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HomeMy WebLinkAbout1987-12-21 Min - Board 1,� REGULAR MEETING December 21, 1987 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Corbett at 7:07 P.M. in the TDPUD Board Room. ROLL CALL: Directors Aguera, Maass , Sutton , White and Corbett were present* EMPLOYEES PRESENT: Debi Black, Paul Colburn, Peter Holzmeister, Dave Rully and Susan Macdonald. CONSULTANTS PRESENT: Counsel John Pelps, Consulting Engineer Keith Sauers, and Architect Dale Cox. OTHERS PRESENT: Among those present in the audience was Ladelia Leech-Tomlinson Corbett. ELECTION OF OFFICERS For the office of President, James Maass and John Corbett were nominated. A secret ballot was cast; Mr. Corbett received three votes, Mr. Maass two votes. Mr. Corbett was declared President of the Board. r� Director Aguera nominated Director Maass for Vice President; he declined. Director White nominated Director Sutton for the office. There were no other nominations and a unanimous vote was cast for Mrs. Sutton. Director Sutton nominated Director Maass for the office of Treasurer; he declined. Director Maass nominated Director White. There were no other nominations and a unanimous vote was cast for Mrs. White. APPROVAL OF MINUTES Director Sutton moved that the minutes of November 2, 1987 be approved as corrected; Director White seconded the motion. All Directors , aye, by voice vote. SO MOVED. Director Sutton asked about the status of the October 5, 1987 minutes and the Secretary said she would listen to the tape and prepare a corrected draft for consideration at the next regular meeting. BILLS FOR APPROVAL Director Sutton clarified that the Tholl Fence invoice in the amount of $13,726.68 was an item for which the District went out to bid. The bill from Sauers Engineering was briefly discussed, and Mr. Holzmeister said he would ask Mr. Sauers to prepare a memo explaining work having to do with high water pressure at Olympic Heights, the backf low program and the East -1- River Street pump station. Director Aguera moved, and Director White seconded, that the Board approve the bills presented for consideration. All Directors , aye , by voice vote. SO MOVED. MANAGER'S REPORT NCPA presentation Roger Fontes , Manager of System Planning and Engineering at the Northern California Power Agency, conducted a slide presentation on the NCPA. The agency was formed in 1968 under the joint powers authority of California by the 11 cities and one rural electric cooperative that comprise its current membership. Since the agency's formation, its members have used NCPA to develop new electric power resources , negotiate for wholesale purchase and transmission of electric power , and for load management and dispatch. NCPA also represents its members' shared interests in negotiations with other utilities and before state and federal regulatory agencies and legislative bodies. It is governed by a 12-member commission composed of one representative of each member city. The agency' s overall management is under the direction of NCPA's general manager , who is appointed by the commission. Mr. Fontes briefly described NCPA's geothermal, combustion turbine, hydroelectric and transmission projects and answered questions posed by the Board. Manager Holzmeister noted that, as the District proceeds in its negotiations with Sierra Pacific, it will need to focus on the potential benefits of doing business with the Northern California Power Agency and the investments necessary to bring NCPA power to Truckee. Water quality report The water quality report for November was attached to the Board packet. Mr. Holzmeister noted there have been no experiences of bacteriological contamination in the system for 13 months. Director Sutton mentioned a positive sample from the Truckee system; Engineering Technician Black reported that the sample was tested and showed no f ecal/colif orm count. DECIDE program request The Manager advised that Lisa Abrahams , the Tahoe Truckee Unified School District Nurse, has asked the District to permit a group of parents to use the Board room without charge for a training program. The program, called DECIDE , trains volunteer parents how to go into the elementary grade -2- /0"''' classrooms and teach children about drug and alcohol abuse. He said a similar program was held in Tahoe City at the Tahoe City PUD Board room free of charge. Director Sutton suggested the group use the School District facilities. Mr. Holzmeister noted that this is a possibility, but Ms. Abrahams likes to change the location occasionally in order to keep the group interested. He also said the organizers of the program would find it difficult to pay the District's fee. Director Aguera noted this is a public service group with no funds, and asked if the resolution setting forth the policy governing use of the Board room could be amended to allow the Manager to make exceptions at his discretion. Director Maass suggested that review of the policy be placed on the next meeting agenda for Board consideration and possible amendment. CMUA conference Mr. Holzmeister advised that the California Municipal Utilities Association annual conference will take place in San Diego during February. It deals with power and water issues , is inexpensive and well organized. He requested authorization to attend and encouraged the Directors to also attend. The cost is approximately $674. Funds for two people to attend have been budgeted, Mr. Holzmeister noted. Director Sutton moved, and Director Aguera seconded, that the Manager and interested Directors be authorized to attend the annual CMUA conference in San Diego, All Directors, aye, by voice vote. SO MOVED. Power outage on December 16, 1987 The Manager reported that a squirrel in the Truckee Substation was the cause of a power outage in portions of the District on December 16. Power was restored in approximately 40 minutes. Hirschdale water system rehabilitation Mr. Holzmeister advised that the driller has struck water at the second well site in Hirschdale. It is pumping 200 gallons per minute at about 3501 ; when developed it will probably yield between 250 and 300 gallons per minute. Special Counsel Martin McDonough Note was made of Special Counsel Martin McDonough's recent death. Mr. Holzmeister advised that flowers were sent to Mr. McDonough while he was in the hospital, but he did not obtain details about the funeral in time to send an arrangement, -3- Director Sutton noted that a memorial fund with the History Society in Sacramento has been established if any of the Directors wish to participate. She also said she feels the flowers should be paid for by the Directors , not by the District; the rest of the Board agreed. Tahoe Forest Hospital Tahoe Forest Hospital recently experienced a problem with their electric service and expressed thanks for the manner in which District crews worked to get them back on line, Mr. Holzmeister said. Hazardous waste report Director Sutton made note of the preparation of a report on possible storage of hazardous waste on ShaNeva property. Since this is the site of the District's Sanders Well, she suggested the Board authorize the Manager to become informed and send a letter of concern to the appropriate party; the Board agreed. PUBLIC INPUT There was no public input. CORRESPONDENCE Farmers Home Administration letter of December 14, 1987 Mr. Holzmeister mentioned the December 14 letter from FmHA approving the adoption of Resolution 8740 and waiving any violation of the terms and conditions of the indenture. COMMITTEE REPORTS There were no committee reports. HIGH PRESSURE WASHER - CONSIDERATION OF BIDS AND POSSIBLE AWARD Manager Holzmeister reported that eight bids, with prices ranging from $4,032,24 to $7 ,314 were received on December 11. Water Foreman Rully reviewed the bids; he made a physical inspection of the equipment offered by the three lowest bidders and found it does not meet the District's needs. He recommended award to the fourth lowest bidder, Hotsy of Reno, the lowest bidder offering the specified equipment. Director Aguera moved that the Board accept staff's recommendation and make the award f o r a high pressure washer to Hot sy of Reno in the amount of $5 ,718.70; seconded by Director White. ROLL CALL: all Directors, aye. SO MOVED. HIRSCHDALE WATER SYSTEM IMPROVEMENTS - CONSIDERATION OF CHANGE ORDER AND -4- PROGRESS PAY ESTIMATE Mr. Holzmeister advised that Change Order No. 1 formalizes direction concerning well drilling in Hirschdale given by the Board at the special meeting held on November 30. A progress pay estimate for Joe Suter Construction was also presented for consideration. After some discussion, Director Maass moved that the Board approve the change order in the amount of $12 ,200 and Progress Pay Estimate No. 1 in the amount of $19 ,620; seconded by Director Aguera. ROLL CALL: all Directors, aye. SO MOVED. Director Sutton noted that the change order is necessary to proceed with additional funding through the state. NEW DISTRICT C0MPLEX - CONSIDERATION OF CHANGE ORDER - CONSIDERATION OF PROPOSAL FROM DALE COX TO DRAW UP SPECIFICATIONS AND CONTRACT DOCUMENTS FOR GOING OUT TO BID ON COMPLETI0N OF THE SECOND STORY Architect Dale Cox presented a proposal for preparing the plans and specifications for tenant improvement work necessary for the California Department of Transportation to lease a portion of the second story. Note was made that Mr. Cox will be reimbursing the PUD for the stairwell which was removed at the direction of the Fire Department. An amount has not yet been determined. Director Sutton stated she would like Mr. Cox to perform this work for the District; however, she would like to discuss the matter in closed session prior to the Board taking action. She moved that the item be postponed until after closed session. SO MOVED by consensus. PROSSER HEIGHTS WELL - CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS FOR IMPROVEMENTS AND ISSUING A CALL FOR BIDS Mr. Sauers provided the Environmental Impact Analysis Form, which briefly describes the Prosser Heights Well Pump Project and its environmental conditions, and the plans, specifications and contract documents for Board review. It was his opinion that the project is categorically exempt , and he recommended that the Board make such a finding and authorize the filing with the Clerk of Nevada County. Mr. Sauers advised that several provisions of the contract are slightly different from the standard format - the contractor is allowed 15 days in which to provide proof of insurance rather than 10: there is a non-reimbursable deposit of $20 for the plans and specs; the State Labor Law requirements are emphasized. He assured the Board that the prevailing wage requirements have been included. Contained in the description of work is possible cleaning of the casing perforations. This will be determined by the Engineer after the well has been inspected and video-recorded with a television camera. -5- It was mentioned that the pump building needs to be redone and the Water Foreman has included funds in the 1988 budget. Director Maass moved, and Director Sutton seconded, that the Board approve Resolution No. 8758 approving environmental documents , the notice of exemption, plans , specifications and bidding documents for the Prosser Heights Well Pump Project. The bid opening is to be at 2: 00 P.M. on January 19 , 1988. ROLL CALL: all Directors, aye. SO RESOLVED. AUDIT FOR 1987 - CONSIDERATION OF RESOLUTION APPROVING REQUEST FOR PROPOSALS Finance Supervisor Colburn recommended that the Board request proposals from accountantcy firms for review and auditing of the District's financial statements for a three year period beginning on December 31 , 1987. After some discussion, Director Maass moved that the Board adopt Resolution No. 8759 issuing a request for proposals for the 1987-89 audits; seconded by Director Aguera. ROLL CALL: all Directors , aye. SO RESOLVED. CONSIDERATION OF RESOLUTION AUTHORIZING RENTER AGREEMENT FOR SAFE DEPOSIT BOX WITH BANK OF A14ERICA Mr. Colburn explained that the DST back-up disks have been kept at Truckee River Bank's administrative offices since they are bulky and would not fit in a safe deposit box. The new system's disks are the size of eight-track tapes, and he is requesting authorization to rent a safe deposit box in which to store them. Director Sutton asked if there is a record storage depository in Truckee; no one was aware of one. Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 8760 authorizing a bank renter agreement and authorizing signers to open the safe deposit box, remove its contents , and sign a liability release (for storage of the District's computer diskettes). ROLL CALL: all Directors, aye. SO RESOLVED. AUDIT FOR 1987 - CONSIDERATION OF RESOLUTION APPROVING REQUEST FOR PROPOSALS Director Sutton asked that a management letter, as required by REA, be a part of the audit services. Mr. Colburn explained that it has been set forth as a requirement in the request for proposals. CONSIDERATION AND POSSIBLE AUTHORIZATION TO WRITE-OFF UNCOLLECTIBLE CUSTOMER ACCOUNTS Office Supervisor Chapman provided a copy of the current write-off list in the amount of $42 ,613.58. She explained that the list represents all accounts that closed in 1986 and prior with an outstanding balance. She -6- outlined the District 's collection procedure on both open and closed accounts, and provided an analysis of the accounts making up write-offs for the past six years. Mrs. Chapman noted that the District pursues collection even after accounts have been written-off. Director Maass moved that the Board authorize the write-off of uncollectible customer accounts as presented; seconded by Director White. ROLL CALL: all Directors , aye. SO MOVED. A copy of the write-offs has been made an attachment to these minutes. CONSIDERATION AND POSSIBLE AUTHORIZATION TO WRITE-OFF UNCOLLECTIBLE ACCOUNTS RECEIVABLE The Board reviewed the proposed write-offs for miscellaneous electric and water accounts receivable. A copy has been attached to these minutes for reference. Mr. Colburn noted that many of the charges occurred prior to the time when the District required a short form agreement with customers. After discussion, Director Maass moved, and Director White seconded, that the Board authorize the write-off of uncollectible accounts receivable as presented. ROLL CALL: all Directors , aye. SO MOVED. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS (WIRE AND CABLE) Staff is recommending the District call for bids for its annual supply oF_ cable and conductor. The Board reviewed the draft resolution. Director Sutton stated it indicates the call for bids will be based on the District' s standard specifications for cable and conductor. She asked if these are specifications the Board approved, and Mr. Holzmeister stated that the Board , at some time in the past, adopted these specifications. Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 8761 calling for bids on electrical distribution equipment - cable and conductor. The bid opening is to be at 11:00 A.M. on Wednesday, January 13, 1988. ROLL CALL: all Directors , aye. SO RESOLVED. REVIEW OF DRAFT BUDGET FOR 1988 AND POSSIBLE DIRECTION The Board requested that department heads attend the next regular meeting to give a brief overview of the budget (with a total time limit of 30 minutes for this discussion) , and that the matter be tabled to that time. CLOSED SESSION The Board adjourned to closed session at 9:45 P.M. pursuant to Government Code Section 54956.9(c) in order to discuss pending litigation and bargaining with the Union. -7- RIZTURN TO PUBLIC SESSION The meeting was returned to public session at 12:44 A.M. No action regarding litigation was reported; direction was given to Manager Holzmeister during closed session concerning negotiations with the Union. During closed session (at 11:00 P.M.) Director Maass left the meeting. NEW DISTRICT COMPLEX - CONSIDERATION OF PROPOSAL FROM DALE COX TO DRAW UP SPECIFICATIONS AND CONTRACT DOCUMENTS FOR GOING OUT TO BID ON COMPLETION OF THE SECOND STORY Director Aguera moved that the Board authorize Dale Cox to proceed on the plans and specifications to finish off the upstairs as proposed (the area required by the California Department of Transportation) providing the following occurs: Mr. Cox is to pay for installing the first stair case, removing that stair case and for the inefficiency of installing the second stair case outside, with SEA to determine the cost; he is to design the outside stairs at no cost to the District. The motion was seconded by Director Sutton. ROLL CALL: Maass, absent; all other Directors, aye. SO MOVED. ADJOURNMENT There being no further business before the Board , Director Aguera moved that the meeting be adjourned at 12:47 P.M.; seconded by Director Sutton. All Directors, aye , by voice vote. SO MOVED. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By 1,4 � &( da& Jo L. Corbett, President Prepared b Susan Macdonald, Deputy District Clerk. sm/d5c.16 -8-