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HomeMy WebLinkAbout1986-07-07 Min - Board ram` REGULAR MEETING July 7. 1986 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 7:05 P.M. by President Maass in the TDPUD Board room. ROLL CALL: Directors Cooley , Corbett , Hamilton and Maass were present. Director Sutton was absent. CONSULTANTS PRESENT: Counsel John Phelps and Engineer Keith Sauers. EMPLOYEES PRESENT: Tom Buckhouse , Peter Holzmeister and Susan Craig. OTHERS PRESENT: Among those present were Peggy Hamilton, Mr. and Mrs. Albert Clayton and Dick VanLandingham. APPROVAL OF MINUTES Director Corbett moved, and Director Hamilton seconded, that the minutes of May 14, 1986 be approved as written. All Directors, aye, by voice vote. SO MOVED. At Director Corbett's request, the Chairman put over the minutes of May 19 and June 2, 1986 to the next regular meeting. STATEMENT OF GENERAL FOND AND BILLS FOR APPROVAL Responding to Director Corbett's question, the Manager advised that separate work orders on Martin McDonough's charges are being kept on the groundwater issue and Ward case. Director Cooley moved, and Director Hamilton seconded, that the bills presented for consideration be approved. All Directors, aye, by voice vote. SO MOVED, MANAGER'S REPORT President Maass noted that Mr. Holzmeister provided the Board with written reports on the electrical service outage to the Prosser area, water supply to Prosser Lakeview Estates and water quality as of June 1986. There were no questions. Copies of the reports have been attached to these minutes for reference. PUBLIC INPUT Surplus property at Meadow Way Mr. and Mrs. Albert W. Clayton were present in the audience and expressed interest in purchasing AP#18-591-06, which is .449 acres of .A000'' District-owned surplus land off Meadow Way, The Clayton's indicated -1- they own the adjacent parcel which fronts on Rocky Lane. They want to purchase the District parcel to increase the land at their current parcel. They have two homes on the one parcel, and want to effect a parcel split so that each house stands alone on its own parcel. President Maass noted that the property was previously declared surplus by the District and offered to other public agencies, then let out for bid. No bids were received. Counsel Phelps suggested that the District again offer the property to other public agencies, then have the property appraised and put up for bid or list with a real estate agent. The Chairman directed that the property again be declared surplus, that the various public agencies be notified and an appraisal be obtained. CORRESPONDENCE There was no correspondence discussed by the Board. C001I9TEE REPORTS There were no committee reports. REVIEW AND POSSIBLE AMBNDMENT OF DISTRICT IMPOSED INSURANCE LIMITS FOR CONTRACTORS Mr. Holzmeister noted that, presently, the PUD requires contractors to carry $5,000,000 liability insurance. The insurance industry is in such a state of disarray that it is impossible or exceedingly expensive for contractors to purchase that amount of insurance. There are two types of contractors that we have been requiring to carry $5,000,000 insurance. The first type is a contractor doing work directly from the PUD; the other is a contractor who is developing privately owned property when an extension of District facilities is involved. The Manager recommended that the basic policy of the District be to require a contractor to carry $2,000,000 liability insurance. This would apply to contractors working for the PUD directly or for contractors who work for a developer who will work on District facilities as part of the development. In certain cases, judged on a case by case basis , the insurance limits could be increased when the risk involved suggests the need for a higher limit. Counsel Phelps explained various situations where insurance is required and noted that District contracts include a hold harmless clause. Director Hamilton inquired as to how long insurance time limits run -2- �"'` after completion of a project and asked about state standards. He then moved that Mr. Holzmeister look into the variables - what is insurance costing the District , what is the PUD getting, etc. Motion failed for lack of a second. CONSIDERATION OF UNR INVOICE FOR PHASE I OF EMPLOYEE DEVELOPMENT PROGRAM The Manager said the District has received an invoice from Dr. Yvonne Wood of UNR in the amount of $4 ,987.50; the Board authorized Phase I the organizational development project for a fee not to exceed $4,500. Mr. Holzmeister stated he feels the report is excellent and will be a valuable tool for planning supervisor training, for improving philosophy of supervision, and for relating to the employees in a manner that will encourage maximum productivity. The cost overrun, Mr. Holzmeister noted , is due to requests by Director Corbett and himself. Director Corbett made a suggestion, not a request. His suggestion falls within the original scope of the project and should fall under the original fee arrangement. Mr. Holzmeister's request was outside the original project. He asked Dr. Wood to explain the report to the employees. He stated the meeting was well worth the $75 billed. Manager Holzmeister suggested the Board pay Dr. Wood $4,575, which is the $4,500 limit plus $75 for the employee meeting. Director Hamilton moved, and Director Corbett seconded, that Dr. Wood be paid $4,575. All Directors, aye , by voice vote. SO MOVED. REVIEW AND POSSIBLE APPROVAL OF MASTER PLAN, FACILITIES FEES AND CONFECTION FEES; CONSIDERATION OF RESOLUTIONS IMPLEMENTING NEW POLICY FOR APPLICATION OF ELECTRIC AND STATER SERVICE FOR NEW CONSTRUCTION AND UPGRADES (DEVELOPMENT AGREEMENTS) Mr. Holzmeister stated that this item has been discussed at two previous meetings. Questions were raised by the Directors, and he presented a memorandum prepared by the Engineering Technician and Consulting Engineer to answer those questions. He asked that the Board authorize staff to prepare a new ten year master plan to be reviewed and modified as conditions change and, under the direction of Consultant Keith Sauers and District Engineer Buckhouse, to authorize preparation of a twenty year master plan for water and electrical facilities. Director Corbett moved, and Director Hamilton seconded, that staff prepare a master plan for water and electrical facilities , with Engineering Consultant expenses not to exceed $7 ,500. The plan is to be finalized at the first of the year along with the budget. All Directors, aye, by voice vote. SO MOVED. -3- It was noted that the District has an obligation to provide water to applicants within its boundaries. Source, storage and distribution systems are prerequisite to the provision of water. The District can meet the water requirements of the Truckee community provided funds for replacement facilities are available. An analysis of today's costs to provide additional facilities was made by Mr. Sauers , District consulting engineer. The analysis was the basis for the updated facilities fee schedule presented to the board for review. A comparison of these fees with the fees of other local agencies was also reviewed. The Chairman directed that a public hearing be scheduled for 7:30 P.M. on July 21 , 1986 to consider adopting an ordinance revising the facilities and connection fees. Mr. Holzmeister noted that it would be advantageous for the Board to authorize staff approval of smaller scope developments. A monthly development agreement status report would be provided to the Board with development activity information and allow the Board to focus on the broader issue of where growth is occurring. After review of the draft resolutions authorizing staff to approve development agreements involving the construction of facilities to be turned over to the District up to a dollar value of $50,000, Director Corbett moved that Resolution No. 8616 establishing policy regarding procedures for water service applications for new construction and upgrades and the processing of same (Water Rule No. 29) be adopted; seconded by Director Cooley. ROLL CALL: Sutton, absent; all other Directors, aye. SO RESOLVED. Director Corbett moved, and Director Hamilton seconded, that the Board adopt Resolution No. 8617 establishing District policy regarding procedures for electric service applications for new construction and upgrades and the processing of same (Electric Rule No. 9). ROLL CALL: Sutton, absent; all other Directors, aye. SO RESOLVED. REVIEW AND POSSIBLE AWARD OF BIDS - TREE TRIMMING - ELECTRIC METERS - PIPELINE REPLACEMENT CONTRACT FOR 1986 District Engineer Tom Buckhouse reported that two bids for tree trimming were received - one from Utility Tree Service for $66.30 per hour and the other from Asplundh for $62 an hour. Mr. Buckhouse indicated Asplundh is well known nationwide and can meet the District's insurance requirements. Director Corbett moved that the bid for tree trimming for 1986 be awarded to the low bidder, Asplundh, in the amount of $62 per hour; seconded by Director Hamilton. All Directors, aye, by voice vote. SO MOVED. -4- After reviewing the Foreman of Technical Services' recommendation, Director Hamilton moved that the Board accept the Ace Supply bid for meters in the amount of $13,459.46; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED, Director Hamilton moved, and Director Corbett seconded, that the bid for Schedule A of the 1986 pipeline replacement contract be awarded to the low bidder, Hall's Excavating, in the amount of $81 ,657.40. All Directors, aye, by voice vote. SO MOVED. Director Corbett moved that the bid for Schedule B of the 1986 pipeline replacement contract be awarded to Joe Suter Construction, the low bidder, in the amount of $37 ,590; seconded by Director Hamilton. All Directors, aye, by voice vote. SO MOVED. REVIEW AND POSSIBLE APPROVAL OF REVISED DEVELOPMENT AGREEMENT WITH CAL TRANS Counsel Phelps explained the proposed amendment to the development agreement with the California Department of Transportation and Director Hamilton moved to approve the agreement as corrected; seconded by Director Corbett. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF RESOLUTION ACCEPTING PURVIS ELECTRIC LINE EXTENSION In 1978 and 1979 , Ed Purvis contracted with an outside crew at his expense for the construction of a primary line extension to serve his parcel located just outside of Tahoe Donner. His parcel was thereafter served from the line, but apparently never formally accepted by the District. Mr. Buckhouse advised that he has inspected the facility and found it to be constructed in accordance with the District's standards; he recommended acceptance for operation and maintenance. Director Corbett moved, and Director Hamilton seconded, that the Board adopt Resolution No. 8618 approving and accepting the Purvis electric line extension for ownership, operation and maintenance. ROLL CALL: Sutton, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION ACCEPTING EASEMENTS FROM JOHN AND E. W. NASH Counsel Phelps noted that the easements from John and E. W. Nash are in order and Director Hamilton moved that the Board adopt Resolution No. 8619 accepting the easements for public utility purposes for the Donner Lake Utility Company project; seconded by Director Corbett. ROLL CALL: Sutton, absent; all other Directors, aye. SO RESOLVED. HIGHWAY 267 CROSSING - CONSIDERATION OF PROGRESS PAY ESTIMATE AND -5- RESOLUTION DIRECTING THE FILING OF THE NOTICE OF COMPLETION AND ACCEPTING THE PROJECT FOR OWNERSHIP, OPERATION AND MAINTENANCE Consulting Engineer Sauers reported that the final contract amount for the Highway 267 crossing was $22,605.25; Change Order No. 1 in the amount of $6,970.68 brought the total job cost to $29,575.93. The amount now due to the contractor, less the 10% retention of $2,957.59 , is $26,618.34, Director Corbett moved, and Director Cooley seconded, that the contractor be paid $26 ,618.34, and that the 10% retention be paid upon the passage of 35 days after filing of the notice of completion. All Directors, aye , by voice vote. SO MOVED. Director Corbett moved, and Director Cooley seconded, that the Board adopt Resolution No. 8620 approving and accepting the bore and jack pipeline casing , Highway 267 at South River Street project , and directing filing of the notice of completion. ROLL CALL: Sutton, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION APPROVING PLANS, SPECIFICATIONS, ENVIRONMENTAL DOCUMENTS AND ISSUING A CALL FOR BIDS ON THE AIRPORT WELL PUMP PROJECT Mr. Sauers explained that, when bids were received for the 1986 pump station expansion contract , the decision was made to delete the Airport Well Pump from that contract and refer that portion of the job to Dr. John Sharp, the District's consulting hydrologist , for further review. Two decisions were made as a result of Dr. Sharp's analysis - that the pump setting (elevation below the surface) was appropriate, and that a submersible motor might inhibit flow through the well and should be deleted in favor of a surface-mounted motor. Mr. Sauers noted that the new pump will increase the production at the well from 1 ,000 gallons per minute to 2,500 gpm. Director Corbett moved, and Director Hamilton seconded, that the Board adopt Resolution No. 8621 approving the plans, specifications, environmental documents, and issuing a call for bids for the Airport Well Project. Bids are to be opened at 2:00 P.M. on Tuesday, August 122 1986. ROLL CALL: Sutton, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF RESOLUTION APPROVING PLANS, SPECIFICATIONS, ENVIRONMENTAL DOCUMENTS AND ISSUING A CALL FOR BIDS ON THE WELLS A I B PROJECT Keith Sauers advised that this project , estimated to cost in the area of $40,500, will satisfy the Health Department requirements for Wells A and B. -6- Director Corbett moved, and Director Hamilton seconded, that the Board adopt Resolution No. 8622 approving the plans , specifications, environmental documents, and issuing a call for bids for the Wells A & B project. The bid opening will be at 2:00 P.M. on Tuesday, August 121, 1986. ROLL CALL: Sutton, absent; all other Directors, aye. SO RE SOLVED. CONSIDERATION OF PROGRESS PAY ESTIMATE FOR THE 1986 PUMP STATION EXPANSION PROJECT The Board was provided with copies of Resource Development Company's second progress billing for work on the 1986 pump station expansion contract in the amount of $86,710. Mr. Sauers explained that the invoice reflects the value of the job at 97% , although it is substantially complete. Remaining items include minor electrical work, touch-up painting and formal acceptance test demonstrations. Director Corbett moved, and Director Cooley seconded, that the Board authorize Progress Billing No. 2 in the amount of $86,710 to Resource Development Company. All Directors , aye, by voice vote. SO MOVED. CLOSED SESSION The meeting was adjourned to closed session at 8:29 P.M. for the purpose of discussing personnel and pending litigation. RET[JRN TO PUBLIC SESSION The meeting was returned to public session at approximately 8:40 P.M. The Chairman advised that Government Code Section 54956.9(a) is the law allowing discussion of personnel and pending litigation in closed session. The Ward case, confidentiality of documents, and establishment of a policy relative to communication between the Board and the attorneys defending the District against Ward were items discussed. No action was taken. ADJOURNMENT There being no further business before the Board, Director Corbett moved that the meeting be adjourned at 8:41 P.M. ; seconded by Director Cooley and passed unanimously. TRUCKEE DONNER PUBLIC UTILITY DISTRICT e�914rt,��� es A. Maass, resident Prepared by . -7-