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HomeMy WebLinkAbout1985-07-01 Min - Board REGULAR MEETING July 1 , 1985 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 7 : 04 P.M. by President Duffy in the TDPUD Board Room. ROLL CALL: Directors Cooley , Corbett , Duffy and Hamilton were present . Director Maass was absent . EMPLOYEES PRESENT : Tom Buckhouse , Peter Holzmeister , Ron Reynolds and Susan Ford were present . CONSULTANTS PRESENT: Counsel John M. Phelps was present . OTHERS PRESENT : Among those present in the audience were Ron Monson , Dick VanLandingham and Frank Caliri . APPROVAL OF MINUTES Director Corbett moved , and Director Hamilton seconded , that the Board approve the minutes of June 3 , 1985 as written. All Directors , aye , by voice vote . SO MOVED. Director Corbett moved , and Director Hamilton seconded , that the Secretary be directed to prepare the minutes of June 17 , 1985 in final form as corrected . All Directors , aye , by voice vote. SO MOVED. STATEMENT OF GENERAL FUND AND BILLS FOR BOARD APPROVAL Director Corbett asked for an explanation of the Porter , Simon, Graham and Phelps billing for a labor matter , and Counsel Phelps indicated he would provide the Board with this information during closed session. Manager Holzmeister requested that the Board consider the Cook Associates ' bill dated June 279 1985 , for the downtown water line project in the amount of $32973 .50 , which was not received in time to be listed with the other bills presented . He noted that the Cook bill also includes a charge for the Riverside Drive water line , which is not being recommended for payment at this time . The Board is awaiting a full report respecting the proposed joint project with the Sanitary District on Riverside Drive. Director Hamilton moved that the Board approve the bills presented for payment with the addition of the Cook bill for Project 85-1 in the amount of $3 ,973 . 50 ; seconded byDirector Corbett . ROLL CALL : Maass , absent ; all other Directors , aye . SO MOVED. Out of curiosity , Director Corbett asked the Manager to describe the Tupperware cover listed in the record of checks drawn , and Mr. Holzmeister stated he would check into the matter . Expenses for vehicle maintenance were briefly mentioned , and Manager Holzmeister noted that everything found during routine inspection of the vehicles was corrected . MANAGER' S REPORT Lease agreement with WestStar It was noted that a revised lease agreement was prepared by Counsel . Yet to be included in the terms of the lease were its term , the amount of rental payments per year , and provisions for rental adjustments . Counsel advised that the lease is the same as previously approved by the Board for a different location , provided related historical data , and explained the exhibits which will be attached to the agreement . Mr . Holzmeister suggested WestStar be given a ten-year lease with the option to renew for an additional ten years , and be charged $300 per year. President Duffy noted it is the Board ' s practice to go over the final documents thoroughly , and asked that a full package and complete lease agreement be submitted for review. It was decided that , after other business has been conducted , the meeting would be adjourned to July 3rd to consider this matter. LAFCo - Nomination for alternate special district representative Mr . Holzmeister advised that the District received a request from LAFCo for a nomination for an alternate special district representative . Director Corbett noted that Ron Sweet is the permanent special district representative , and also noted that he (Corbett ) has attended the LAFCo meetings and is familiar with its functions. Director Hamilton moved that Director Corbett be nominated to fill the open alternate special district representative position with the Local Agency Formation Commission. The motion was seconded and passed unanimously by voice vote . '^ SO MOVED. PUBLIC INPUT There was no public input. CORRESPONDENCE The President made note of the letter written by Director Maass concerning the Truckee Sanitary District ' s Riverside Drive project. COMMITTEE REPORTS No committees have met since the last meeting. POSSIBLE APPROVAL OF DEVELOPMENT AGREEMENT WITH DONNER LAKE UTILITY COMPANY After a brief review of the draft development agreement with Donner Lake Utility Company , Director Hamilton moved that consideration be put over to the meeting on Wednesday in order to allow time for review of the documents ; seconded by Director Corbett . SO MOVED by consensus . CONSIDERATION OF RESOLUTION DESIGNATING AUDITORS FOR THE 1985 TAX YEAR - WATER DEPARTMENT The possibility of calling for proposals for the 1985 audit was mentioned , and Manager Holzmeister stressed the benefits to the District in having continuity with the Auditors , especially since they are in the process of assisting with simplification of the PUD' s accounting system. Director Corbett moved , and Director Hamilton seconded , that the Board adopt Resolution No . 8522 designating Arthur Andersen & Company aduitors for the 1985 tax year for the Water Department . ROLL CALL : Maass , absent ; all other Directors , aye . SO RESOLVED, CONSIDERATION OF RESOLUTION DESIGNATING AUDITORS FOR THE 1985 TAX YEAR - ELECTRIC DEPARTMENT Director Corbett moved , and Director Hamilton seconded , that the Board adopt Resolution No . 8523 designating Arthur Andersen & Company auditors for the 1985 tax year for the Electric Department . ROLL CALL : Maass , absent ; all other Directors , aye . SO RESOLVED. REVIEW OF RECOMMENDATIONS AND POSSIBLE AWARD OF BID FOR TREE TRIMMING ALONG THE DISTRICT ' S ELECTRICAL LINES The Board reviewed the Electrical Engineer ' s recommendation to award the bid to the sole bidder , Utility Tree Service , in the amount of $114 .80 total cost per hour . Mr. Buckhouse no t ed he is f ami li ar wi th the f i rm, and they have been in business for a long time. 109�0- Director Corbett moved , and Director Hamilton seconded , that the Board award the bid for tree trimming along the District ' s electrical lines to Utility Tree Service . ROLL CALL: Maass , absent ; all other Directors , aye . SO MOVED. PROJECT 85-1 - STATUS REPORT Mr . Holzmeister advised that the downtown water line replacement project is virtually complete . A punch list and payment request will most likely be presented at the next regular meeting. CONSIDERATION OF RESOLUTION CALLING SPECIAL ELECTION TO COINCIDE WITH THE NOVEMBER 5 , 1985 ELECTION - PLACER COUNTY The Manager noted that Placer County suggested the District follow the same procedure as is required by Nevada County for inclusion in the November election procedures and , after review of the proposed resolution , Director Hamilton moved that it be adopted. The motion was seconded by Director Corbett . ROLL CALL: Maass , absent ; all other Directors , aye . SO RESOLVED. (Resolution No. 8524 . ) CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS -- MARTIS VALLEY SUBSTATION FEEDER RECONDUCTORING Mr . Buckhouse described the Martis Valley Substation feeder reconductoring project , and indicated the technical provisions are in order. Director Hamilton asked that Counsel review the technical provisions , and the Board requested the standard contract documents also be included in a package for consideration at the July 3rd meeting. CONSIDERATION OF RESOLUTION RESPECTING CURRENT AND ORDINARY REPAIRS AND CURRENT AND ORDINARY UPKEEP OR MAINTENANCE OF DISTRICT FACILITIES Manager Holzmeister stated that the purpose of this proposed resolution is to clarify for staff and effectuate a standard defining current and ordinary repairs and upkeep of the District ' s facilities . Counsel Phelps noted that there is some confusion in the law , as new construction , repair , maintenance and upkeep aren' t clearly defined. Since the law isn' t specific , it doesn ' t provide proper guidance to the District with respect to current and ordinary repairs , upkeep and maintenance . After some discussion , Director Hamilton moved , and Director Corbett seconded , that the Board adopt Resolution No. 8525 respecting current and ordinary repairs and current and ordinary upkeep or maintenance of District facilities subject to the inclusion of a provision that the General Manager will keep the Board advised periodically of such matters . ROLL CALL: Maass , absent ; all other Directors , aye . SO RESOLVED. CONSIDERATION OF POLICY PERTAINING TO DISTRICT ASSISTANCE IN DISPLAYING BANNERS Mr . Holzmeister reviewed the current procedure for providing District assistance in displaying banners , and expressed the need for a more specific policy. Counsel noted that the District ' s insurance covers employees while putting up and removing the banners , but does not cover damage caused by the banner falling loose . He stated the District could extend its policy to cover these matters , and suggested obtaining a disclaimer from the entity owning and requesting assistance in displaying the banner . Director Hamilton indicated he would like Counsel to draw up a disclaimer form. The Board directed the Manager to check into insurance coverage , and tabled the matter to the next regular meeting. SO MOVED BY CONSENSUS. CLAIM FOR DAMAGE - POSSIBLE DIRECTION The claim of Debra L. Fulton in the amount of $1 , 173 .33 for damage related to an alleged low voltage problem was reviewed . Fulton claims that the line leading to her residence had low voltage causing damage to light fixtures and food spoilage in the refrigerator . She stated the PUD came out and fixed the line at no charge and advised her the problem was in the line . She replaced light fixtures , bulbs , and the refrigerator (because of food spoilage and a resultant bad odor) . Manager Holzmeister reported that District records were investigated , and no call-outs on the weekend in question were received ; there were no materials checked out of inventory to Fulton' s South Shore address ; and no requests were made by any employee for overtime pay. He also noted that he did not feel purchasing a new refrigerator was ne c e s s ry because of a bad odor . He recommended that the claim be denied , and that the insurance company investigate the matter further. SO MOVED by Director Hamilton; seconded by Director Corbett , All Directors , aye , by voice vote . POSSIBLE APPROVAL OF R. W. BECK PROPOSAL RE BOCA AND STAMPEDE HYDROELECTRIC PROJECTS The Manager advised that a feasibility study on hydroelectric development was conducted some time ago , and it is now time for the District to decide whether or not to go forward with construction at Boca and the allocation granted for the power generated at Stampede . He noted that the Bureau of Reclamation is presently conducting a study of Stampede - they ' re evaluating whether or not changes can be made in the flow. Mr. Holzmeister suggested that we request the Boca project also be considered in their study , with R. W . Beck on the sidelines to promote the District ' s interest in receiving additional power . Director Corbett moved , and Director Cooley seconded , that the Board accept Beck's proposal to work with the Bureau of Reclamation in this matter at a cost of $1 ,500 . ROLL CALL: Maass , absent ; all other Directors , aye . SO MOVED, CLOSED SESSION The Board adjourned to closed session at 8 : 25 P.M. for the purpose of discussing legal and personnel matters. RETURN TO PUBLIC SESSION The meeting was returned to public session at 8 : 50 P . M. There was no report on the matters discussed during closed session. ADJOURNMENT Director Hamilton moved , and Director Corbett seconded , that the meeting be adjourned to 4 :00 P.M. on Wednesday , July 3 , 1985 . All Directors , aye , by voice vote. SO MOVED, ADJOURNED MEETING July 3 , 1985 The regular meeting of July 1 , 1985 was reconvened at 4 :05 P , M. on Wednesday, July 3 , 1985 by President Duffy in the TDPUD Board Room. ROLL CALL: Directors Cooley , Corbett , Hamilton and Duffy were present . Director Maass was absent . EMPLOYEES PRESENT: Tom Buckhouse , Peter Holzmeister , Debi Waller and Susan Ford were present . CONSULTANTS PRESENT: Counsel John M. Phelps . OTHERS PRESENT: Among those present were Dick VanLandingham , Ron Monson and Frank Caliri . POSSIBLE APPROVAL OF DEVELOPMENT AGREEMENT WITH DONNER LAKE UTILITY COMPANY Counsel Phelps stated that he has reviewed the development agreement with Donner Lake Utility Company and found it to be in order . Director Hamilton moved , and Director Corbett seconded , that execution of the agreement be approved. ROLL CALL: Maass , absent ; all other Directors , aye . SO MOVED. CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS - MARTIS VALLEY SUBSTATION FEEDER RECONDUCTORING Counsel advised that he has reviewed the legal and technical documents pertaining to the Martis Valley Substation Feeder Reconductoring project and found them to be correct from a legal standpoint . Director Corbett moved , and Director Hamilton seconded , that the Board adopt Resolution No . 8526 approving the specifications and calling for proposals on the reconductoring of the Martis Valley Substation feeder . ROLL CALL: Maass , absent ; all other Directors , aye. SO RESOLVED, CONSIDERATION OF LEASE AGREEMENT WITH WESTSTAR Counsel noted that he and Manager Holzmeister met with Mr. Caliri of WestStar and decided upon a lease agreement with a ten-year term with an option to renew for an additional ten years , and a rental amount of $200 per year. Exhibit A, showing the location of the earth stations on the Northside Tank site , has been attached to the agreement , , There was some discussion relating to the map and legal description of the location. Director Hamilton asked that WestStar place "Caution - underground cable" signs on the site , and Mr, Caliri agreed . Director Hamilton moved , and Director Corbett seconded , that the Board approve the lease agreement with WestStar , with the addition of the requirement in the agreement that as-built drawings be provided to the District . ROLL CALL: Maass , absent ; all other Directors , aye. SO MOVED. ADJOURNMENT There being no further business before the Board , Director Hamilton moved that the meeting be adjourned at 4 : 16 P.M. The motion was seconded by Director Corbett and passed unanimously by voice vote . TRUCKEE DONNER PUBLIC UTILITY DISTRICT Bye + -�-�--- C- -774 Susan Ford , Deputy District Clerk D/M/4