Loading...
HomeMy WebLinkAbout1986-06-02 Min - Board ck a Donner Public UtilityDistrict Tru e Post Office Box 309 a 11570 Donner Pass Road • Truckee, California 95734 (916) 587-3896 REGULAR MEETING Monday, June 2, 1986 7:00 P.M. - TDPUD Board Room AG E N D A 1. Call to order 2. Roll call 3. Approval of minutes: a) April 21 and May 5 , 1986 b) May 14 , 1986; Board direction 4. Statement of general fund and bills for approval 5. Manager's report 6. Public input 7. Correspondence 8. Committee reports UNFINISHED BUSINESS 1. Consideration of amendment to District policy governing out of town travel for Directors attending training conferences 2. Authorization for Martin McDonough to draft amendments to SB1535 NEW BUSINESS 1. Consideration of report on development agreement process 2. Consideration and possible direction regarding filing of rezoning and reversion to acreage of warehouse parcel 3. Consideration of amending District billing procedure 4. Consideration of resolution regarding removal of Kuttel wires 5. Consideration of Progress Payment No. 1 on 1986 pump station expansion 6. Tree trimming - extension of bid opening date 7. Consideration of invoice from Dr. Yvonne Wood of UNR 8. Procedure for providing information to Directors CLOSED SESSION - Discussion of legal and personnel matters RETURN TO PUBLIC SESSION - Possible direction resulting from closed session ADJOURNMENT C E R T I F I C A T I O N I hereby certify that the foregoing agenda has been posted in the District office and Government Center, provided to t�xe U. S. Post Office and County Library for posting, and mailed to the D'��ctors nd inter sted parties on May 29, 1986. �- S an M. Craig, Deputy Distri Clerk REGULAR MEETING June 2, 1986 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Maass at 7:05 P.M. in the TDPUD Board Room. ROLL CALL: Directors Corbett, Hamilton, Sutton and Maass were present. Director Cooley was expected. EMPLOYEES PRESENT: Debi Black, Mary Chapman, Tom Buckhouse, Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Counsel John M. Phelps, Engineer Keith Sauers. OTHERS PRESENT: Among those present in the audience were John Curtis, Helen VanBoer, C. R. VanLandingham and Karl Kuttel. APPROVAL OF MINUTES Director Corbett moved, and Director Hamilton seconded that the minutes of April 21 and May 5, 1986 be approved as written. All Directors, aye, by voice vote. SO MOVED. Director Hamilton moved, and Director Corbett seconded, that the Secretary be directed to prepare the minutes of May 14, 1986 in final form. All Directors , aye, by voice vote. SO MOVED, BILLS FOR APPROVAL Director Sutton asked that the bill from Western Utility and Plumbing be deleted from the list of those being considered, but declined to give a reason for her request. Director Hamilton moved, and Director Maass seconded, that the bills be paid. ROLL CALL: Cooley, absent; Sutton, no, since the bill from Western Utility was not deleted; Corbett, Hamilton and Maass, aye. SO MOVED. Responding to Director Sutton, the Manager answered questions relating to expenditures for employee overtime and meals, rain gear purchased for employees, and Chamber of Commerce membership fees. The Chairman suggested Director Sutton visit the Manager during office hours to discuss the bills in detail rather than take up Board meeting time. Directors Corbett, Hamilton and Maass stated they do not feel the Board should be involved in this day-to-day type decision making, but are interested in making policy decisions so that the Manager can conduct the daily business of the District. Director Sutton went on to ask about the check to the Nevada County Treasurer, which was for collection of standby charges. She said if there was more detail provided , the need to ask questions would be eliminated. She also said maybe the Board can talk about financial matters of the District , and suggested an agenda item having to do with finances -,- and how the accounts are kept. MANAGERS REPORT -1- loom, Electric and dater Master Plan and fee analysis Manager Holzmeister noted that Consulting Engineer Sauers has been looking into a master plan, and asked him to briefly explain his findings to the Board. Mr. Sauers advised that he prepared an informational report, which was provided to the Directors with their packets. He said that a water and power plan for the District would be an evaluation of existing facilities, existing customer requirements, and projected system demands based on new growth. Following a review, it would be possible to predict where new facilities are needed to meet growing demands and when those facilities will be needed. He went on to note that when new projects are begun by developers within the District , the County asks for PUD comments. Routinely, the District responds that the developer must enter into an agreement with the District assuring the adequate development of water and power facilities. However, without a master plan some District systems could become overloaded, or the District could end up owning and operating small isolated systems which are inefficient and not compatible with the areas overall needs. A master plan for water and power would allow the District to react specifically to the needs of each anticipated project. The Chairman advised that these matters will appear as new business items on future agendas for more in-depth discussion. Mr. Sauers said that in order to deliver water to a customer , it is necessary to allocate to that service a certain amount of capacity of the source of supply, pumping facilities , pipelines and storage tanks. The existing water supply facilities are allocated to developed service areas. When the District serves others from those supplies it must expect to have to replace that capacity in the future when it is needed for its original service area. Therefore, it is reasonable to collect adequate funds from the new service applicant in order to pay the future bill for expanding the system. The District's facilities fee schedule has not been reviewed for some time, and does not reflect the current cost to provide water service. Mr. Sauers selected the Tahoe Donner water system as a basis for his study and to prepare an updated facilities fee schedule because its facilities are identifiable, its service area is large , and the number of potential users can be accurately identified. The Chairman asked that a similar study be conducted on the Prosser Heights water system (since it is also self-contained) for comparison purposes. Mr. Sauers noted that the total cost of water facilities for a single family residential service or its equivalent in Tahoe Donner is $1 ,333. The District is presently charging a facility fee of $350 for this same service. Director Sutton noted that facilities fees were set up to build a reserve fund to provide the water after development has taken place. She expressed concern if staff and the engineer aren't familiar with this fact. President Maass suggested that Mr. Sauers expand his report to include more detail - to outline (in plain English) what the District is currently doing, and what is being proposed. He noted the facilities fees and connection fee analysis should also be explained in detail at the next meeting. -2- �*- PUBLIC INPUT Truckee Cemetery District request for information With respect to his suggestion that the District consider adoption of a policy relating to requests for information requiring extensive research and copy work, the Chairman volunteered to prepare a draft for consideration. Helen VanBoer and John Curtis of the Cemetery District Board were present in the audience. It is that District's request that the PUD provide a printout of all of the water charges and gallon usage for the period of July 1966 to present. He stated he feels some inequities exist and he would like to straighten them out as soon as possible. There was some discussion as to past lengthy research of PUD records made at the request of Mr. VanLandingham (one of the Cemetery District Directors) , and the obligation of the PUD to make its records public in accordance with Sections 6250 through 6265 of the California Government Code. There was no objection on the part of the PUD Board in making the records available to the Cemetery District. The concern expressed was for the extensive research that would be involved in determining the charges for water usage; determining the gallonage would be a simple matter, the Office Manager noted. John Curtis stated that the possible inequities noted by the Cemetery District had nothing to do with an alleged statement made many years ago concerning discounted payment for water usage in exchange for an easement. Manager Holzmeister suggested that the Cemetery District check its records for information relating to water charges; the PUD will provide a 15-month printout and copies of the meter pages showing the usage. CORRESPONDENCE Rural Electrification Administration It was noted that the District received correspondence from the REA on May 19 , 1986 stating that their Field Accountant had completed a loan fund audit of the PUD for the period August 1 , 1976 through April 30, 1986. The audit covered the accounting for the REA construction fund, the extent of internal accounting control over plant activities, related accounting records and procedures , and the determination of compliance with the required uniform system of accounts for plant accounting and other related financial records. The audit of the loan fund transactions indicated that all REA construction fund receipts were properly accounted for and all REA construction fund disbursements were for proper loan program purposes. Office Manager Chapman noted there were three loans for electric line construction during the 1960-70's. A draw on the funds hasn't been made since the mid-701s. She advised $215 ,000 is still owing; interest is 2%. 100n"' COMMITTEE REPORTS There were no committee reports. -3- MANAGER'S REPORT Prosser Lakeview Estates Director Sutton noted that this item had been overlooked during the Manager's Report. Mr. Holzmeister made note of the complaints of low water pressure in Prosser Lakeview Estates. In order to solve the problem, the District is going to put the inactive Sanders Well on line, thus bolstering the supply to that system. There is no telemetry to the Sanders Well ,, so it will be operated in a manual mode until telemetry is installed. A pressure reducing valve between Sanders Well and Olympic Heights will also have to be installed so the residents of that subdivision do not experience unacceptably high water pressure. Director Sutton asked why Sanders Well hasn't been on line before, whether the line size is part of the low pressure problem, and stated she thinks the District should investigate to see if there is a major system problem. The Chairman asked for a full written report from the Consulting Engineer, CONSIDERATION OF AMENDMENT TO DISTRICT POLICY GOVERNING OUT OF TOWN TRAVEL FOR DIRECTORS ATTENDING TRAINING CONFERENCES The Manager noted that the existing policy governing out of town travel for Directors attending training conferences and seminars is causing hardships on individual Directors. He recommended changing three sections of the policy - allowing cash advances, the use of a credit card, and removing the ,�. prohibition on reimbursing employment related expenses. Regarding this last item, President Maass advised that he has been limited to attending conferences during his summer vacation, since he is responsible for paying a substitute teacher called in due to his absence. Director Cooley noted he feels it shouldn't cost a Director money to participate in District business. Director Sutton stated she has problems with Mr. Holzmeister's suggestions to allow cash advances and use a credit card, and said she doesn't understand reimbursement for employment related expenses. The Board discussed these matters, and the various expenses covered by the District. Director Corbett moved, and Director Cooley seconded, that the Board adopt Resolution No. 8614 amending the District's policy for payment of expenses - Directors and General Manager, ROLL CALL: Sutton, no; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION REGARDING REMOVAL OF KUTTEL WIRES Mr. Holzmeister noted that passage of this resolution will assure that a policy is being waived in the instance of removing the Kuttel wires, and a precedent is not being set. Director Sutton stated she has problems with several clauses in the draft - one stating that the District has received an opinion from counsel indicating that since the power lines have been in their present location for over 20 years, before Mr. Kuttel's residence was constructed, the District has acquired q prescriptive rights, and further that the location of the lines do not violate any existing law or ordinance. -4- The Chairman said he feels the clauses in the resolution portray the historical aspects of the Kuttel situation. Thereafter, Director Hamilton moved that the Board adopt Resolution No. 8615 waiving policy on relocation of power lines; seconded by Director Corbett. ROLL CALL: all Directors, aye. SO RESOLVED. AUTHORIZATION FOR MARTIN MC DONOUGH TO DRAFT AMENDMENTS TO SB1535 With protection and control of the groundwater within the Truckee River Basin in mind , the Board discussed annexing the maximum area incorporated in its sphere of influence. Director Hamilton asked that an item having to do with such annexation be placed on the next regular meeting agenda. Mr. Holzmeister explained to the Board the California-Nevada Compact which, when signed, will prevent Nevada from importing water having a source entirely within California. He suggested that the Board authorize Martin McDonough to draft amendments to SB1535 that will authorize the local water districts , acting alone or jointly by forming a special district , to regulate extractions of groundwater from the Truckee River Basin. Director Sutton asked for an overlay showing the District's sphere of influence and one that shows the groundwater basin. Director Hamilton moved that the Board authorize Mr. McDonough to draft amendments to SB1535 (removing the counties from control of groundwater, and to put the local water districts in their place). Director Sutton noted she is troubled because the PUD is in court and has spent a lot of money on opposing the county groundwater ordinance. She stated she feels the District may undermine the lawsuit if it attempts to amend SB1535 rather than oppose it. MOTION DIED for lack of a second. After discussing the matter fully, Director Maass moved that the Manager be directed to contact Assemblyman Herger through his staff and note the TDPUD's opposition to SB1535 and request that the District be notified when the bill comes up for review in the Committee on Water, Parks and Wildlife. Further, that the District continue its quest to have the County ordinance canceled; and that the PUD ratify its position as being strongly in favor of managing the water within its present and future boundaries without state or county influence; seconded by Director Corbett. ROLL CALL: all Director, aye, by voice vote, SO MOVED. CONSIDERATION OF REPORT ON DEVELOPMENT AGREEMENT PROCESS Mr. Holzmeister reported that the District's development agreement process is not as efficient as it might be due largely to staff imposed conditions. The inefficiencies result in unnecessary time delays to accomplish the District's processing and approval of development agreements. Staff has developed a revised procedure for processing development agreements that eliminates these inefficiencies while continuing to protect the District's interests. District Engineer Buckhouse reviewed some of the proposed changes in the development agreement process with the Board and answered questions posed by Director Sutton. At this point in the meeting (10:09 P.M.), Directors -5- Hamilton and Maass left. Vice President Corbett assumed the chair. CONSIDERATION AND POSSIBLE DIRECTION REGARDING FILING OF REZONING AND REVERSION TO ACREAGE OF WAREHOUSE PARCEL As part of the mitigation measures imposed by the Nevada County Planning Department in granting the conditional use permit for the District office complex, the District was required to rezone the existing warehouse site from commercial zoning to public zoning, and to combine the warehouse and office sites. After reviewing the Land Use Application and the Environmental Impact Analysis Form, Director Sutton moved that the Board authorize the filing of the rezoning and reversion to acreage petition; seconded by Director Cooley. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF PROGRESS PAYMENT NO* 1 ON 1986 PUMP STATION EXPANSION Consulting Engineer Sauers explained to the Board Resource Development Company' s first progress billing for work on the 1986 pump station expansion project. The invoice includes materials purchased by the contractor and in his possession, but not yet installed in the respective pump stations. He stated he made an inventory and confirmed the existence of the materials at the contractor's yard and the electrical supplier's plant. Mr. Sauers noted the contract is 56% complete based on the value of this progress billing. As of May 20th, the contractor had used 65 days, or 72% of the time allowed in the contract. He recommended payment to the contractor in the amount of $118 1090, 90% of the value of the materials on hand. Director Cooley moved that the Board authorize payment to Resource Development Company in the amount of $118,090; seconded by Director Sutton. ROLL CALL: Hamilton and Maass, absent; Cooley, Sutton and Corbett, aye. SO MOVED,, CONSIDERATION OF AMENDING DISTRICT BILLING PROCEDURE Mr. Holzmeister noted that last year, the District modified the billing and collection procedures to meet the current legal requirements and input from customers, Board members and staff. One of the changes was to include a reminder notice that would be sent out if payment was not received within the 19-day period following the billing date. Office Manager Chapman explained the current procedure, and noted that complaints have been received from many customers who pay their bill every month between days 20 and 30 (21% of the customer base). It is their opinion that the District is wasting funds to send the reminder notice each month because they plan on paying their bill before the next one comes out anyway. She suggested that the Board modify the billing procedure to do away with the reminder notice, and that customers be notified of the change through a mailer similar to the one sent out in July of 1985. Director Sutton moved that the policy be amended to eliminate the reminder notice; seconded by Director Cooley. ROLL CALL: Hamilton and Maass, -6- absent; Cooley, Sutton and Corbett, aye. SO MOVED, CONSIDERATION OF INVOICE FROM DR, YVONNE WOOD OF UNR This matter was tabled to the next regular meeting. APPRENTICE PROGRAM Director Sutton stated she thought it would be appropriate to have an item on the agenda pertaining to the apprentice program - to acknowledge apprentices who finish a program through the District, introduce them to the Board and offer congratulations. The other Directors agreed. SPPCo AGREEMENT RE SERVICE TO GLENSHIRE Director Sutton requested an agenda item to discuss the agreement with Sierra Pacific Power Company pertaining to service in Glenshire that expires in 1987. She also asked that copies of the agreement be provided to the Directors. ADJOURNMENT Director Cooley moved that the meeting be adjourned; seconded by Director Sutton and moved unanimously at 10:29 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT B 7 - es A. Maass, President Prepared b Susan M. Craig, Deputy District Clerk d5a.11 -7-