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HomeMy WebLinkAbout1986-03-03 Min - Board REGULAR MEETING March 3, 1986 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass at 7:45 P.M. in the TDPUD Board Room. ROLL CALL: Directors Cooley, Corbett , Hamilton, Sutton and Maass were present. EMPLOYEES PRESENT: Mary Chapman, Tom Buckhouse, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Engineer Keith Sauers, Counsel John M. Phelps and Architect Dale Cox. OTHERS: Among those present in the audience were C. R. VanLandingham, Melanie Young, Andrew Long, Mike Tolin, Sean Moore, Christine Whan, Bill Long and Christine Napolitano. APPROVAL OF MINUTES Director Corbett moved, and Director Cooley seconded, that the minutes of February 3 , 1986 be approved as written. All Directors, aye, by voice vote. SO MOVED. Since the minutes of February 18th have not been completed as yet , consideration was put over to the next regular meeting. STATEMENT OF GENERAL FUND AND BILLS FOR APPROVAL Responding to a question posed by Director Corbett, Manager Holzmeister noted that the $14,723.03 charge by Martin McDonough's office represents work on opposition of Nevada County's groundwater ordinance. Director Cooley moved , and Director Corbett seconded , that the Board approve the bills presented. All Directors, aye, by voice vote. SO MOVED. MANAGER'S REPORT Seninar and conference attendance Mr. Holzmeister advised that he and several Directors attended two training sessions recently sponsored by the California Municipal Utilities Association and the California Special District Association. He briefly mentioned topics covered at the conferences and stated he will prepare a written report for the Board. Water quality The Manager noted that, following the storm, a bacteriological problem was discovered at the Southside Complex and the District chlorinated accordingly. He believes the problem with the spring was caused by run-off. The District is now retesting, and staff thinks the matter has -1- resolved itself. The Board will be kept advised of the situation. The problem was not of a nature requiring formal notification of the Health Department, Mr. Holzmeister noted, and he went on to explain when official notification is required. Hirschdale water improvements Mr. Holzmeister advised that the Hirschdale grant application has moved to the point where a bill has been passed and signed authorizing a grant of up to $400,000 to the TDPUD on behalf of Hirschdale. In order to finalize the grant and enter into a contract, the District must form an assessment District to receive the funds , and proceed with having the additional drawings finalized. Upon official approval of the grant, the District will be reimbursed for expenditures relating to this project. Manager Holzmeister estimates the project will cost in the neighborhood of $290,000. Mr. Holzmeister explained that an assessment district must be formed strictly for the purpose of receiving the grant funding, as the PUD has too many assets and would only be eligible for a loan. Discussion ensued. President Maass directed that items relating to Hirschdale be placed on the agenda so action may be taken. Mr. Holzmeister stated he will make recommendations as to how to proceed with the assessment district formation and finalization of the improvement drawings. The Board asked him to provide an explanation, citing appropriate law, for the necessity of the assessment district, and also for a copy of the bill which was signed. Public hearing on Sierra Pacific water resource plan A complete transcript of the public hearing on SPPCo's water resource plan is now available, Mr. Holzmeister noted. Total cost is $1 ,088.75; cost for testimony of Sierra Pacific, Public Service Commission and Lahontan witnesses is $747.50, He stated the transcript establishes a record as to what SPPCo's intent is as to future water needs and also includes good technical information. After some discussion, Director Corbett moved that the District purchase the complete transcript; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. Vehicle maintenance After discussion about vehicle maintenance at the last meeting, D & C Roadside Service advised the District of a rate change he would like the Board to consider. Presently, he is charging $45 between 8:00 P.M. and 8:00 A.M. He would like that amount increased to $52.50. The Foreman of Technical Services, Bruce Grow, performed an analysis of heavy equipment repair costs. Mr. Holzmeister presented the results to the Board, and noted that D & C compares favorably. 100� There was some talk of leasing space and hiring an in-house mechanic now, rather than waiting for completion of the new complex. -2- 0 It was decided to prepare an amended agreement with D & C for consideration at the next meeting. PUBLIC INPUT Bill Long and Christine Napolitano Bill Long, speaking on behalf of himself and Ms. Napolitano , stated they are customers of the District. He brought to the attention of the Board a reoccurring problem involving a broken meter seal at their home in Olympic Heights. In April of 1985, the District discovered a broken seal at this residence; the meter was tested and found to be good. It was replaced and a locking meter ring was installed. Mr. Long appeared before the Board requesting a waiver of the $25 resealing charge, which the Board granted since the required notification letter was not mailed. Recently, Mr. Long received a notification saying their seal was broken again and a $25 resealing charge would be levied. The locking meter ring did not appear to have been tampered with. On February 24th, the Manager granted permission to him to place a box over his meter as long as the PUD has access (by way of a key kept in a lock box) in order to stop the alleged vandalism. Mr. Holzmeister recommended against waiving the $25 sealing charge. District staff considers meter tampering to be a serious problem; meter readers check the condition of meter seals for evidence of tampering. When a seal is broken, there is time involved in checking the meter, installing a locking meter ring and resealing. There was some discussion of PUD policy, and Mr. Long assured the Board he was not responsible for tampering. Two members of the audience spoke in favor of waiving the $25 charge. Director Hamilton moved that the Board waive the fee and permit Mr. Long to build a meter box that meets the District's specifications and furnish a lock box at the District's expense. MOTION FAILED for lack of a second. Director Cooley moved, and Director Corbett seconded that more information be provided to the Board and the matter be tabled to the next meeting. All Directors, aye, by voice vote. SO MOVED. CORRESPONDENCE There was no correspondence discussed by the Board. C01MTTEE REPORTS There were no committee reports. GENERAL LIABILITY INSURANCE - STATUS REPORT - POSSIBLE ACTION Office Manager Chapman advised that she has contacted Levinson Bros. , Inc. -3- for the current status of a replacement insurance carrier for the District. Mr. Levinson reports they are close to agreement with an insurance company and will advise the District as soon as it is final. An updated underwriting value list of property, vehicles, etc. has been prepared so there is current information for the carrier. Also, Mrs. Chapman has been in touch with Gerry McCarthy of Frank B. Hall and Company. She has sent all the updated underwriting information, and he assured her they would be able to have a proposal to the District in time for the next Board meeting. Relating to risk management and insurance consultant services , Mrs. Chapman reported two written proposals were received - one from Ruth Laidlaw Jones, Inc. and the other from Coopers & Lybrand. She indicated both firms seem to be well qualified, although there is a significant difference in the charge for their services. She recommended employing Ruth Jones, as her services are far less expensive and she felt the District would get a good value for its investment. The Chairman stated that the District's liability insurance expires on April 7th. The Board's concern is having a qualified consultant analyze available policies and make recommendations to the District. After some discussion, it was determined that there are benefits to hiring a large , well-know firm located within close proximity, and Director Hamilton moved that the Board hire Coopers & Lybrand to analyze proposed policies; seconded by Director Corbett. All Directors , aye, by voice vote. SO MOVED. With regard to pooled insurance programs, Mrs. Chapman advised that it will probably be a year before NWPPA has anything ready. The CSDA will send the District an underwriting schedule for completion and return along with the signed joint powers agreement. This is necessary if the District wishes to participate in the initial group of underwriting information that is sent out for proposals. REVIEW OF RECOMMENDATIONS AND POSSIBLE AWARD OF BIDS ON ELECTRICAL DISTRIBUTION EQUIPMENT (WIRE AND TRANSFORMERS) Electrical Engineer Buckhouse explained his evaluation of the wire and transformer bids to the Board, and made recommendations for awards. Director Hamilton moved, and Director Corbett seconded, that the Board award Schedule A to Western States Electric for a total cost of $8,424. All Directors, aye, by voice vote. SO MOVED, Director Corbett moved, and Director Cooley seconded, that Schedule B be awarded to Western States Electric in the amount of $11 ,529. All Directors, aye, by voice vote. SO MOVED, Mr. Buckhouse explained that Graybar was low bidder on Schedules C and E; on Schedule D, Graybar was $4 higher than the low bidder. However, by awarding all three schedules to Graybar, the freight will be paid, and the District will experience a savings. Director Hamilton moved that Schedule -4- C in the amount of $3 ,750, Schedule D in the amount of $700 , and Schedule E in the amount of $3 ,510 be awarded to Graybar; seconded by Director Corbett. All Directors , aye, by voice vote. SO MOVED. The Engineer explained how the evaluated transformer cost is determined. Thereafter, Director Corbett moved, and Director Hamilton seconded, that Schedule F be awarded to Western States Electric in the amount of $5 ,920. All Directors , aye , by voice vote. SO MOVED, Director Corbett moved that Schedule G be awarded to Maydwell and Hartzell in the amount of $29 ,550; seconded by Director Hamilton. All Directors, aye , by voice vote. SO MOVED, Director Hamilton disqualified himself from discussing or voting on award of Schedules H and I, as his wife is an agent for Vantran, one of the bidders on these two schedules. Director Corbett moved, and Director Sutton seconded, that Schedule H be awarded to Wedco in the amount of $11 ,813. All Directors , aye, by voice vote with the exception of Director Hamilton, who abstained from voting. SO MOVED, Director Corbett moved that Schedule I be awarded to Vantran in the amount of $3 ,430; seconded by Director Sutton. All Directors , with the exception of Director Hamilton who abstained, aye, by voice vote. SO MOVED, Director Corbett moved, and Director Sutton seconded, that Schedule J be awarded to Maydwell and Hartzell in the amount of $5,464. All Directors, aye, by voice vote. SO MOVED. Director Corbett moved that Schedule K be awarded to Maydwell and Hartzell in the amount of $23,506; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED. NEW DISTRICT COMPLEX Architect Dale Cox advised that the District complex plans previously approved by the Board were submitted to the County in October of 1985; review was undertaken in January, and changes requested by the Planning Department have been made and submitted. The District has applied for an amended use permit because the size of the building was slightly enlarged. Comments have not yet been received from the Department of Transportation who will be checking for compliance with County and State ordinances. The electrical portion of the drawings is nearing an end, and Mr. Cox stated it would be only two or three weeks before his portion of the job is complete. Size of the building , alternate items which could be included in the contract, square footage necessary for each employee, the possibility of doing the project in stages, equipment, circulation, vehicle needs, storage, situation of the complex on the property, front and side set-backs, and secondary vehicular access by way of Donner Trail Road were topics discussed. Director Sutton stated she disagrees with using Donner Trail Road for vehicle ingress and egress , as the road leads to a residential area. She went on to say she feels the District should -5- maintain a good neighbor policy. Director Cooley asked if the PUD can build without having a rate increase in 1986. Mr. Holzmeister stated the complex can be built with no effect on the rates. The District may require an increase , but this will have nothing to do with whether or not the complex is built. Methods of financing and the benefits of financing the entire complex were briefly discussed. President Maass asked that a comparison analysis of financing proposals be prepared for presentation at the next meeting. The Board directed that a public hearing be scheduled and advertised for 7:30 P.M. on Monday, March 17th. Items to be discussed are the status of the project, consideration of financing options, and possible adoption of an ordinance approving the plans, specifications, expenditure and issuing a call for bids. POSSIBLE AUTHORIZATION TO ESTABLISH MONEY MARKET ACCOUNT WITH TRUCKEE RIVER BANK This item was put over, as requested information has not yet been received. CONSIDERATION OF RECOMMENDATIONS AND POSSIBLE AWARD OF 1986 PUMP STATION UPGRADE CONTRACT District Engineer Keith Sauers noted there were five bids received on the pump station upgrade project, all below the engineer's estimate. Resources Development Company is the low bidder, and is $42,100 below the second lowest bid. Mr. Sauers provided his analysis of bids and the qualifications of the two low bidders, which disclosed no problems with either. Mr. Sauers advised that Resources Development will not be able to meet District specifications for the submersible motor at the Airport Well. After speaking with John Sharp, he noted he thinks the District should review the plan in more detail before proceeding. Mr. Sauers and Dave Rully, Water Foreman, determined that the expected summer water demand can be met without expansion of the Airport Well pumping capacity. It was the Engineer's recommendation that the Board award the contract, with the exception of the Airport Well component , to the low bidder , Resources Development Company. He noted he had discussed his recommendation with District staff, legal counsel and the low bidder. The Chairman noted that an ordinance authorizing this expenditure was passed several weeks ago, and the contract may not be signed until 30 days from the date of passage. Director Corbett moved that the Board award the bid for the 1986 pump station expansion project, not including Item 4, the Airport Well component, or either deductive alternate , in the amount of $2335700 to Resources Development Company of Sparks; seconded by Director Cooley, All Directors, aye, by voice vote. SO MOVED. -6- � REVIEW AND POSSIBLE APPROVAL OF RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS ON LINE PRINTER Office Manager Chapman explained the need of a new line printer to the Board, and noted funds for this purchase were set aside in the budget. After a review of the specifications, Director Corbett moved that the Board adopt Resolution No. 8601 approving the specifications and issuing a call for bids on a line printer. Bidders are to include a statement as to whether or not they will take the old printer on trade, and approximately how much they would allow. The motion was seconded by Director Cooley. ROLL CALL: all Directors, aye. SO RESOLVED, POSSIBLE APPROVAL OF AMENDED POLICY CONCERNING EASEMENT ABANDONMENTS AND LOT LINE ADJUSTMENTS After a brief review of the proposed amended policy concerning easement abandonments and lot line adjustments, the matter was put over to the next meeting. ADJOURNMENT There being no further business before the Board, after motion duly made and passed, the meeting was adjourned at 11:15 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT J s A. Maass, President Prepare ,;Iy Susan M. Craig, Deputy Dist ct Clerk -7-