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HomeMy WebLinkAbout1986-05-14 Min - Board Special Meeting May 149 1986 The special meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass at 7:30 P.M. in the TDPUD Board Room. ROLL CALL: Directors Cooley, Corbett, Hamilton, Sutton and Maass were present. EMPLOYEES PRESENT: Peter L. Holzmeister and Susan Craig. CONSULTANTS PRESENT: Counsel John M. Phelps and Architect Dale W. Cox. OTHERS PRESENT: Among those present were Chris Ciciarelli , C. R. VanLandingham, Eric Comstock, Carol Armstrong, Dawn Painter, Dean Michael , Sean McGinity and Melanie Young. REVIEW, DISCUSSION AND POSSIBLE DIRECTION REGARDING VARIOUS ISSUES DEALING WITH THE BUILDING COMPLEX AND FINANCING CONSIDER REJECTING ALL BIDS Four bids were received for construction of the new District complex - Value Builders in the amount of $2 ,849,000, F & H Construction in the amount of $2 ,999 ,400, Vanir/Campbell in the amount $3 ,433,147 , and Hager/Gassiot in the amount of $3,630 ,000. All were over the $2.5 million limit approved by ordinance for the project, and Mr. Holzmeister suggested either awarding the bid to the low bidder and subsequently approving changes to lower the cost or rejecting all bids and rebidding the project. Director Cooley moved, and Director Hamilton seconded , that the bids received on construction of the new District complex be rejected. ROLL CALL: all Directors , aye. SO MOVED, REVIEW PLANS AND POSSIBLE CHANGES Manager Holzmeister reported that he and Mr. Cox have gone over possible changes in the building plans and Mr. Cox reviewed the suggested changes , which would reduce the estimated cost of the project by $418 ,200. A list of the possible changes in the building plans has been attached to these minutes for reference. A change from tilt-up to block construction, changing the drain rock to compacted fill , moving a stairway inside , postponing installation of a transfer switch for the emergency generator, a reduction in the amount of paving , elimination of air conditioning , infrared heaters and insulated overhead doors were items discussed in detail by the Board. With respect to a suggestion to require two rather than three coats of stucco (representing a savings of $5,000) the Board, by consensus, decided against this item. Three coats will be specified in the construction documents. (Item 13. ) _1_ The Board determined, by consensus , not to eliminate six pole lights from the parking area. The cost is estimated to be $3 ,500. (Item 15.) Director Sutton stated she would like to discuss some of the broader things related to financing. She asked if the Board would consider eliminating some of the square footage in the lobby area, offices and Board room, and reconsider its decision to build a second story. Directors Maass, Corbett and Hamilton ratified their approval of building a second floor. Mr. Holzmeister estimated the District will need the second story space in five years to improve engineering, purchasing, customer services and data processing; in the meantime , it can be leased to another governmental entity. He projected growth in the next ten years will be the same as the past ten years. President Maass stated he would rather be criticized now for having too much space than in five years for not having enough space. He said he feels the Board should consider what's in the best interest of the community for the next 25 years. Director Sutton said she thinks five times the space should be sufficient to serve the District for the next ten years easily, and went on to say she doesn't feel it is the District's responsibility to provide housing for the County or City. The financial impacts based on borrowing different sums between $2.0 and $2.8 million were discussed. In response to Director Sutton's question as to whether anyone has looked into the extent to which one Board can commit another Board , Mr. Holzmeister replied that future Boards will have to address the issue independently and decide whether they want to stick to the plan this Board chooses. Director Sutton stated she thinks the District needs a new building, but would like to leave off the second floor at the present time. Director Hamilton moved, and Director Corbett seconded, that the District go forward with its original plan to build a second story. ROLL CALL: Cooley, abstain; Sutton, no, stating that she doesn't think it's cost effective - businesses don't make expenditures until they need to; Corbett , Hamilton and Maass , aye. SO MOVED. Director Corbett moved, and Director Hamilton seconded, that the Board accept the proposed changes in the building plans numbers 1 through 25 with the exception of numbers 13 and 15 , which will result in an approximate savings in the amount of $409,700. Director Sutton asked if there were any conditions in the use permit following adoption of the original plans and specifications on March 17 , 1986, that increased the cost of the project (relating to parking, curbs , gutters, encroachments , etc. ) She stated she has not seen a copy of the use permit. Mr. Cox advised the amended permit includes the same requirements as the original use permit. ROLL CALL vote on the motion that the District go forward with its original plan to build a second story, all Directors, aye , with the exception of ^ Director Sutton, who voted no. MOTION PASSED. Director Sutton requested a copy of the conditions set forth in the use permit and asked if easements and rights of way to be dedicated to the County were different than in the -2- original site plan. She went on to ask if there is a requirement that the parcel currently zoned C--2 be zoned Public. Mr. Cox advised an application for a zone change will be submitted prior to the start of construction. In answer to another question, Mr. Cox stated the entire parcel will revert to acreage and become one parcel with a Public zoning. Director Sutton stated this might cause a problem in renting the second story as the type of occupancy allowed may be affected. Mr. VanLandingham noted he attended the Planning Commission hearing and has a copy of the use permit. He stated he feels the District's application would not have gone through if the District representatives (Phelps and Cox) stated the PUD was going to rent the up-stairs. Counsel Phelps indicated Mr. VanLandingham must have misunderstood; the application was approved without restriction. Mr. Cox also said there were no conditions added to the approval. Director Sutton asked who authorized Counsel Phelps and Architect Cox to represent the District at the hearing without the Board being advised or informed. She stated the Board should be informed about everything in a timely manner, and indicated she would request an agenda item to discuss this matter. SET PUBLIC HEARING FOR MAY 192 1986 TO ADOPT ORDINANCE CALLING FOR BIDS Counsel Phelps noted that the Board previously adopted an ordinance authorizing an expenditure on the new complex of up to $2.5 million. If there is a possibility bids might come in higher than $2.5, he suggested the Board adopt a new ordinance with a higher limit. It was noted that there is no legal requirement to advertise in advance of adopting an ordinance. Director Corbett moved , and Director Hamilton seconded , that Counsel prepare another ordinance and set another hearing on May 19 , 1986. The limit of the expenditure is to be left blank. ROLL CALL: Cooley, Corbett , Hamilton and Maass , aye. Sutton, no. SO MOVED. ESTABLISH GUIDELINES FOR SELECTION OF MEMBERS OF NON-PROFIT CORPORATION Director Sutton stated she feels each Board member should be able to designate a member of the community to sit on the Board of the financing corporation. SO MOVED by consensus. In response to Director Sutton's question, Mr. Holzmeister advised that nothing relating to procedural matters of non-profit corporations and the sale of certificates of participation has been received from Bond Counsel. ADJOURNMENT There being no further business before the Board, Director Cooley moved that the meeting be adjourned; seconded by Director Corbett. SO MOVED -3- �^ unanimously at 9:15 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By Ja s A. Maass, President Prepared b Susan M. Craig, Deputy District Cler s me d5a.9 -4-