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HomeMy WebLinkAbout1987-11-16 Min - Board November 23, 1987 ADJOURNED REGULAR MEETING of November 16, 1987 The adjourned meeting of the Truckee Donner Public Utility District was called to order by President Corbett at approximately 7:05 P.M. in the TDPUD Board Room. ROLL CALL: Directors Aguera, Maass, Sutton and Corbett were present. Director Cooley was absent. EMPLOYEES PRESENT: Debi Black, Mary Chapman, Paul Co lburn, Peter Holzmeister and Susan Macdonald. CONSULTANTS PRESENT: Consulting Engineer Keith Sauers and Counsel John Phelps. OTHERS PRESENT: Among those present in the audience were Karen White , Phil Flanagan, Robert Tilton, Kelly Cameron, Matt Curtis, Sara Stone , Stacey Linkhart and Marnie Hassler. APPROVAL OF MINUTES Director Sutton noted that she submitted corrections which she would like incorporated in the minutes of October 5, and also requested that the Secretary listen to the tape to clarify another matter. Director Maass moved , and Director Aguera seconded, that the minutes of October 19 , 1987 be approved as corrected. All Directors , ave , by voice vote. SO MOVED. BILLS FOR APPROVAL After a review of the bills submitted for consideration, Director Maass moved that they be approved for payment; seconded by Director Aguera. ROLL CALL: Cooley, absent-, Aguera, Maass and Corbett , aye; Sutton abstained, stating she has concerns over approving expenses relating to Director Corbett's participation on the Nevada County Groundwater Advisory Board. She indicated the County should be paying these expenses , and asked the Manager to check into the matter. After some discussion it was decided that the District will reimburse Director Corbett. The County will be billed for the expenses; if payment is received , the District will be reimbursed. MANAGER'S REPORT Water quality report ^ The water quality report through the month of October was included in the -1- Counsel Phelps noted it is permissible to donate surplus items to another public entity if it is mutually beneficial. Director Sutton asked for a written opinion. Karen White, member of the audience , suggested that the School District provide a hold harmless agreement to the TDPUD if certain dangerous equipment (such as the Subaru and air compressors) are donated. Discussion ensued concerning the value of some of the items. Thereafter, Director Maass moved that the Manager be directed to place a value on each of the surplus items , then agenda consideration of a resolution donating certain items to the Tahoe Truckee Unified School District for the December 7 meeting; seconded by Director Aguera. ROLL CALL: Cooley, absent: all other Directors , aye. SO MOVED. CORRESPONDENCE Hilltop request Hilltop has requested that the District help decorate a Christmas tree. In past years , the Electric Crew has decorated a Christmas tree downtown. The Manager indicated he is going to have the crew help decorate the new tree at the Truckee Intermodal Transportation Center. Director Maass noted that Hilltop is a commercial operation and he moved to deny the request. Counsel advised that the matter does not appear on the agenda for action and Mr. Maass withdrew his motion. The Board asked that the request be placed on the next meeting agenda for consideration. FmHA indenture problem The Board was copied with two letters from Bond Counsel Sam Sperry, one to Counsel Phelps dated November 17 , the other to General Electric dated November 17. Mr. Sperry notes in his correspondence that he feels General Electric Credit Corporation will hold the loan to maturity. COMMITTEE REPORTS Director Maass stated that the Building Committee met and an item has been included on the agenda for consideration by the Board. NEW DISTRICT COMPLEX Manager Holzmeister indicated Dale Cox would be attending the meeting. Since he hadn't arrived yet, the matter was put over. RESOLUTION APPROVING SPECIFICATIONS FOR A HIGH PRESSURE WASHER AND ISSUING A CALL FOR BIDS Mr. Holzmeister advised that the specifications for a high pressure washer _3_ are written in a general manner and will allow more than one manufacturer to bid. Director Maass moved , and Director Aguera seconded, that the Board adopt Resolution No. 8752 approving specifications and calling for bids on a high pressure washer. ROLL CALL: Cooley, absent; all other Directors, aye. SO RESOLVED. SOMA SIERRA WATER TANK Consulting Engineer Keith Sauers advised that the Soma Sierra Water Tank Project has been completed by Resource Development Company in accordance with the contract documents. He recommended approving the periodic pay estimate and adopting the resolution approving and accepting the project and directing that the notice of completion be filed with the County. Director Maass moved that the Board approve Resource Development's Periodic Estimate No. 4 in the amount of $13,152; further, that the Board adopt Resolution No. 8753 approving and accepting the Soma Sierra Water Tank Project and directing filing of the Notice of Completion. The motion was seconded by Director Aguera. ROLL CALL: Cooley , absent ; all other Directors, aye. SO RESOLVED. ALDER CREEK ROAD PIPELINE REPLACEMENT Mr. Sauers noted that the Alder Creek Road Pipeline Replacement project has been completed by Hall' s Excavation in accordance with the contract documents. Director Maass moved, and Director Sutton seconded, that the Board approve Hall's Contract Change Order No. 1 in the amount of $19005.62 and the Partial Pay Estimate in the amount of $36 ,821.36. ROLL CALL: Cooley, absent: all other Directors , aye. SO MOVED. Director Maass moved that the Board adopt Resolution No. 8754 approving and accepting the Alder Creek Road Pipeline Replacement and directing filing of the Notice of Completion. The motion was seconded by Director Sutton. ROLL CALL: Cooley, absent: all other Directors , aye. SO RESOLVED, AUTHORIZATION TO HOLD ANNUAL EMPLOYEE DINNER ON DECEMBER 115 19879 AT NORTHSTAR-AT-TAHOE Director M ._tanual employee dinner at an approximate cost of $21155.56, He stated the General Manager has the authority to make this decision based on opinions given by the Nevada County Grand Jury and County Counsel. The motion was seconded by Director Aguera. Director Sutton stated she does not think this is an appropriate use of public funds and is contrary to what every other special District in the area does, at least to some degree, and that it's contrary to what the County does. She said she doesn't think of this as a morale-builder for the employees. ROLL CALL: Cooley, absent; Sutton , no: all other Directors, aye. SO MOVED. Director Aguera suggested the Board set a policy prior to December of next -4- year based on the practices of other special districts. CONSIDERATION OF BILLING/TERMINATION POLICY PERTAINING TO EMPLOYEES AND DIRECTORS Director Maass noted his concern that the District apply its termination of service and payment policy equally to every customer whether they are a Board member, employee or ,just a rate payer. He said there appears to be evidence that this may not have been the case during the past several months, and he proposed the Board adopt a Doli cy statement designed to treat every customer equally. There was some discussion and the Manager explained the procedure followed by the District. He said the Office Supervisor, Mary Chapman, is in charge of administering the policy. In the case Director Maass mentioned, another Director was involved: the procedure was followed, but Mr. Holzmeister was the administrator. No action was taken. CONSIDERATION OF PROPOSED CHANGE IN BILLING FORMAT Office Supervisor Chapman advised that the District is currently in the process of implementing the change of the billing system from the DEC PDP 1134 computer to the IBM System 36. The actual conversion is scheduled to take place with the bills that will be sent out during the month of January. Since the change requires revising the bill print program, she is asked that a style change be made now. She mentioned some of the advantages of the current postcard style of billing, but noted there are sufficient drawbacks that are in conflict with what the District is trying to achieve. By changing the billing style to one that is stuffed in an envelope, she thought the following would be accomplished: 1) customers would be provided with a return envelope, 2) customer's bills will be private, 3) adjustments will be itemized, 4) the bills will be less likely to get mixed up in the customer's junk mail or magazines, 5) it will allow another means of communicating via messages on the bills , 6) energy conservation and safety literature can be included in the envelope, 7) it will allow implementation of a budget billing program, 8) average kilowatt-hour information for an entire year may be put on the bill, 9) customers will be provided with a method of billing and payment that is in keeping with other utilities and companies with whom they do business. After some discussion, Director Aguera moved that the Board approve the new billing style as proposed by Office Supervisor Chapman. He stated it is his understanding that all information currently appearing on the postcard bill will also appear on the new bill. The motion was seconded by Director Maass. ROLL CALL: Cooley, absent; all other Directors, aye. SO MOVED, HIRSCHDALE WATER SYSTEM IMPROVEMENTS -5- Joe Suter , contractor for the Hirschdale water system improvements, arrived at the meeting. The Board briefly explained earlier discussion and informed him of the special meeting to be set for November 30. CONSIDERATION OF PROPOSED LEASE WITH CAL TRANS Manager Holzmeister advised that the Building Committee discussed the offer from the California Department of Transportation to lease a portion of the second floor and rates the District should charge to lease space in the building. CalTrans is proposing to lease 2 ,262 square feet of space at a rate of $2365.23 per month. The committee is recommending charging a total of $2064.85 monthly, which would include rental, utilities and custodial services. The rental income to the District , should the Board accept the CalTrans proposal, would be $211715.20. Mr. Holzmeister noted that Counsel Phelps has reviewed the lease and CalTrans representatives have agreed to his suggested changes. After discussion, Director Aguera moved that the Board approve the lease proposed by CalTrans and attached to the November 20, 1987 memorandum from the Manager. The lease contains suggestions made by Counsel Phelps in paragraphs 2 . 101 15 and 20 , and includes the attorney's fees language. A further correction is to be made to paragraph 20; the words "Urban Wage Earners and Clerical Workers" are to be stricken. The motion was seconded by Director Maass. ROLL CALL: Cooley, absent; all other Directors, aye. SO MOVED, NEW DISTRICT COMPLEX Manager Holzmeister proposed that no action be taken on the change order as he would like Dale Cox to be present with an explanation. (Mr. Cox was expected to be in attendance , but failed to appear.) He further noted that he would like to discuss some matters relating to the new complex with the Board in closed session. Small items yet to be completed were discussed. Counsel noted the District has the right to retain funds for everything that hasn't been finished. The notice of completion and related resolution were reviewed. The Manager reported that Architect Cox is recommending that the building be accepted as complete and the notice be filed with the County. Director Aguera moved that the Resolution No. 8755 approving and accepting the new District complex and directing filing of the notice of completion be adopted. He further moved that no money be released from the retained amount until review of the matter by the Board at the first meeting in January. The motion was seconded by Director Maass. ROLL CALL: Cooley, absent; Sutton, no; all other Directors, aye. SO RESOLVED. -6- After review, Director Maass moved that the Board approve the progress pay estimate of Value Builders (no amount or number was mentioned). The motion was seconded by Director Aguera. ROLL CALL: Cooley, absent; all other Directors , aye. SO MOVED. CONSIDERATION OF RESOLUTION APPROVING AND ACCEPTING THE AIRPORT BUSINESS PARK ELECTRIC DISTRIBUTION SYSTEM FOR OWNERSHIP, OPERATION AND MAINTENANCE It was noted that all fees have been paid to the District and everything is in order - a bill of sale and as-builts have been provided to the District. Director Maass moved , and Director Aguera seconded, that the Board adopt Resolution No. 8756 approving and accepting the Airport Business Park electric distribution system for ownership , operation and maintenance. ROLL CALL: Cooley, absent; all other Directors, aye. SO RESOLVED, CLOSED SESSION The Board adjourned to closed session at 10: 10 P.M. pursuant to Government Code Section 54956.9(c). RETURN TO PUBLIC SESSION The meeting was returned to public session. at 10:43 P.M. Counsel Phelps noted that no action was taken as a result of closed session. ADJOURNMENT There being no further business before the Board , Director Aguera moved that the meeting be adjourned at 10:44 P.M. Director Maass seconded the motion. All Directors, aye , by voice vote. SO MOVED. TRTCKEE NNER . UBLICXTY. DIS ICT L repa L. Corbett, Presidentred by Susan Macdonald, Deputy District Clerk sm/d5c.13 -7-