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HomeMy WebLinkAbout1987-02-02 Min - Board .., February 2, 1987 REGULAR MEETING The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by President Corbett at 7:06 P.M. in the Tahoe Truckee Airport Inn conference room. ROLL CALL: Directors Cooley, Hamilton , Maass and Corbett were present. Director Sutton was expected. EMPLOYEES PRESENT: Mary Chapman, Joe Straub, Bruce Grow, Dave Rully,, Tom Buckhouse , Peter Holzmeister and Susan Craig. CONSULTANTS PRESENT: Counsel Phelps , Architect Dale Cox, Consulting Engineers Keith Sauers and Ferris Gilkey. OTHERS PRESENT: Among those present were Mo Gardiner, John Minnis, Mary Rivara, Dick VanLand Ingham, Mari grey Fish and Steve Randall. APPROVAL OF MINUTES Director Maass moved, and Director Cooley seconded, that the minutes of December 1 and 15, 1986 be approved in final form. All Directors , aye, by voice vote. SO MOVED. It was noted that the October 6, 1986 minutes have not yet been approved because Director Sutton indicated she will be submitting corrections. Consideration was put over in order that she may coo so. Director Hamilton moved, and. Director Maass seconded, that the Secretary be directed to prepare the minutes of January 14 and 19, 1987 in final form as written. All Directors, aye, by voice vote. SO MOVED. STATEMENT OF GENERAL FUND AND BILLS FOR APPROVAL There were no questions, and Director Maass moved that the bills presented for consideration be approved for payment; seconded by Director Hamilton. All Directors, aye, by voice vote. SO MOVED. MANAGER'S REPORT Inventory procedure Mr. Holzmeister reported that the District instituted a new inventory method approximately one year ago. The new procedure provided for checking certain items out of inventory in bulk. Bruce Grow, Foreman of Technical Services, prepared a memo explaining the program in detail and reporting that it has proved far superior to any other method the District has used in the past. He said he feels it will continue to improve as a cost effective tool for the District. The Board had no questions, and Director_ Hamilton moved that staff be ^* authorized to continue the bulk inventory program in the future; seconded by Director Hamilton, ROLL CALL: all Directors, aye , by voice vote. SO MOVED. -1- Director Sutton arrived at this point in the meeting - approximately 7:13 P.M. Relocation of Kuttel wires The Manager noted that relocation of the Kuttel wires is underway. The project should be complete by February b depending on the weather. Airport Well Work on the Airport Well included removal of the pump and motor, inspection of the well, casing maintenance, and installation of new pumping equipment. The well was inspected to a depth of 1 ,000 feet using a television camera, and Consulting Engineering Sauers showed several minutes of the film to the Board. Water quality The Manager reported that water samples taken at the Northside Well and Southside Springs indicated positive presumptive coliform in multiple tubes. Although the coliform organism did not confirm, a culture was provided to Tahoe Forest Hospital for typing. He indicated he would keep the Board informed. Hydrant flushing Hydrant flushing has been discontinued temporarily because there was some flooding. The crew will resume this project in the spring. Cross connection control Mr. Holzmeister noted that a cross connection control ordinance has not yet been prepared , but will be provided to the Board at the next regular meeting. Policy re depth of water services There is a TDPUD rule that requires the District side of a water service to be at least 36" deep, and the New Construction Information booklet provided by the PUD recommends that the property owner's side of the service be at least 36" deep, with a depth of 48" under a paved driveway. Water Foreman Rully said he thinks the County does require services be placed at a depth of 18". Director Sutton stated she believes Nevada County has a policy pertaining to depth of water services for parts of the County that are at a high elevation. She asked that this be discussed at a Water Committee meeting in the near future. Infrared testing program Manager Holzmeister noted that the District is almost finished with the infrared testing. The PUD electrical system is in better shape that was thought , he said. There is a small list of equipment that needs attention -2- in the spring. A complete report will be given upon completion of the program. Facilities fees Mr. Holzmeister submitted a report on the status of the District's various facilities fees and a description of the related restrictions. Director Sutton asked about the Sierra Pacific refund fund and Martis Valley Substation construction fund, and the Manager informed her that these accounts were closed out and the money transferred to the new complex fund. The building fund was not included on Mr. Holzmeister's list , and he advised he would add it to the list along with a breakdown of the money in the account. STATUS REPORT ON BOCA HYDROELECTRIC PROJECT Ferris Gilkey of R. W. Beck reported that there is still a problem with transmission of power from the Boca hydroelectric project. Staff has met with the Forest Service to discuss the route of a transmission line, but the results of the meeting have not yet surfaced. There is a problem with the license as it now stands - it requires the District to start construction within two years of the issuance date, which is May of 1987. He noted that the District should take some action prior to May 1st. There are several options. One option is to go ahead and start working on the design necessary to issue a call for bids and place the major equipment on order. In other instances, FERC has considered this as the start of construction. An alternative is to apply to FERC for a license extension. The application must be made more than two months prior to expiration of the license, prior to the end of February. He suggested that the Board authorize R. W. Beck to explore the possibility of obtaining an extension with Washington, then feel out the Forest Service with respect to a request for a right of way on their land. Mr. Gilkey has talked with Manager Holzmeister and this appears to be the most appropriate course of action. He stated he could prepare an extension application for consideration by the Board at the next regular meeting. Director Sutton asked if , since the approach to generation has been changed , amended plans should be drawn up to submit along with the application for extension. After some discussion, Director Sutton moved that the Board authorize R. W. Beck to proceed with discussions with FERC and the Forest Service and work on the amended plans that would be submitted with the renewal application. MOTION DIED due to lack of a second. Mr. Gilkey explained that it would not be necessary to submit amended plans with the request for an extension, and Director Sutton moved that the Board authorize R. W. Beck to pursue discussions with FERC, the Forest Service , and other necessary parties regarding the transmission line corridor and to prepare the papers necessary to apply for an extension for consideration by the Board at the next regular meeting; Director Hamilton seconded the motion. All Directors , aye, by voice vote. SO MOVED. -3- .. PROPOSED ACQUISITION OF SPPCo FACILITIES — CONSIDERATION OF R. W. BECK'S PROPOSAL Mr. Gilkey advised that the District has notified Sierra Pacific that it wants to Durchase the Glenshire facilities. R. W. Beck has provided a _letter suggesting ways in which they can assist the District. These areas include reviewing SPPCo inventory and maps for accuracy in the field including spot checking age of _facilities; reviewing the facilities' physical condition in the field; providing an opinion as to the reasonableness of the quoted price and its conformance to the terms of the power sales contract; reviewing District facilities and, in conjunction with District staff, making recommendations regarding the method of integrating the Glenshire facilities into the District's system; providing any design which may be required which is in excess of the District's ability because of other work load; assisting in negotiating the terms of the agreement which transfers the facilities; and other tasks which may be required. After some discussion, Director Maass said he thinks the Board should meet with Martin McDonough and Ferris Gilkey in closed session to discuss these negotiations with Sierra Pacific. Manager Holzmeiste r noted that Mr. McDonough often asks if he may consult with R. W. Beck on behalf of the District , and the Board clarified that the Manager is authorized to commit up to $1 ,000 in consultant time. REQUEST OF TDR&PD FOR WAIVER OF FEES; POSSIBLE DIRECTION Mr. Holzmeister advised that he copied Steve Randall, Superintendent of the Park District , with a copy of Martin McDonough's opinion re their request for a waiver of fees on the swimming pool project. (It was Mr. McDonough's opinion that unless some special circumstances exist, the PUD may not waive the connection and facilities fees unless it can be done without imposing the same costs on other customers.) Director Hamilton moved, and Director Sutton seconded, that the Board deny the Park District' s request for a waiver of fees based on counsel's opinion:. ROLL CALL: Cooley, abstain; all other Directors, aye. SO MOVED, DISCUSSION WITH BOND COUNSEL SPERRY REGARDING PROVISIONS OF Fu.HA PROMISSORY NOTE — POSSIBLE DIRECTION Bond Counsel Sperry apologized for being long overdue with preparation of documents that will correct the conflict between covenants of the FmHA promissory notes. He provided the Board. with a draft resolution amending and combining the terms and conditions of previous Resolutions No. 7747 , 7930 and 8058 and providing that the terms and conditions of Resolution No. 8058 , except as modified in this resolution, shall be controlling. After explaining the document to the Directors , he asked permission to forward copies to Russell Mays of FmHA and Keith Fukui of Arthur Andersen & Co. for their review. Director Maass moved, and Director Hamilton seconded, that Sam Sperry be authorized to obtain approval of the resolution from Mssrs. Mays and Fukui. Upon receipt of approval, the resolution is to be placed on the agenda for consideration. All Directors, aye, by voice vote. so MOVED. —4— HIRSCHDALE 'WATER SYSTEM IMPROVEMENTS - RESOLUTION DECLARING DISTRICT INTENT TO FORM AN IMPROVEMENT DISTRICT AND SBTTING PUBLIC HEARING DATE Mr. Holzmeister gave the following time line of events for the Hirschdale water system improvements - 1) PUD adopts a .resolution declaring its intent to form an improvement district, 2) public hearing is held, 3) the Board adopts a resolution of formation, 4) the resolution of formation is published for two consecutive weeks in a newspaper - after the second publication, the resolution of formation takes effect upon expiration of 31 days. If ten percent of the electors of the improvement district petition, they can force an election on the issue, but this is not expected. After reviewing the draft , Director Hamilton moved that the Board adopt Resolution No. 8702 declaring the District's intent to form an improvement District and setting a public hearing on the matter for 7:30 P.M. on March 29 1987 at the Tahoe Truckee Unified School District Board room. The motion was seconded by Director Sutton. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION OF CONTRACT CHANGE ORDER N0. 4 ON NEW DISTRICT COMPLEX The Board viewed a video recording of reasons a door should be added to the end of the central hallway between the warehouse and garage in the new District complex. Director Sutton noted the Board was concerned about the change order format , not the addition of the door. Director Maass stated the Board wants change orders to be prepared by Dale Cox with the contractor's margin built in to the figures. With respect to the proposed change order to change the roofing specifications , Mr. Cox noted that after reviewing the two different roofing applications he thinks it becomes a comparison of the roof originally specified and the upgraded roof recommended by the roofing manufacturer. One is a good roof and the other is a better roof which costs more. He and Mr. Holzmeister did not recommend the change. Director Maass moved, and Director Sutton seconded , that this contract change order be denied. All Directors, aye, by voice vote. SO MOVED. Director Maass moved , and Director Hamilton seconded , that the Board approve Change Order No. 4 in the amount of $3 ,134, which includes adding a door at the east end of the central hallway. ROLL CALL: all Directors, aye , with the exception of Director Sutton who abstained. SO MOVED. MANAGER'S REPORT Report on rate increase With respect to the question of whether a rate increase could be effective retroactively (i.e. , going into effect with the January billing cycle, which includes December usage) Counsel Phelps stated he has researched State law, court rulings, the California constitution and Public Utilities Commission decisions, and this matter has not come up. He concluded that )000111- the recent rate increase by the PUD is enforceable and valid. He said he would prepare a legal memorandum if directed by the Board. -5- Some discussion ensued regarding reimbursement of customers if the rate increase effective date was changed to the February billing cycle. No direction was given. Director Sutton stated she may wish to challenge the rate increase , but indicated she would not take any action prior to the next Board meeting. Meetings with Supervisor Bost regarding groundwater It was noted that a meeting of County representatives and Supervisor Bost was held at TTSA on January 28 to discuss groundwater. The PUD was not noticed of the meeting, but Director Corbett learned of it and attended. After some discussion, Director Maass moved that the Manager write and request notification of future meetings; seconded by Director Hamilton. All Directors, aye, by voice vote. SO MOVED. Status report from Eileen Sharp Mr. Holzmeister reported that Mrs. Sharp has completed selection and furniture layout for Purchasing, Engineering, Billing and Accounting; work is nearly comulete on three offices, two conference areas, the boardroom, copy room and cafeteria. She will prepare a colorboard depicting selections for interior .finishes as soon as the architect provides her with samples. Other items to be completed are selection of audiovisual equipment for the boardroom, window treatment coverings , accessories and art work. The Board noted that Mrs. Sharp is not to handle selection of audiovisual equipment or art work, and asked that the Manager relay to her that these things are not her responsibility. CMUA annual conference Mr. Holzmeister made note of upcoming APPA, NCPA, NWPPA and CMUA conferences and reminded. the Board that very little money was budgeted for conference attendance this year. Several Directors indicated an interest in attending and will contact him at the office to make arrangements. PUBLIC INPUT There was no public input. CORRESPONDENCE The Manager mentioned two letters of commendation received concerning Ron Reynolds and Bruce Waltrip. The Board asked that he write letters thanking the individuals for writing. COMMITTEE REPORTS �^- There were no committee reports. RESOLUTION ACCEPTING IMPROVEMENTS AT WELLS A & B AND AUTHORIZING FILING OF -6- THF. NOTICE OF COMPLETION Consulting Engineer Keith Sauers advised that Resource Development has completed the work required on the contract to improve Wells A and B. The work incltjded two new masonry well buildings, water meters and strainers , new electric service, and telemetry to permit remote operation of each well from the more accessible Ski Lodge Pump Station. The contractor has provided a maintenance bond to run for one year after acceptance of the work by the District. He recommended acceptance of the work, payment to the contractor, and filing of the notice of completion with the County of Nevada. Director Maass moved that the Board adopt Resolution No. 8703 approving and accepting improvements at Wells A & B and directing filing of the notice of completion; seconded by Director Hamilton. ROLL CALL: All Directors, aye. SO RESOLVED. Director Maass moved that Resource Development Company's Periodic Estimate for Partial Payment No. 2 in the amount of $33,559 be approved. The motion was seconded by Director Hamilton. All Directors , aye, by voice vote. SO MOVED. CONSIDERATION OF PROPOSALS FROM CONSULTANTS TO INDEPENDENTLY ASSESS THE DISTRICTS DATA PROCESSING NEEDS - POSSIBLE DIRECTION Two proposals to evaluate the District's computer problem and make a recommendation to the Board were received. One is from Andrew Cassano of Cedar Ridge for approximately $1 ,500; the other is from the Bureau of Business & Economic Research, UNR, for approximately $1 ,952. They both propose having a report completed in about a month. Mr. Holzmeister said he believes a quality job would be done by either consultant. Director Sutton mentioned that there is a firm in Sacramento that does a lot of problem solving for governmental agencies. They appear to be professional and very sharp, she said. Mr. Holzmeister noted he requested assistance in locating a consultant from the California Municipal Utilities Association, but received no good leads. After some discussion, the Board directed that the Manager obtain an additional proposal from Arthur Andersen and Company. The matter will be considered at the next regular meeting. REQUEST OF NICK SASSARINI RE PUD PARCEL ADJACENT TO HIS PROPERTY; POSSIBLE DIRECTION Manager Holzmeister reported that the PUD parcel next to the Sassarini residence is large with an odd shape and abuts considerable open space. Control of trespassers is difficult, but fencing the entire area would cost more than $25,000. No trespassing signs were posted last week, and there has been no evidence of unauthorized use since that time. r^ After some discussion, Director Maass moved that no action other than the posting of signs be taken at this time. Mr. Holzmeister is to report back to the Board if a serious problem occurs; seconded by Director Hamilton. -7- All Directors, aye, by voice vote. Director Sutton stated she thinks the District needs to solve this problem as use could be dangerous and detrimental to the District. CONSIDERATION OF JOB DESCRIPTION FOR MECHANIC The Manager met and conferred with the Union regarding the hours of work for the mechanic position. The IBEW has rejected the proposal for flexible hours. They prefer that the mechanic's normal hours of work be the same as the rest of the field crew - 7:30 A.M. to 4:00 P.M. If there is a need to repair a vehicle on an emergency basis at night or over a week-end, the mechanic could work overtime. It is the position of the IBEW that most repairs and preventive maintenance would be done during normal working hours. They feel the line and water crews will receive better vehicle service with a mechanic on duty when they are on duty. Mr. Holzmeister noted three options - agree with the Union, do away with the mechanic position, unilaterally decide to have flexible hours for the mechanic. He recommended the District agree with the Union. Discussion ensued. The possibility of making the mechanic management rather than Union was mentioned. It was decided the Manager should again too**- meet with the Union and attempt to resolve the issue of flexible hours for the mechanic position. CONSIDERATION OF COST OF LIVING SALARY ADJUSTMENT FOR NON-BARGAINING UNIT EMPLOYEES Director Hamilton moved, and Director Sutton seconded, that consideration of a cost of living salary adjustment for non-bargaining unit employees be tabled. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF MARTIN NcD0NOUGH'S DRAFT REPLY TO GERALD CANNING CONCERNING ACQUISITION OF SPPCO FACILITIES - DIRECTION RE HIRING WASHINGTON D. C. COUNSEL - LETTER CONCERNING TRANSMISSION OF DISTRICT POWER BY SPPCO It was noted that this matter will be discussed in closed session. REVIEW OF DRAFT LETTER TO GRAND JURY REGARDING CATHODIC PROTECTION - POSSIBLE DIRECTION The Chairman put this matter over to the next regular meeting. SPHERE OF INFLUENCE - DISCUSSION CONCERNING AMENDMENT This matter was not discussed. Director Sutton asked for a copy of the sphere of influence which has been approved by LAFCo. CLOSED SESSION At 9:37 P.M. the Board went into closed session to discuss pending -8- too,*- litigation pursuant to Government Code Section 54956.9(c). RETURN TO PUBLIC SESSION At 10:05 P.M. the Board returned to public session. Counsel Phelps noted that pending litigation was discussed, and it is not necessary to disclose the particular cases. He will be following up with a written statement. ADJOURNMENT Director Cooley moved that the meeting be adjourned; seconded by Director Sutton. All Directors, aye, by voice vote. SO MOVED at 10:06 P.M. TRUC a UONN R PUBLICUT LITY DISTRICT Jo Corbett, President 1 Pr area by Susan M. Craig, Deputy District Clerk smc/d5b.5 �� -9-