hearing was opened. Dave Rully , the Foreman of the Water Department, was present in the audience and recommended adoption of the ordinance. There was no other comment and the hearing was closed. -3- Director Maass moved, and Director Sutton seconded, that Ordinance No. 8803 establishing cross-connection control regulations be adopted. ROLL CALL: all Directors, aye. SO ORDAINED. Director Sutton asked the minutes to note that Ms. Black (and any other staff member that may have been involved in the preparation of the presentation) did an excellent job. Director Sutton noted that if the District gets money through Proposition 551 the District has already agreed to set up a revolving fund for that money. People (existing customers) who have to provide backflow devices will then have some help with the purchase and installation and can repay the fund so it will be perpetual, she said. Some discussion ensued. It was suggested that Ms. Black write an article about the cross-connection program the District is mandated to initiate. CONSIDERATION OF PETITION FOR ABANDONMENT OF UNUSED RESERVE EASEMENTS - MELVIN GREEN (AP# 44-230-09 & 44--230-10) Engineering Technician Black reviewed the petition for abandonment with the Board. Staff is recommending the release of the District's interest in the access easement on Lot 256 and retention of the front and side lot line easements to both parcels. The County will allow a driveway to be built on Lot 257. Director Maass moved that the Board approve the petition for abandonment of the unused reserve easements as recommended by staff; seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED, CONSIDERATION OF BIDS AND POSSIBLE AWARDS Vehicle for Water Department Mr. Holzmeister noted that, although at least twelve invitations were sent out , only one bid was received for a mid-size truck for the Water Department. Zt was from Jones West Ford of Reno in the amount of $10,659.78 plus tax. There was some discussion of the lack of response to the invitation to bid. Director Sutton spoke of a code revision which allows a cash deposit for purchases rather than a bid bond; maybe the District's procedure should be revised to reflect this , she said. Director Maass moved that the award be made to Jones West Ford in the amount of $10 9659,78 plus tax; seconded by Director Aguera. All Directors, aye, by voice vote. SO MOVED. Automated meter reading system Office Supervisor Chapman advised that bids for the electronic meter reading system were opened on April 8. 1988. The District received three bids - from Datamatics , Itron and Orcom Systems. -4- The bid specified that the bidder provide a single source. The system bid was to be a complete package including the interface with the District's billing system. Orcom Systems was the only bidder that met the qualifications as requested; the other bidders chose to bid their system only , and would leave successful interfacing up to the District. The Electronic Meter Reading Committee reviewed the Itron and Orcom packages very thoroughly and , Mrs. Chapman said, either one of the systems would work for the District. Although she was not familiar with the Datamatics system, she noted they do have their system operating at many utilities. It was the Committee's recommendation to award the bid to Orcom Systems. After some discussion, Director Sutton stated she is not sure this is a valid bid since Orcom Systems seems to have an advantage (by having the file layouts). She thought perhaps the District should have negotiated and be paying $15,000 rather than almost $20,000, Director Sutton said she is concerned that the District has taken bids on "apples and oranges;" she is not sure that it is possible to say what the best or lowest price is. Perhaps the District' s approach should be different. Mrs. Chapman noted that bids were requested in a specific manner; however , two of the bidders did not choose to bid in the manner requested. With respect to the automated meter reading system bids , Director Maass noted that the bid from Datamatics does not conform, and moved that the bid be awarded to Orcom Systems in the amount of $19 ,960. The motion was seconded by Director White, ROLL CALL: all Directors , aye. SO MOVED. Director Sutton indicated her vote was with some reservation and concern having to do with the bidding procedure as previously mentioned. Transformers District Engineer Buckhouse provided a summary of the transformer bids including the unit price plus the cost of losses over the projected life of the transformer. He recommended awards be made to the lowest overall cost bidders - Western States Electric for Schedule A and to Westinghouse Electric Supply Co. for Schedule B. Director Maass moved that the award for Schedule A be made to Western States Electric at $625 per unit (a total cost of $12 ,500) and to Westinghouse Electric Supply Co. for Schedule B at $4 ,423 per unit (a total cost of $8 ,846) . The motion was seconded by Director White. ROLL CALL: all Directors, aye. SO MOVED. REQUEST OF DIRECTOR SUTTON TO RECONSIDER THE BOARD'S DECISION REGARDING THE GARDAI WELL The Chairman noted that he asked the Manager to provide an analysis of the cost of tying the Gardai well into the District's system versus the cost of upgrading the Prosser Heights Well. -5- 1000--1 Director Sutton stated she requested this agenda item so the matter could be referred back to the Water Committee. She said she would like to keep this particular water source as a possibility until there has been more investigation by the Committee. Director Maass asked how much staff time would be necessary to investigate the matter. Director Sutton noted the Committee wanted staff do perform some additional analysis on the Gardai well and upgrade of the Prosser Heights Well, but agreed that too much time should not be devoted towards the matter. She suggested Mr. Holzmeister's analysis be reviewed by the Committee. Director Maass moved that the analysis of the Gardai well be referred back to the Water Committee with the understanding that there would not be too much staff time involved. Director Sutton seconded the motion. All Directors, aye, by voice vote. SO MOVED, DIRECTION RE PARTICIPATION ON NEVADA COUNTY STATER ADVISORY COUNCIL Director Corbett passed out copies of the Nevada County Water Agency Act, which states that the District is a member of the Council. He said it has been quite educational for him to attend the meetings , and he thought it to be beneficial to the District. After some discussion and mention of the District's lawsuit against the County having to do with the County's groundwater ordinance, Director Maass moved that the District withdraw from participating in the Nevada County Water Advisory Council, MOTION DIED for lack of a second. The pros and cons of participating on the Council were discussed. Director Maass moved that Water Foreman Rully be designated as the District's representative to the County Water Advisory Council. Director Sutton moved that the matter be put over to the next meeting; in the meantime , the Board of Supervisors is to be notified that the PUD believes the County's rules should be changed so that expenses for people traveling to Advisory Council meetings are covered. MOTION FAILED for lack of a second. Director Sutton stated that, since her motion failed , she would second Director Maass' motion to appoint the Water Foreman as the District's representative to the Water Advisory Council. Director Corbett noted that he is presently the Chairman of the committee. No vote on the motion was taken. After more discussion, Director Maass moved to table the matter to the next meeting; seconded by Director Aguera, All Directors, aye , by voice vote. SO MOVED, ADJOURNMENT There being no further business before the Board , Director Maass moved to adjourn the meeting; seconded by Director Aguera. SO MOVED unanimously at -6- 9:18 P.M. TRUCKEE NNER UBLIC -IIJTY PlISTRIECT Joh Corbett, esiden Pr red by L. Susan M. Craig, Deputy District Cl, 5d.11 -7-