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HomeMy WebLinkAbout1987-03-02 Min - Board A-• REGULAR MEETING March 2, 1987 The regular meeting of the Board of Directory of the Truckee Donner Public Utility District was called to order by Vice President Sutton in the absence of President Corbett at 7:05 P.M. in the Tahoe Truckee Unified School District Board Room. ROLL CALL: Directors Cooley, Maass and Sutton were present. Directors Corbett and Hamilton were not expected. EMPLOYEES PRESENT: Debi Black, Bruce Waltrip, Peter Holzmeister _=end Susan Macdonald. CONSULTANTS PRESENT: Counsel John Phelps and Consulting Engineers Dan Cook and Keith Sauers. Eileen Sharp of The Works was also present. OTTERS PRESENT: Among those present were William Austin, Mary Rivara, and C. R. VanLandingham. APPROVAL OF MINUTES Director Maass moved, and Director Cooley seconded, that the minutes of October 6, 1986, January 5 and February 2, 1987 be approved as written. All Directors, aye, by voice vote. SO MOVED. STATEMENT OF GENERAL FUND AND BILLS FOR APPROVAL The bills presented for consideration were reviewed, and it was noted that license and consultation fees are paid to Digital Systems monthly. The charge for Pacific Bell pole contacts and the bill from Ralph's Auto Body were explained.. Thereafter , Director Cooley moved that the bills be approved for payment; seconded by Director Maass. All Directors, aye, by voice vote. SO MOVED. MANAGERI'S REPORT Water Department Manager Holzmeister reporters that , during the month of February, the District continued to have a perfect record with no samples showing evidence of coliform. There have been no bad samples since June of 1986. Director Sutton asked that the letter concerning water quality from Tahoe Forest Hospital be placed on the agenda for discussion so it may become a part of the permanent records of the District. During the past few weeks , the District has cleaned the Airport, Northside and Herringbone tanks. Ten out of 24 tanks have now been cleaned. Mr. Sassarini reports he is experiencing some oil in his water. As before, this may be the result of cleaning the Airport Tank. The Airport Well no longer has an oil lubricated pump; it has been changed to water lubricated. The Airport Tank is clean of oil deposits; the 14" main has been flushed -1- and chlorinated; the Southside Well (which still has an oil lubricated pump) is off line. A blow-off value at the end of Mr. Sassarini's water line was cleaned and replaced in order to more effectively flush the line serving his street. If oil again appears in Mr. Sassarini's water, a sample will be obtained and analyzed to see if it is District vegetable oil or some other oil. Finance Supervisor recruitment Mr. Holzmeister completed the second level of screening of applicants for the position of Finance Supervisor. There are three finalists he would like to interview on March 6 - two from Washington and one from South Dakota. He recommended paying their expenses to travel to the interview. Director Maass advised he is available for interviews on Friday March 6; Mr. Holzmeister thought Director Hamilton would also be available that day. Report on restricted funds The Board reviewed the restricted fund transaction report for the period ending December 31 , 1986, and noted there was no listing for consumer deposits. Mr. Holzmeister advised this figure changes constantly, but as of this date there is approximately $282 ,000 (deposits are for both electricity and water). It was noted there is $177 ,573.53 in the Dart fund set aside for lowering the water services in Tahoe Donner. After some discussion, the Board asked Mr. Holzmeister to provide a report on the restricted funds on a quarterly basis. Clarification of 1/8/87 letter re groundwater from Wellner At the last Board meeting, the Directors reviewed a memo from Melanie Wellner written to the County Supervisors on January 8 , 1987. It concerned the SPPCo water plan and made specific reference to Independence Lake and Donner Lake. The Board asked the Manager to clarify some facts that may have been misstated. In order to do that, Mr. Holzmeister said he would need to research SPPCo's plans. He said he thought Sierra Pacific would be preparing a defense of their plan, so there would be no reason for the PUD to get actively involved in the dispute between SPPCo and the Counties. The Board agreed that no action on the part of the District would be necessary. Proposition 55 priority list Consulting Engineer Sauers advised that out of 2,400 pre-applications for funding under Proposition 55, the District's has been ranked number one in the state. Funding should be for the entire project, and will be available in approximately one year. 10^ Clarification of mechanic position The Manager asked that the Board discuss and clarify direction concerning -2- the mechanic position during closed session. Director Maass stated for inclusion in the record that he feels policy and managerial issues are being confused by the Board; he said that whatever Mr. Holzmeister thinks is best with respect to the mechanic position is what he will support. Non--anion salary adjustments It was noted that this matter will not be discussed until there is a full Board. Sperry resolution - FmHA loan indentures The revised draft resolution being prepared by Bond Counsel Sperry to rectify the FmHA loan indenture problem has not yet been -received. Director Sutton asked to be copied with the letter from Arthur Andersen & Company stating their objections to Mr. Sperry's draft. PUBLIC INPUT There was no public input. CORRESPONDENCE Truckee Little League Director Sutton stated she doesn't think the District is allowed to make donations of this nature , and Counsel Phelps agreed that it would be a gift of public funds. Director Cooley suggested the employees get together and sponsor a team. PUBLIC HEARING - DISCUSSION OF FORMATION OF THE HIRSCHDALE IMPROVEMENT DISTRICT, THE PURPOSE FOR WHICH IT IS TO BE FORNED, AND THE ESTIMATED EXPENSE OF CARRYING OUT SUCH PURPOSE - CONSIDERATION OF RELATED RIKSOLUTIOR Mr. Holzmeister explained that the improvement district is being formed for the purpose of qualifying for a water grant from the state in the approximate amount of $295,000. Mr. Cook spoke of the tentative constriction time line. The public hearing was opened at 7:37 P.M. Questions posed by Bill Austin., Mary Rivara and Bruce Waltrip (residents of Hirschdale) were answered by Mr. Cook and Mr. Holzmeister. There was some discussion regarding abandonment of five existing privately owned wells, and Mr. Cook indicated that this will be included in the second phase of the construction contract. There were no objections to the formation of the improvement District , and Director Maass moved that the public hearing be closed; seconded by Director Cooley. ROLL CALL: Directors Corbett and Hamilton, absent; all other Directors, aye. SO MOVED at 7:49 P.M. After review of the draft resolution, Director Maass moved, and Director Cooley seconded, that the Board adopt Resolution No. 8706 forming the Hirschdale Improvement District. It was noted that the estimated expenses in the amount of $295,000 for carrying out the improvements includes fees for engineering and other out-of--pocket expenses. ROLL CALL: Directors -3- le, Corbett and Hamilton, absent; all other Directors, aye. SO RESOLVED. Director Sutton noted that if the Hirschdale residents would like to meet with the PUD about the improvements or scheduling of construction, they should contact Mr. Holzmeister. COMMITTEE MEETINGS Water Committee Director Sutton thanked Ms. Black for preparing a memorandum outlining the Water Committee meeting held February 23, 1987. Nevada County rater Advisory Committee Since Director Corbett was not present, this matter was put over to the next regular meeting. NEW DISTRICT COMPLEX - REVIEW OF CERTIFIED PAYROLL FORDS AND REPORTS - CONSIDERATION OF PROGRESS PAY ESTIMATE NO. 8 AND OTHER REQUESTS FOR PAYMENT - CONSIDERATION OF CHANGE ORDER - REQUISITION FOR RELEASE OF FUNDS -- DISCUSSION OF FURNITURE SPECIFICATIONS AND POSSIBLE DIRECTION - CONSIDERATION OF AGREEMENT WITH CHEMICAL DISPOSAL COMPANY, INC. Mr. Holzmeister advised that the certified payroll forms have been completed as requested by the Board. Director Maass moved, and Director Cooley seconded, that the Board approve Progress Pay Estimate No. 8 in the amount of $286,428, as recommended by the architect. ROLL CALL: Directors Corbett and Hamilton, absent; all other Directors, ave. SO MOVED. The change order could not be considered since only three Directors were present. Mr. Holzmeister advised that the County has approved installation of the amended roof plans that are contained in the proposed change order, and would increase the cost of the roof by $4 ,300. Director Sutton directed that the architect provide a letter explaining the changes in the roof plan and, when his letter is received, a special meeting is to be called to consider approval of the change order. Director Maass moved, and Director Cooley seconded, that Requisition No. 9 instructing the Bank of America to release $318,253 of the project funds be approved. ROLL CALL: Directors Corbett and Hamilton, absent; all other Directors, aye. SO MOVED. Eileen Sharp of the Works presented drawings and a cost estimate for furnishing the new building and went over the plans extensively with the Directors. She explained that whenever possible, existing furniture will be used. After a resolution approving the specifications and issuing a call for bids is adopted, there will be an approximate three and one half week bidding period. Once the bid is awarded, it will be eight to ten weeks for delivery of the furniture. Director Maass moved, and Director Cooley seconded, that Eileen Sharp of The Works be authorized to draw up final plans and specifications for furnishing the new complex. All Directors, aye, by voice vote. SO MOVED. -4- Mr. Holzmeister advised that the Board adopted a resolution tn November of 1986 appointing CTI to remove contaminated soil from the PUD complex site. SEA is coordinating the petrochemical clean-up with Lahontan. Lahontan will determine the time of transportation. The agreement was reviewed, and Paragraph 3 is to be changed to read, "The services to be rendered under this agreement shall commence with the approval from Lahontan, and this agreement shall be in force and effect for a term of 60 days thereafter...." The agreement malkes reference to Appendix I, setting forth the rates and charges for the service. The approximate cost is $22,000, Director Maass moved, and Director Cooley seconded, that the Board approve the amended agreement with Chemical Disposal, Inc. ROLL CALL: Corbett and Hamilton, absent; all other Directors, aye. SO MOVED. CONSIDERATION OF RESOLUTION AMENDING SECTION $ OF THE BYLAWS (AGENDA FORMAT) Director Maass noted he does not feel an amendment to the Bylaws is necessary as items on the agenda may be taken out of order It' it is more convenient or necessary. He thereafter moved that this matter be tabled; seconded by Director Cooley. ROLL CALL: Corbett acid Hamilton, absent; all other Directors, aye. >O MOVED. POSSIBLE DIRECTION RE CONFLICT OF INTEREST CODE The Board discussed the letter from the Board of Supervisors noting concern that the District's conflict of interest code ordnance may be outdated. County Counsel prepared a draft ordinance for review and possible adoption. Counsel Phelps advised that the State Legislature has amended the conflict of interest law within the last few years. The Fair Political Practices Commission recommends adopting the regulation, which will provide for an automatic update every year. Director Sutton asked that the filing vial--e for the Statement of Facts be changed to coincide with the County's filing date which is April, she thought. The Chairman directed Counsel to provide a brief memo prior to the next meeting to guide the Board. REVIEW OF PROPOSALS FOR ANALYSIS OF DATA PROCESSING SYSTEM AND RECOM ENDATIONS RE UPGRADE Three proposals from consultants interested in helping the District evaluate its computer problem and make a .recommendation were received - Andrew Cassano in the amount of $1 ,500; Bureau of Business & Economic Research, UNR in the amount of $1 ,952; Arthur Andersen & Co. , in the amount of $5,900. Director Cooley moved, and Director Maass seconded, that the Board authorize the Bureau of Business & Economic Research, UNR, to go forward -5- with the analysis at an approximate cost of $1 ,952. ROLL CALL: Corbett and Hamilton, absent; all other Directors, aye. SO MOVED. AIRPORT WELL PUMP IMPROVEMENT PROJECT - CONSIDERATION OF CONTRACT CHANGE ORDER N0. I - CONSIDERATION OF PERIODIC ESTIN ATE FOR PARTIAL PAYMENT NO. 1 - RESOLUTION ACCEPTING THE PROJECT AND AUTHORIZING FILING OF THE NOTICE OF COMPLETION Consulting Engineer Sauers noted that it is impossible for the Board to act on the change order for the Airport Well pump improvement project since only three members are present, but he asked that these items be placed on the agenda if a special meeting is called. RESOLUTION APPROVING SPECIFICATIONS AND ISSUING A CALL FOR BIDS FOR A TRAILER-MOUNTED WIRE PULLER/TENSIONER Director Maass moved, and Director Cooley seconded, that the Board adopt Resolution No. 8707 approving specifications and calling for bids on a primary wire puller-tensioner, trailer mounted. ROLL CALL: Corbett and Hamilton, absent; all others , aye. SO RESOLVED. APPLICATION FOR REIMBURSEMENT OF COSTS UNDER AB2536 At the February 17 Board meeting, action was taken concerning the application for reimbursement for expenditures made by the PUD as a result of the February 1986 storms and flooding. Since the item arose after the agenda was prepared and published and the deadline for applications was February 20, it was appropriate to act. Counsel Phelps noted that Government Code Section 54954.2(b) provides that the Board may take action on items not on the posted agenda if two-thirds of the vote of the Board determines that the need to take action arose after the agenda was posted. He recommended the Board now adopt a motion to that effect. Director Maass moved that the Board make a determination as follows: Action was taken at the February 17, 1987 meeting concerning the application for reimbursement for expenditures wade by the PUD as a result of the February 1986 storms and flooding. The item arose after the agenda was prepared and published, and the deadline for applications was February 20, 1987. The motion was seconded by Director Cooley. All Directors, aye, by voice vote. SO MOVED. AUTHORIZATION TO RETAIN SPIEGEL & KC DIARKID Mr. Holzmeister recommended that the Board authorize utilizing the services of Spiegel and McDiarmid in negotiations with Sierra Pacific Power Company. Mr. McDiarmid would be supervising an experienced associate in the matter; Mr. McDiarmid will review what the associate is doing and be in charge of the work. This will save the District time and money. Mr. McDiarmid will attend some of the meetings with SPPCo, depending on the stage ofdiscussion. The firm's representation of the District would not be in conflict with their representation of SMUD or NCPA. -6- Director Maass moved, and Director Cooley seconded, that the Board authorize the retention of Spiegel and McDiarmid to represent the District in negotiations with SPPCo. ROLL CALL: Corbett and Hamilton, absent; all other Directors, aye. SO MOVED. CONSIDERATION OF AMENDMENT TO WATER RULE N0. 21 Engineering Technician Black advised that a revision to Water Rule 21 was not discussed at the Water Committee meeting held on February 23. Comments were solicited from Director Sutton, Chairperson of the committee, and Counsel Phelps; Director Corbett was unavailable for comment. Ms. Black explained that the revision will clearly define those occasions in which the District may participate to contributions to construction. Director Maass moved, and Director Cooley -+ec: alt--J. that the Board approve the amendment to Section 21.2 of Water Rule No. 21 as proposed. ROLL CALL: Corbett and Hamilton, absent; all other Directors, aye. SO MOVED. AGREENENT WITH IBEW Responding to Director Cooley's question, Manager Holzmeister said the contract with the Union expires on December 31 , 1987, Mr. Holzmeister suggested initiating discussion with IREW representatives mid-July in order to include new contract provisions in the budget process for 1988. DEMO FROM COUNSEL PHELPS Mention was made of a memo written by Counsel Phelps to the Directors. The content or subject matter of the memo was not discussed, however. ADJOURNMENT There being no further business before the Board, Director Cooley moved that the meeting be adjourned; seconded by Director Maass. All Directors, aye, by voice vote. SO MOVED at 9:17 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By t J L. Corbett President Pr ed b Susan Macdonald, Deputy District Clerk sm/d5b.8 -7-