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HomeMy WebLinkAbout1987-01-05 Min - Board REGULAR MEETING January 5, 1987 The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Corbett on Monday, January 5, 1987 at 7:17 P.M. in the Tahoe Truckee Airport Inn conference room. ROLL CALL: Directors Corbett, Hamilton, Maass and Sutton were present. Director Cooley was expected. EMPLOYEES PRESENT: Marilyn Chance , Mary Chapman, Tom Buckhouse and Peter Holzmeister were present. CONSULTANTS PRESENT: Counsel John Phelps and Consulting Engineer Keith Sauers. OTHERS PRESENT: Among those present were Marigrey Fish, Mo Gardner, William Austin, Steve Randall, Colleen Mendoza, Mike Zonetti, Chris Spencer, and Dick VanLandingha.m. APPROVAL OF MINUTES President Corbett noted that Ferris Gilkey's name was misspelled in the October 27 , 1986 minutes, and asked that this error be corrected. Director Hamilton moved, and Director Sutton seconded, that the minutes of October 20, 27 and November 3 and 17 , 1986 be approved in final form as corrected. All Directors, aye, by voice vote. SO MOVED. Director Hamilton moved that the Secretary be directed to prepare the minutes of December 1 and 15, 1986 in final form; seconded by Director Maass. All Directors, aye, by voice vote. SO MOLTED. STATIMNT OF GENERAL FIND AND BILLS FOR APPROVAL After review of the statement of general fund and bills presented for consideration, Director Maass moved that the bills be approved for payment; seconded by Director Hamilton. ROLL CALL: Cooley, absent; all other Directors, aye. SO MOVED. At this point in the meeting, approximately 7:22 P.M. , Director Cooley arrived. MANAGER'S REPORT Infrared testing District Engineer Buckhouse presented a video recording demonstrating the infrared testing currenr_ly underway by the District. The equipment is being loaned to the PUD by the Western Area Power Administration. There was some discussion -.bout budgeting funds for purchase of an infrared camera in 1988. -1- . Water Department The water crew has completed cleaning six water storage tanks - Sitzmark, Ski Lodge, Innsbruck, Pinnacle Loop, Armstrong and Roundhill. It is now the intent to shift to hydrant flushing in the distribution system served by the clean tanks, Mr. Holzmeister noted. Future agenda items The Manager advised the Board that several items that appeared on the December 15 agenda remain unresolved and have been put over to the January 19 meeting at the request of the Chairman. Those items are the mechanic position, designation of auditors for 1986 , and the non-union salary adjustments. Circuit maps The District Engineer has completed the preparation of all circuit maps for the District system and copies were provided to the Directors. Mr. Buckhouse explained how they will be used by the crew and maintained. PUBLIC INPUT There was no public input. CORRESPONDENCE There was no correspondence discussed by the Board. C001ITTEE REPORTS Water Committee Director Sutton advised that a Water Committee meeting was held on December 30, 1986; Peter Holzmeister, Debi Black, Keith Sauers, John Corbett, Dave Rully and Director Sutton were present. The purpose of the meeting was to discuss possible water projects and prepare a prioritized list for consideration by the Board (Item #3 under New Business). REQUEST OF TDR&PD FOR WAIVER OF FEES; POSSIBLE DIRECTION After some discussion regarding the Truckee Donner Recreation and Park District's request for a waiver of fees for their swimming pool project, Director Cooley asked that staff investigate and determine the policy of other Districts in matters such as this. The Chairman tabled further discussion to the next regular meeting. CLARIFICATION OF BOARD'S QUESTIONS REGARDING DISTRICT'S COMPUTER SYSTEM AND CONSIDERATION OF RESOLUTION APPROVING SPECIFICATIONS/ISSUING A CALL FOR BIDS At the December 15 Board meeting, the Board discussed going out to bid on a new computer system. No specific direction was given, but the Board raised several questions which the Office Manager addressed in the memorandum -2- dated December 30, 1986. It was Mrs. Chapman's conclusion that there were two courses of action: 1) authorize staff to go to bid on the MicroVax II configuration, or 2) hire a consultant to review the District' s data processing problem and make a recommendation as to the most cost effective manner of solving the problem. After some discussion, Director Maass moved that the Board authorize staff to solicit proposals from consultants to review the data processing problem and make a recommendation; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED, REQUEST OF NICK SASSARINI RE PUD PARCEL ADJACENT TO HIS PROPERTY On December 17 the Manager and Director Sutton visited the Sassarini property on River Street, and Mr. Sassarini described the problem he is having with people, all-terrain vehicles, horseback riders and four wheelers using the PUD parcel adjacent to his home as a way to travel between Hilltop and the flat area adjacent to the Truckee River. This travel is an annoyance to Mr. Sassarini and may subject the PUD to some degree of liability. There is already direction from the Board to post property where trespassing is a problem, and the Water Foreman will be doing this. Mr. Holzmeister suggested the Board consider fencing the property in some way to protect District interests and alleviate a nuisance. Director Maass moved that Mr. Holzmeister obtain proposals for fencing the area. The motion was seconded by Director Hamilton. All Directors, aye, by voice vote. SO MOVED. HIRSCHDALE WATER SYSTEM IMPROVEMENTS - STATUS REPORT - POSSIBLE DIRECTION Manager Holzmeister noted that the District has been awarded a grant to construct the water system at Hirschdale. He will be preparing a list of necessary actions for Board consideration at the .January 19 meeting. After review of the draft press release concerning the Hirschdale water system improvements, it was moved that it be approved and forwarded to the Sierra Sun. The motion was seconded by Director Sutton, All Directors, aye, by voice vote. SO MOVED. NEW DISTRUCT COMPLEX -- CONSIDERATION AND DIRECTION RE PROPOSALS FOR FURNISHING The new complex is moving quickly toward conclusion. The warehouse should be available for occupancy in April , and the office in June. Mr. Holzmeister suggested the District employ a competent consultant to properly specify new furniture and make full use of existing furniture. Three proposals were obtained from consultants interested in assisting the District - The Design Shop (with an hourly fee of $70 and no maximum fee stated) , The Works (hourly fee of $65, maximum fee $5,500) and Metrospace ($35 hourly, no maximum fee stated). Mr. Holzmeister recommended employing the services of The Works. Eileen Sharp is the principal, and has had the most extensive experience in open office layouts. -3- After some discussion, Director Maass moved that the District employ Eileen Sharp of the Works. Director Hamilton amended the motion to include that reimbursable expenses be expended without listing each item for Board approval, and thereafter seconded the motion. All Directors, aye, by voice vote. SO MOVED. There was some question as to the scope of work set forth in Mrs. Sharp's proposal, and the Manager was asked to provide clairif ication at the next regular meeting. CONSIDERATION OF WATER COMITTEE RECOMMENDATIONS REGARDING APPLICATI0N FOR LOAN/GRANT TINDER PROPOSITION 55 AND POSSIBLE DIRECTION The Water Committee met to discuss the PUD's water system deficiencies, and meetings have been held with the State Health Department representative to determine which of the deficiencies may be considered for funding. Fourteen projects were reviewed for the pre-application, and the committee determined that twelve were consistent with the aims of the funding program. These projects were prioritized by the committee in order of significance. The total combined estimated project costs exceed the maximum funds available under Proposition 55, but each project was listed because then are all significant enough to warrant funding consideration. This was condoned by the Jess Morehouse of the State Health Department. A list of the prioritized project components recommended by the Water Committee has been attached to these minutes for reference. After some discussion, Director Maass moved that the Board accept the prioritized project components recommended by the Water Committee and authorize submittal of the pre-application for funding under the Safe Drinking Water Bond Law of 1986 (Proposition 55); seconded by Director Hamilton, ROLL CALL: all Directors, aye. SO MOVED, REVIEW OF VEHICLE MAINTENANCE RM31ORT Mr. Holzmeister noted that the Board packets included a report of costs for vehicle maintenance, repair and operation through November of 1986, with costs broken down by vehicle, a list that describes each vehicle, and a breakdown of the cost of labor for 1985 and 1986. Costs for 1986 were up due to there being more vehicles, a more active preventive maintenance program, and some significant repairs. He said he could provide a report monthly if the Board would like. The extensive problems with Unit No. 12 , the 1983 line truck, were discussed. Director Maass said he would like to have a comparison in about a year and a half, after the in-house mechanic has been on board for a while. REVIEW OF COSTS RELATED TO CONTESTED ANNEXATION OF PONDEROSA HILLS At the last meeting Mr. Holzmeister was asked to provide an accounting of costs to process the annexation of the Ponderosa Hills Subdivision. The total cost to date is $9 2601. The majority of expenditures have been related to the case before the Public Utilties Commission wherein the District is attempting to establish a precedent for future annexations -4- ,,• within its sphere of finfluence. The question is whether the PUD is taking property from Sierra Pacific for which they should be compensated. REVIEW OF CUSTOMER DISCONNECT POLICY AND POSSIBLE DIRECTION At the Board's request a copy of the billing and termination policies were provided. Manager Aolzmeister explained the meter reading cycles and affect of holidays and snow days on the reading and billing process. Director Sutton asked that the billing policy be changed to prevent customers from receiving two bills in one month. No direction was given. REPORT ON PROGRESS OF NEVADA COUNTY WATER ADVISORY COUNCIL; POSSIBLE DIRECTION Director Corbett stated that, as authorized by the PUD Board, he has been attending the meetings of the Nevada County Water Advisory Committee in Nevada City. The committee is charged with the responsibility of formulating water policy for groundwater, surface water and water planning for review by the County Supervisors. He asked for the Board's approval to continue to participate on the committee, to engage Martin McDonough to help write a policy which would be acceptable to both the District and the County, and to be able to use the services of Susan Craig on a minimal basis when it's inconvenient to use the County Secretary. The Board agreed that Director Corbett continue to participate on the council and asked that he provide copies of minutes and correspondence on a regular basis. If the County will reimburse the District for Susan Craig's time, the Board agreed that her services may be used for some advisory council work. With respect to engaging Mr. McDonough to write a policy pertaining to groundwater, the Board noted its objection to (and existing suit against) the County's groundwater ordinance, and indicated it did not wish to participate in writing such a policy. DIRECTION RE SCHEDULING SPECIAL MEETING TO DISCUSS ELECTRIC POKER ISSUES Mr. Holzmeister advised that, if the District intends to exercise its option to acquire the Glenshire electric system from SPPCo, notification must be given prior to January 16, 1987. Special Counsel McDonough has prepared a draft resolution noting the District's intent to exercise the option and the notification letter to Sierra Pacific for review by the Board. After discussion, it was decided to schedule a special meeting for 7:00 or 7:30 P.M. on Tuesday, January 13 to discuss the electric power issues. ADJOURNMENT There was no further bu taess before the Board , and motion was made , seconded and passed unanimously to adjourn the meeting at 9:36 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT -5- John L. o bett, Pr ent r r Prepared bye Susan M. Craig, Deputy District Clerk d5b.2 -6-