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HomeMy WebLinkAbout1996-07-17 Min - Board (4) Truckee Public Utility DistrictBoard O=dire tors J R.Agues J.. Ronald Hemlc Business Office Planning Services Robert A.Jones {916)581-3096 (916)b87-39�4 FAX(916j Sb7-5056 James A. M00)6aass Patricia S. Batten REGULAR MEETING 7:00 PM, Wednesday, July 17, 1996 Genera;Peter ManagerL.LHolo� zmeister TDPUD Board Room AGENDA 1. Call to order 2. Roll call 3. Public Input - 7:00 PM(or as soon thereafter as possible)Any member of the audience desiring to address the Board regarding a matter on the agenda is welcome to do so. Matters not specifically listed on the agenda may be brought up under public input. SPECIAL BUSINESS 4. Consideration of a grievance filed by IBEW, Local 1245, regarding the reclassification of two employees from Helpers to Water Service Technicians ACTION ITEMS 5. Timber harvest operation: a) Consideration of bids and recommendation b) Award of bid and/or direction 6. Consideration of resolution adopting a policy defining water service requirements to lots 7. Acquisition of mail stuffing equipment, consideration of options and possible action or direction 8. Consideration of approving amendment to lease with Town of Truckee WORKSHOP ITEMS 9. Consideration of financing options for District equipment 10. Consideration of establishing standard costs for District services 11. Consideration of authorizing MBNA to issue District credit cards to department heads and the District Electrical Engineer ROUTINE ITEMS 12. Consideration and possible approval of minutes of June 5 and 19, 1996 13. Monthly staff reports ADJOURNMENT NOTE: The complete packet of material relating to the agenda is available for review at the PUD office and at the Truckee Library Posted a maNed on J lyy 12, 1 6 � us rarg, epu s nc e Post Office Boat 309 0 11570 Donner Pass Road Truckee, California 96160 RESOLUTION NO. 9623 OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT ESTABLISHING THE REQUIREMENT'THAT PARCELS TO BE SERVED ' WATER FRONT ON AN APPROVED WATER MAIN WHEREAS, the Truckee Donner Public Utility District serves water to improved lots in its service area; and WHEREAS, in providing water service, it is in the interest of all customers that water facilities be extended in accordance with sound utility practice following well established specifications; NOW THEREFORE BE IT RESOLVED by the Board of Directors of the District that Chapter 6.18 of the District Code of Regulations, entitled Water Main Extensions, be amended according to the attached language. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 17th day of July 1996 by the following roll call vote: • AYES: Jones, Maass, Sutton and Hemig. NOES: None. ABSENT: Aguera. TRUCKEE DONNER PUBLIC UTILITY DISTRICT l By L w n Peter L. Ho, meister, Clerk of the Board ATTE ;P• � Susan M. Craig, Deputy Distric Jerk smc CHAPTER 6.18 WATER MAIN EXTENSIONS Sections: 6.18.010 Conditions 6.18.010 Water Main Extensions 6.18.010.1 Each applicant for service requiring an extension or modification of the water distribution facilities shall furnish at his expense such extension or modification. 6.18.010.7 Properties to be connected to the water system must be adjoining a distribution main. Extension of water distribution facilities shall be required for service to parcels not adjoining the existing distribution main. Distribution system extensions or modifications may be required to meet current system design and capacity criteria. The District may determine that it would not be in the best interest of the District to allow a system extension or modification. • 6.18.010.8 If, by reason of a lot line adjustment or lot split, water service to a parcel no longer satisfies the requirement of section 6.18.010.7, water service to the nonconforming parcel may be terminated until such time as it is brought into compliance with District regulations. At such time that the District becomes aware of a nonconforming parcel the District will notify the property owner and initiate the process of bringing the water service into compliance with District requirements. 6.18.010.9 An applicant for water service or existing customer may apply for a variance from the service requirements of the District. The variance shall be submitted in the form of a letter stating the requested variance, the reasons for the request, and submitting a fee of two hundred dollars ($200). The request shall be reviewed by the Water Superintendent and General Manager of the District. If both agree to grant the variance the variance is granted. If either or both deny the variance the variance is denied. If the variance is denied the applicant may appeal to the Board of Directors. 6.18.010.10 In granting a variance to District requirements, conditions may be imposed to mitigate any adverse impacts to the District water system caused by the nonconforming facilities. ,P 9G'U PROCEDURE FOR GRIEVANCE HEARING The hearing procedure shall be informal and orderly and witnesses need not be sworn, nor a verbatim record kept. The following order of presentations shall be followed and evidence permitted to be presented, except as the Board President may decide to modify, expand, or limit because of the particular circumstances: 1. The employee shall present his/her complaint/grievance verbally and/or in writing and the requested remedy or relief. The employee may present any written information and/or documentation and any witnesses in support of his/her position. 2. The District representative who imposed the discipline complained of or the conduct complained of by the employee shall be given an opportunity to explain why such disciplinary action was taken and/or explain the reasons for the questioned conduct. The District representative shall be entitled to present any written information and/or documents and/or witnesses in support of his/her position. 3. The Board President may permit the employee to ask questions of the District representative and vice versa. 4. Any of the Board members may question anyone presenting facts or arguments at • the hearing. 5. At the end of the hearing, the employee shall be given an opportunity to rebut anything presented by the District and to summarize the reasons why he/she believes he/she should be granted the relief or remedy requested. 6. At the end of the hearing, the District representative shall be given an opportunity to rebut anything presented by the employee and to summarize the reasons why he/she believes that the disciplinary action imposed and/or conduct complained of should remain in effect. 7. After the hearing is closed, the Board will immediately discuss the matters presented at the hearing and shall attempt to reach a decision on the date of the hearing or as soon thereafter as possible. The decision shall be by majority vote of the Board members. Within ten (10) days of the hearing, the Board will make respond, in writing, to the General Manager and the employee with its decision. [PG]CAWORDTNTITYkdpuft..n.eAGRMVPRO 1 � PublicTruckee Donner y District Board of Dlectors I,.. Joseph d g He i s Business Office Planning Services Robert A.Jones (916) 587-3896 (916)587-3944 FAX(916) 587-5056 James A. Maass Patricia S.Sutton General Manager Peter L. Naizmeister ADMINISTRATIVE SERVICES: June, 1996 STAFF REPORT Submitted by Mary Chapman, July 11, 1996 CUSTOMER SERVICE: The customer service staff remains very busy processing service transfers, connects and disconnects. Also, we have just received five pages of service transfers for this year's ski rentals from one of the property rental agencies. This is a lot earlier than usual. NEW CONSTRUCTION: The staff has been very busy processing requests for new services and sending the USA's to the crews. During June, the electric crew was given 301 USA's and the water crew was given 286 USA's to check out. • We have received a total of 107 new service applications through June, 1996. The electric crew has installed 134 new services (60 underground services, 64 temporary power pole connections, and 10 permanent original overhead services); they have also transferred 56 services from temporary to permanent service. The water department has installed 73 new services and upgraded 62 existing services. BILLING: Billing is current. We have been using the bar coding feature for two months. Prior to the new postal regulations, we were saving approximately$100.00 per month. Under the new regulations, we expect to save approximately $325.00 per month or $3,900.00 per year. ACCOUNTING: Accounts payable and payroll are current. We are currently working on the June financial reports. Peter and I are planning to make a mid-year financial presentation at the August 21 board workshop. STANDBY: . Sue is in the process of finalizing the standby charges for the 1996-97 tax year. Past Office Box 309 11570 Donner Pass Road a Truckee, California 96160 COMPUTER OPERATIONS: This weekend a representative from Orcom will be here to upgrade our AS400 operating system. We are also in the process of inventorying our personal computer software, developing a software policy, upgrading PC memory and software applications for several computers. FINANCE: I have been in touch with Municipal Services Group regarding the possible financing of the SCADA system and the knuckle boom truck. Municipal Services Group is the finance company with whom we entered into a master lease agreement in 1993 to finance trucks, upstairs furniture and the AS400 computer system. Their proposed interest rates and terms are included in the board packet for further discussion. 0696MOLY.RPT • JUNE STAFF REPORT SUPPORT SERVICES - KATHY NEUS PURCHASING AND WAREHOUSING 1. Staff continues to deliver material to job sites for both the water and electric crews. 2. The bids were opened and Pacific Utility Equipment was the low bid for the new knuckle boom truck. The order was placed. 3. With the pipeline replacement in Tahoe Donner, fire hydrants have been in high demand. Service material has also been a quick mover on the same project. 4. Joe had been working with the water planner on new specs for 4 1/2 foot bury hydrants. . METER READERS 1. In the month of June, there were 72 meter change outs where the new AMR meters were installed. Also routes 780 and 785 located at Donner Lake were changed out completely to the AMR meters. These two routes are probably the most estimated routes in the District. The meter readers have a schedule of routes that are to be changed out before winter. There are an estimated 800 to 1000 AMR meters already installed. 2. With all the change outs for the month the meter readers have stayed current in their readings. There were 8587 meters read for the month with 220 service reports and 190 48/hour/1013 completed. Joe assisted with service reports during the meter change outs. VEHICLE MAINTENANCE 1. The Highway Patrol was back in June to do a Base Inspection check. Tom has been doing a great job, the District passed again with flying colors. 2. Tom had evaluated the bids for the knuckle boom truck to see if the bids met the vehicle specifications. 3. There were 15 service / inspections, four Bits were completed along with four monthy aerial inspections. BUILDING AND GROUNDS MAINTENANCE 1. It has been a quiet month in the building. Not much more than light bulbs here and there. Steve Wallace has been trying to get the weeds in the yard to manageable condition. • TRUCKEE DONNER PUBLIC UTILITY DISTRICT PLANNING DIRECTOR ACTIVITIES JUNE, 1996 Note: Since most of these projects are ongoing, Staff continues to report the basic information and highlights the activities that have occurred during the reporting month. When a project or activity is completed it is reported, then deleted from this report. Strategic Planning/District $Savings Business Customer Communications- Staff is developing a Key Account Management Program proposal designed to foster a positive, open line of communication with our largest customers and determine how they feel about TDPUD's service and how they see working with TDPUD in the future. After completion and approval of the proposal, discussions with our largest customers will take place, planned for Fall & Winter. TDPUD Competition Plan- Staff is planning to prepare a report about the different utility issues we are currently being challenged by. The report will include a discussion of the different approaches TDPUD can take to meet these challenges as well as an analysis and recommendations to respond to competition. This comprehensive report is being postponed until the evaluation results of the GSHP pilot, the large Business Customer meetings and other competition related projects and issues are available. . Energy/Water Showcase Program- HDR Engineering, Inc. has prepared and submitted a report to TDPUD Staff that identifies cost-saving energy-efficiency water system improvement options available to TDPUD. TDPUD Staff and Sauer's Engineering has reviewed this document and provided comments to HDR. After the final document is completed TDPUD can decide which options may be worth implementing based on their cost-effectiveness to the District. Conservation/DSM/Economic Development Ground Source Heat Pump Pilot Site Activity- Nine GSHP pilot site units are currently in operation. A tenth site is being planned for completion in August in Glenshire. This will culminate the pilot site installations. Staff organized and participated in a Truckee Community GSHP Steering Committee meeting held June 26. Truckee Community GSHP Pilot Project- Davis Energy Group was selected to conduct the GSHP pilot research in Truckee and Sacramento. The monitoring activities are expected to begin Fall, 1996. Staff has been working with DEG to prepare the TDPUD pilot monitoring plan. The grant-funded research activities including the findings will be completed by April of 1997. CA GEO-Heat Pump Show- TDPUD and Sierra-Pacific Power Company Staff are currently planning a California Ground Source Heat Pump Show in North Lake Tahoe October 19-20. The Show will educate consumers and building professionals on the technology. The Show will include many GSHP industry exhibitors. . GSHP Bulk Purchase & Installation Program- I am working with Truckee consumers to plan and implement a bulk purchase & installation program for home and business owners interested in installing ground source heat pumps at a reduced cost. I will be looking for between 15 and 25 homeowners interested in installing GSHPs this Fall or by next Fall, 1997. The program will reduce costs in every aspect of a GSHP System. I estimate that we can reduce costs for the consumer through this program between 25-50%, making GSHPs even more competitive. The first meeting with Truckee consumers is planned for Tuesday, July 2, 6:30-8:30 p.m. in the TDPUD Board Room. TDPUD GSHP Cost Study- 1 have arranged at Kathy's request a study to determine the cost of installing GSHPs into the TDPUD building for heating and cooling. The study is being conducted by Sierra Air in Reno and WaterFurnace International, a major GSHP manufacturer. The study will be completed by the end of July. CFIA Demonstration Project- Staff has been in contact with Professor Samuel Sami of Moneton University in Canada regarding his testing of a Combined Cycle Fully Integrated Air/Air Heat Pump(CFIA). Tests so far have shown that it has comparable performance benefits of GSHPs without the cost of a ground loop. Staff has developed a CFIA mini-pilot draft proposal and a draft confidentiality agreement. These documents are currently being reviewed. • GSHP/Water Heater Promotion- Staff is working toward getting the Truckee GSHP pilot monitoring program in place so that we will have data available to perform an analysis of the benefits and costs of using GSHPs in Truckee. The results of this study will be used to determine GSHP's role in TDPUD's Strategic Plan. A draft proposal has been developed to promote the benefits of high efficiency electric water heating to TDPUD customers. Energy Surveys/High Bill Assistance- Staff completed 0 commercial and 2 residential energy survey(s) this month. Staff also responded on-site to 3 "high" bill complaints. Business & Energy Efficiency Partnership- The incorporation of energy and water efficiency measures are expected to be retrofitted into the Chamber building by Summer, 1995. Currently about 75% of these measures are installed. Silvertip and Rare Earth Landscaping contractors are currently implementing the low-water use landscape plan. Staff is currently working on a self-guided tour brochure of energy and water efficiency measures for the Chamber building. An Open House for the new Chamber facility and the Business & Energy Efficiency Partnership is being planned for October 8, 1996. Communications/Public Relations/Education Newsletter- The Summer Current Issues newsletter is currently being planned. . Topics may include: Chamber Open House, GSHP Bulk Purchase & Installation Program, GEO-Heat Pump Show, Automated Meter Reading, other, Critical Issues Communication- Staff will be meeting with several different marketing and advertising agencies to discuss their ideas on implementing a critical issues communication program for TDPUD. The meetings are scheduled for July 17, 19. Community Calendar- TDPUD Staff has met with Tahoe-Truckee USD representatives to discuss the development of a community calendar. The calendar is almost ready for publication and they are currently soliciting sponsors for each of the 17 months. Staff has reserved May and October to promote Water Awareness Week and Public Power Week. Community/Statewide Involvement Chamber of Commerce Economic Development Committee- Working with other businesses in reviewing: the Downtown Specific Plan, an Incubator/Business Park Feasibility Study, act. Staff attended the June 18 EDC meeting. Tahoe-Forest Hospital Healthly City Committee- Working with other agencies and community groups in the development of a Healthly City Plan for Truckee. The June meeting was cancelled. A survey has been mailed to local organizations to determine what other area groups are working on related to "healthy city" issues. Town of Truckee Air Quality Management Plan Advisory Committee- Staff is currently working with other interested parties and agency representatives in reviewing a draft • report on Truckee's AQMP prepared by the Northern-Sierra AQMD in conjunction with the Town of Truckee. Staff attended the June 11 and June 25 meetings. The end result of the Committee's efforts will be to recommend mitigation efforts to reduce PM 10(particulate matter <10 microns) in Truckee. The two main causes of PM 10 in Truckee are road sand dust and burned particulate matter from wood burning. Northern California Power Agency Member Services Task Force- Staff participated in the June 12 NCPA Member Services Task Force conference call. California Municipal Utilities Association Committee on Energy Efficiency- Working with other public utilities statewide and a consultant on a Model Energy Services/ Competition Program Guidebook. This document contains a description of many of the strategies utilities are using to respond to a changing, more competitive electric utility environment. Programs are designed to increase customer satisfaction and result in customer retention. The Guidebook is currently in final draft form and expected to be completed by July, 1996. Staff attended the CMUA Energy Efficiency and other CMUA Committee meetings in Sacramento June 27, 28. CEC California Ground Source Heat Pump Collaborative- Staff participates in quarterly meetings of the California Energy Commission's GSHP Collaborative. The Collaborative was formed to oversee the development and promotion of the GSHP industry in California. The Geothermal Resources Association out of Davis, CA has applied for about $500,000 of grant assistance to implement a statewide GSHP contractor training program. The GRA has asked TDPUD to participate as a co-applicant for $159,337 from the CEC Geothermal Funding program. TDPUD has agreed to participate as a co-applicant and will receive many benefits for participating. The focus of the proposal is to strengthen the infrastructure of the GSHP industry in California by developing GSHP training for HVAC, plumbing, drilling, excavating and other contractors. Staff participated in the June 24 CEC GSHP Collaborative meeting at SMUD in Sacramento. Utility Energy Forum Planning Committee- Staff participated in a conference call June 11 to begin planning for the 1997 UEF meeting in Granlibakken. I have agreed to Chair this Committee comprised of electric and gas utilities as well as the CEC, NCPA and CMUA. Employee Safety/Training Safety Committee- The TDPUD Safety Committee's next meeting is July 19. Wellness Program/Healthy Meals- This continues to be a popular program with TDPUD employees. We had a "healthy" lunch on June 7. The menu included: Veggie enchiladas, nacho cheese sauce, and orange chiffon cake w/fresh strawberries(see attached recipes and nutritional analyses). Wellness Program/Health Education- Staff has been working with Tahoe-Forest Hospital Staff to develop a fitness "course" in the TDPUD building using mostly existing facilities. Many exercises do not require special equipment- a chair, wall, floor or step may suffice. Fitness Training/Exercise Room- Nancy Swayzee, consultant for Tahoe-Forest Hospital, will continue to conduct "fitness" workshops designed to minimize or avoid employee back injuries. TDPUD Employees now have an exercise room equipped with a stair-stepper, exercise bike, and treadmill. T-F Hospital will be working with TDPUD employees to provide them with individualized exercise programs. Fire Extinguisher Class- Poole conducted a fire extinguisher workshop for TDPUD employees June 6. TDPUD employees also viewed a videotape from the Truckee Fire Protection District on the proper use of fire extinguishers. SEMS Training/Meetings- Staff attended the June 5 Standardized Emergency Management System training meeting for Nevada County in Grass Valley. The meeting included SEMS training and certification. Staff also attended the June 27 Placer County SEMS meeting at Northstar. Placer County has developed a comprehensive database on "heavy" equipment and generators owned by agencies in Placer County that may be available in case of an emergency. • STAFF REPORT July 16, 1996 To. Board of Directors From: Stephen Hollabaugh, Electnc Department Subject: June Activity Report AGENDA ITEM For the most part, during June, crews of the Electnc Department worked on projects that had been budgeted for or related to maintenance or line upgrade. With the exception of a few days, the weather was cooperative and on the days of rain, crews were assigned to system mapping and line patrol. A budgeted project that involved installing conduit under the Hwy 267 Bridge was worked on .. This project was a joint effort with Southwest Gas Co. and 7DPUD. A small amount of conduit has yet to be installed on East River Street that will complete the conduit installation. The lineman tests and interviews were given. Two lineman have been offer positions and will . report for work in mid-July. An outage occurred on July 8 to the SMM middle school when a SWGas excavator dug in to the underground primary that served the school This dig-in caused damage to the transformer serving the school the generator truck was used to serve the school quickly and not interrupt the summer school schedule. The transfom7er was replaced and the school was back on "regular"service on July 9. An outage to the Donner Lake area occurred on July 12 caused by lightning. Damage to insulators in the Donner Lake Substation was repaired and power restored. Crews from this department spent most of the month working on new business and some maintenance. Stephen Hollabaugh worked on the order for the Electric SCADA system and also worked wrth Pacific Bell for the communication lines to the substations. Jim Wilson continued to provide support to the Water Department at various water facilities. Additionally in June, the service crew completed 34 overhead service orders, 5 underground service orders, and responded to 295 underground facility locates (USA's). The high volume of USA's is due to SW Gas pipeline installation. Our inspector and service crew foreman have . also spent time inspecting the gas installation when the excavation is near our electric facilities.