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Home My WebLink About1996-04-03 Min - Board (7) Truckee Donner PublicUtility District Board of Directors Joseph R,Aguera J. Ronald Hemp; 04 Business Office Planning Services Robert A. Jones (916) 587-3896 (916) 587-3944 FAX(916)587-5056 James A. Maass Patricia S.Sutton REGULAR MEETING general Manager 7:00 PM, Wednesday, April 3, 1996 Peter!. Holzmeister TDPUD Board Room AGENDA 1. Cali 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. ACTION ITEMS 4. Consideration of a request of Wenette Von Fluee Simons for the District to sell an easement for access to property on South River Street, possible action 5. Gienshire Drive Well Project: a) Consideration of contract change order b) Consideration of resolution accepting the project and directing the filing of the notice of completion c) Consideration and possible approval of a resolution approving plans and specifications for the Glenshire Drive pump station and issuing a call for bids 6. Consideration of casting a ballot for election of a special district representative on the Nevada County Local Agency Formation Commission 7. Consideration of a possible amendment to the Nevada County LAFCo special district representative selection process 8. Consideration of a resolution adopting a revised finance procedures policy and repealing portions of existing policy 9. Consideration of an ordinance amending the customer deposit policy and repealing portions of existing policy 10. Consideration of authorizing staff to make transfers from the following restricted funds: a) From the Mantis Woods Estates Prepaid Connection Fees Restricted Fund to the Water Fund • Post Office Box 309 11570 Donner Pass Road a Truckee, California 96160 0 b) From the Reserve for Future Meters Restricted Fund to the Water Fund c) From the 1991 Certificates of Participation Acquisition Fund to the Water Fund d) From the Water Building Restricted Fund to the Water Fund 11. Consideration of bids for purchase of trucks, possible award of purchase contract ROUTINE BUSINESS 12. Consideration and possible approval of minutes of January 3, January 17, March 6 and March 20, 1996 CLOSED SESSION 13. Conference with labor negotiator, Peter Holzmeister. employee organization, Local 1245, International Brotherhood of Electrical Workers, Government Code Section 54957.6 14. Conference with labor negotiator, Peter Holzmeister,- unrepresented employee Water Superintendent, Government Code Section 54957.6 RETURN TO PUBLIC SESSION 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 an. mailed o March 2 , 1996 Susan M. Craig, Deputy District Clerk • REGULAR MEETING April 3, 1996 In accordance with District Code Section 2.08.010, the TDPUD minutes are action only minutes All Board meetings are recorded on audio tapes which are preserved perpetually and made available for listening to any interested party upon their request. The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 7:05 PM in the TDPUD Board Room by President Hemig. ROLL CALL: Directors Bob Jones, James Maass and Ron Hemig were present. Directors Joe Aguera and Patricia Sutton were absent. EMPLOYEES PRESENT. Mary Chapman, Susan Craig, Peter Holzmeister and Kathy Neus were present. CONSULTANTS PRESENT. Consulting Engineer Keith Sauers; Attorneys Christina Bark and Steve Gross. OTHERS PRESENT: Don Wendin, Mr. and Mrs. Simons, Abby and Oliver Simons. PUBLIC INPUT Director Maass noted that the March 28 issue of the Sierra Sun ran an article regarding • Recreation District fees. In that article among his other remarks, Town Councilman Drake states he feels consolidation of special districts should be pursued...a remark Mr. Maass found objectionable especially in light of the fact that the Town has been provided space in the PUD complex by the District. CONSIDERATION OF A REQUEST OF WENETTE VON FLUES SIMONS FOR THE DISTRICT TO SELL AN EASEMENT FOR ACCESS TO PROPERTY ON SOUTH RIVER STREET; POSSIBLE ACTION Wenette Von Fluee Simons wants access to her parcel (Parcel 25) on River Street by obtaining an easement across Parcel 26, owned by the District. The District wants to preserve the value of Parcel 26 and to retain current utility easements. The Board reviewed a map of the area, discussed the Town's proposed Downtown Specific Plan and considered several options. Director Maass moved that the Board direct staff to develop language for a non-exclusive temporary easement on the east side of Parcel 26 pending development of the extension of River Street at which time the easement would switch to the west side of the parcel and become permanent. The easement is also to contain language concerning the agreement to share maintenance costs of the easement. The motion was seconded by Director Jones. ROLL CALL: Aguera and Sutton, absent; all other Directors, aye. SO MOVED, GLENSHIRE DRIVE WELL PROJECT-CONSIDERATION OF CONTRACT CHANGE ORDER- CONSIDERATION OF RESOLUTION ACCEPTING THE PROJECT AND DIRECTING THE • FILING OF THE NOTICE OF COMPLETION- CONSIDERATION AND POSSIBLE APPROVAL OF A RESOLUTION APPROVING PLANS AND SPECIFICATIONS FOR THE GLENSHIRE DRIVE PUMP STATION AND ISSUING A CALL FOR BIDS 4/3/96 Page 1 Construction is complete on the Glenshire Drive Well; the hydrogeologist is confident that the well will be a good producer. Director Maass moved, and Director Jones seconded, that the Board approve Contract Change Order No. 1 submitted by Charles Sargent Irrigation, Inc. fora decrease of$267.50 in the contract amount. ROLL CALL: Aguera and Sutton, absent; all other Directors, aye. SO MOVED. Director Maass moved, and Director Jones seconded, that the Board adopt Resolution No. 9609 accepting the Glenshire Drive Well Project as complete and authorizing the filing of a Notice of Completion. ROLL CALL: Aguera and Sutton, absent; all other Directors, aye. SO RESOLVED. Director Maass moved that the Board adopt Resolution No. 9610 approving plans, specifications and contract documents and issuing a call for bids for the Glenshire Drive Well Pump Station, a component of the Safe Drinking Water Bond Law Program subject to review and approval by Counsel; seconded by Director Jones. ROLL CALL: Aguera and Sutton, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF CASTING A BALLOT FOR ELECTION OF A SPECIAL DISTRICT REPRESENTATIVE ON THE NEVADA COUNTY LOCAL AGENCY FORMATION COMMISSION Director Maass moved that a unanimous ballot be cast in favor of Pat Sutton for special district representative to the Nevada County LAFCo; Director Jones seconded the motion. SO MOVED BY ACCLAMATION. • CONSIDERATION OF A POSSIBLE AMENDMENT TO THE NEVADA COUNTY LAFCO SPECIAL DISTRICT REPRESENTATIVE SELECTION PROCESS After some discussion, Director Maass moved that staff be directed to forward a memo to LAFCo expressing interest in exploring alternatives to the special district representative selection process. Director Jones seconded the motion. ROLL CALL:Aguera and Sutton, absent; all other Directors, aye. SO MOVED. CONSIDERATION OF A RESOLUTION ADOPTING A REVISED FINANCE PROCEDURES POLICY AND REPEALING PORTIONS OF EXISTING POLICY Director Jones moved, and Director Maass seconded, that the Board adopt Resolution No. 9611 amending portions of Title 3, Finance and Accounting, of the TDPUD Code as amended. ROLL CALL: Jones, Maass and Hemig, aye; Aguera and Sutton, absent. SO RESOLVED. CONSIDERATION OFAN ORDINANCEAMENDING THE CUSTOMER DEPOSIT POLICYAND REPEALING PORTIONS OF EXISTING POLICY After review, Director Jones moved that the Board adopt Ordinance No. 9601 amending Section 5.01.040.1(B) and deleting Section 5.01.040.2 of the TDPUD Code; seconded by Director Maass. ROLL CALL: Aguera and Sutton, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF AUTHORIZING STAFF TO MAKE TRANSFERS FROM THE FOLLOWING RESTRICTED FUNDS: FROM THE MARTIS WOODS ESTATES PREPAID CONNECTION FEES RESTRICTED FUND TO THE WATER FUND - FROM THE RESERVE FOR FUTURE METERS RESTRICTED FUND TO THE WATER FUND - FROM THE 1991 4/3/96 Page 2 . CERTIFICATES OF PARTICIPATION ACQUISITION FUND TO THE WATER FUND - FROM THE WATER BUILDING RESTRICTED FUND TO THE WATER FUND Director Jones moved, and Director Maass seconded, that staff be authorized to make the following transfers: 1) $450 from the Martis Woods Estates Prepaid Connection Fees Restricted Fund to the Water Fund, 2) $10,125 from the Reserve for Future Meters Restricted Fund to the Water Fund; 3) $76,370.71 from the 1991 Certificates of participation Acquisition Fund to the Water Fund; d) $63,585 from the Water Building Restricted Fund to the Water Fund. ROLL CALL: Aguera and Sutton, absent; all other Directors, aye. SO MOVED. CONSIDERATION OF BIDS FOR PURCHASE OF TRUCKS; POSSIBLE AWARD OF PURCHASE CONTRACT No bids were received on the two 314 ton four wheel drive pick-ups and only one bid was received on the four wheel drive service truck. That bid was from Altec and it was in order. Director Maass moved, and Director Jones seconded, that the Board award the bid for the service truck to Altec in the amount of$30,789 and authorize staff to negotiate for the purchase of the two 314 ton four wheel drive pick-ups. ROLL CALL:Aguera and Sutton, absent;all other Directors, aye. SO MOVED. CONSIDERATION AND POSSIBLE APPROVAL OF MINUTES OF JANUARY3,JANUARY 17, MARCH 6 AND MARCH 20, 1996 • Director Jones moved that the minutes of January 3, January 17, March 6 and March 10, 1996 be approved as corrected;seconded by Director Maass. ROLL CALL:Aguera and Sutton, absent; all other Directors, aye. SO MOVED. CLOSED SESSION Conference with labor negotiator, Peter Holzmeister, employee organization, Local 1245, International Brotherhood of Electrical Workers, Government Code Section 54957.6 Conference with labor negotiator, Peter Holzmeister, unrepresented employee Water Superintendent, Government Code Section 54957.6 The Board adjourned to closed session at 8:15 PM. RETURN TO PUBLIC SESSION The Board returned to public session at 9:10 PM. There was no action taken or direction given as a result of closed session. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 9:11 PM. TRUCKEE DOIVNER PUBLIC JJTILITY DISTRICT n Hemig, President 4/3/96 Page 3 Prepared by = A Susan M. Craig, Deputy District Clerk SmC • • 4/3/96 Page 4 ORDINANCE NO. 9601 OF THE • UCKEE DONNER PUBLIC UTILITY DISTRICT TR FAMENDING SECTION 5.01.040.1(B) AND DELETING SECTION 5.01040.2, MINIMUM DEPOSITS, OF THE TDPUD CODE WHEREAS, it has been determined by the Board of Directors of the Truckee Donner Public Utility District that the current minimum water deposit is not sufficient to cover two months of bills; and WHEREAS, the Board wishes to impose fees in a fair manner to its customers; NOW, THEREFORE, BE IT ENACTED by the Board of Directors of the Truckee Donner Public Utility District that effective 30 days from the date of passage of this ordinance, the District's minimum customer water deposit for new construction shall be changed from $50 to two times the monthly bill. Be it further enacted that all portions of prior ordinances and/or resolutions that are inconsistent with the provisions of this ordinance are hereby repealed insofar as they are inconsistent;all other portions of such ordinances and/or resolutions that do not conflict with the provisions of this ordinance shall remain in full force and effect. • PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the third day of April 1996 by the following roll call vote: AYES: Jones, Maass and Hemig. NOES: None. ABSENT. Aguera and Sutton. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By Peter L. Holzmei ter, dlerk of the Board ATTES c Susan M. Craig, Deputy Dis t Clerk smc • RESOLUTION NO. 9609 OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT ACCEPTING THE SAFE DRINKING WATER BOND LAW PROJECT, PHASE 3, GLENSHIRE`DRIVE`WELL, AS COMPLETE AND DIRECTING THE FILING OF THE NOTICE OF COMPLETION WHEREAS, the Board of Directors of the Truckee Donner Public Utility District made the determination to construct a new production well; and WHEREAS, the Contract was awarded to Charles Sargent Irrigation, Inc. of Reno, Nevada and the contractor entered into an agreement with the District to perform the work; and WHEREAS, the District's Consulting engineer, Sauers Engineering, Inc., has recommended that the work be accepted by the District; NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Truckee Donner Public Utility District as follows: 1. That the District hereby accepts the Proposition 55, Safe Drinking Water Bond Law Project, • Phase 3, Glenshire Drive Well; z That the Clerk of the District be directed to file with the County of Nevada the Notice of Completion, a copy of which is attached hereto. 3. That 35 days following the filing of the Notice of Completion, the 10% retained from the contractor payments be released to the contractor if no claims have been made to the District by material suppliers or laborers. PASSED AND ADOPTED by the Board of Directors of the Truckee Donner Public Utility District at a meeting duly called and held within said District on the third day of April 1996 by the following roll call vote: AYES: Jones, Maass and Hemig. NOES: None. ABSENT.- Aguera and Sutton. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By ® ri'` Peter L. Holzmeister, C erk/Ex-officio Secretary ATTEST Susan M. Craig, Deputy Districtp erk Smc RECORDING REQUESTED BY: Truckee Donner Public Utility District WHEN RECORDED, RETURN TO: TRUCKEE DONNER PUBLIC UTILITY DISTRICT Post Office Box 309 Truckee, CA 96160 NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN: 1. That the name and address of the public entity for whom the improvement project was done, as owner thereof, is the TRUCKEE DONNER PUBLIC UTILITY DISTRICT, Post Office Box 309, Truckee, CA 96160. 2. That on april 3, 1996 the hereinafter described improvements were accepted as completed pursuant to a resolution of the Truckee Donner Public Utility District, the awarding authority. 3. That the subject improvements of the Notice are generally described and identified as follows: Safe Drinking Water Bond Law Project, Phase 3, Glenshire Drive Well. . 4. That the name of the contractor for such project was: Charles Sargent Irrigation, Inc., 9955 North Virginia Street, Reno, Nevada 89506. Dated: /—/�- y� TRUCKED DONNER PUBLIC UTILITY DISTRICT By fc/�/7�//6rlo' Peter L. Heizrneister, General Manager STATE OF CALIFORNIA COUNTY OF NEVADA On April 16, 1996, before me, Susan M. Craig,personally appeared PETER L. HOLZMEISTER, personally known to me to be the person whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity, and that by his signature on the instrument the person or the entity upon behalf of which the person acted, executed the instrument. Capacity claimed by signer: Corporate officer- Clerk/Ex-officio Secretary of the Truckee Donner Public Utility District. Witness myfiand a d official seal. Susan M. Craig, Notary SUSAN M.CRAIG RM�A g016MV CO .#9944855 ! Notary PL"c—Ccofomla NEVADA COUNP/ Comm.Expires MAY 29.1997 RESOLUTION NO. 9610 OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT APPROVING PLANS, SPECIFICATIONS AND CONTRACT DOCUMENTS AND ISSUING A CALL FOR BIDS FOR THE GLENSHIRE'DRIVE'WELL PUMP'' STATION, A' COMPONENT OF THE SAFE DRINKING' WATER BOND LAW PROGRAM WHEREAS, District staff has recommended, and the Board of Directors of the Truckee Donner Public Utility District has agreed, to go forward with construction of the Glenshire Drive well pump station; and WHEREAS, Sauers Engineering has prepared plans, specifications and bidding documents for the project; and WHEREAS, Consulting Engineer Keith Sauers has prepared and filed all the environmental documents on the project as required by the California Environmental Quality Act; NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Truckee Donner Public Utility District as follows: • 1. That the plans, specifications and bidding documents on file with the District's Consulting Engineer be approved and advertised in an appropriate manner. 2. That the date and time of the bid opening be scheduled for 2:00 PM on May 8, 1996. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the third day of April 1996 by the following roll call vote: AYES: Jones, Maass and Hemig. NOES: None. ABSENT: Aguera and Sutton. TRUCE ,..E DONNER PUBLIC UTILITY DISTRICT Peter L. Nolzmelsterbistrict Clerk ATTE„ Susan M. Craig, Deputy Di ict Clerk smc • RESOLUTION NO. 9611 OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT` AMENDING PORTIONS OF TITLE 3 FINANCE AND ACCOUNTING, OF THE TDPUD CODE WHEREAS, it has been determined by the Board of Directors of the Truckee Donner Public Utility District that portions of Title 3, Finance and Accounting, are in need of updating; NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Truckee Donner Public Utility District that as of the date of adoption of this resolution, the amendments to Title 3, Finance and Accounting, attached hereto shall become effective. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the third day of April 1996 by the following roll call vote: AYES: Jones, Maass and Hemig. NOES: None. ABSENT.- Aguera and Sutton. TRUCKEE D M PUBLIC UTILITY DISTRICT B f�^ Peter L. Holzmeister, Clerk of the Board ATT S an M. Craig, Deputy D' rict Clerk smc • TITLE 3 FINANCE AND ACCOUNTING CHAPTERS 3.01 Budgeting 3.04 Auditing 3.08 Purchasing 3.12 Accounts Receivable 3.16 Accounts Payable 3.20 Investments 3.24 Restricted Funds 3.28 Contract Management 3.32 Standby Charges and Assessment Districts CHAPTER 3.01 BUDGETING • Sections: 3.01.010 Budget Control 3.01.010 Budget Control 3.01.010.1 Annually the General Manager shall cause to be prepared for submission to the Board of Directors a draft budget in the format approved by the Board of Directors and following generally accepted accounting standards for utility budgets. ne z,..-o-,.010:2— Manag rca s �. � ycre shall be pFepa.ror ..a}�d_�whrnm th-e lgGaf Gfi-[]J� fep rt-shawlRg-budget and actual reve ues afld-exprr&es date fGl46wiRg-the-fer�Gf-#4e-f4eofna-vtat��rrrer=r{r. 3.01.010.3 The General Manager shall cause to be prepared a memorandum accompanying the quarterly budget report which--axpfaiT.TaRy fixed -GGst-vananGe e)(GeediRg the budget to date by 0 or more and any variable GGst exGeediRg the budget tG-date by-200% Gfi-nnave describes _significant variance from planned expenditures, • and any projects or needs that have occurred since adoption of the budget that were not anticipated at the time the budget was prepared and adopted. Title 3 Page 1 3.01.010.4 With respect to the capital budget, the General Manager is authorized to make line item transfers within any one department, provided the total capital budget for that department is not exceeded. If the General Manager determines that a capital expenditure is necessary which will exceed that department's capital budget, he shall submit a recommendation to the Board of Directors for a budqet amendment traps� funds. 3.01.010.5 Each MGRth the y y f ^{^ �+ _ t M mnn# ef TCII,t�T Rt-&t t'vT TTt-CI- Era'"iL(i�VTG � TII-(TN+'3LTReTR�' "GR� Fes,t �.d €tends � � C� be epaFe�J-4;-a4em4at_apprG*^� he E3eard of FeetBf-S-v d-f2i�64V+HQ"1-a662pte-d-" S Delete - covered in section 3.16.030.7 (A) (Minute Order 89-43, Res. 9522) CHAPTER 3.04 AUDITING Sections: . 3.04.010 Publication of Annual Audit 3.04.010 Publication of Annual Audit - A summary of the annual audit shall be published in the local newspaper of general circulation within 30 days after completion of the audit. (Minute Order 88-187, 8/1/88 and MO94-13) • CHAPTER 3 . 08 PURCHASING 3 . 08 . 010 Bid Procedure for Purchase of Commodities or Equipment over $10, 000 . Prior to issuing a purchase order for the purchase of any item the dollar value of which exceeds ten thousand dollars ($10, 000) , the provisions of the Public Contract Code shall be followed, as more fully described in the following sections . 3 . 08 . 010 . 1 When a department head or the Buver\Clerk determines that there is a need to issue a purchase order the amount of which exceeds ten thousand dollars ($10, 000) , he\she shall notify the General Manager by memorandum which states the purpose of the purchase, the budget or work order account number to be charged, and the specification of the item or items to be purchased. 3 . 08 . 010 . 2 The General Manager shall review the memorandum and, if he approves the request, shall cause a public notice to be published in a newspaper of general circulation requesting interested parties to submit sealed bids . The bids shall be publicly opened and read at the date and time and in the place specified in the public notice . 3 . 08 . 010 . 3 After the bids have been opened, the General Manager shall submit the matter to the Board of Directors with a recommendation regarding award of the purchase contract . 3 . 08 . 010 . 4 When calling for bids on equipment available locally or when selling surplus materials, equipment of property, the public notice shall be a small display ad in the local newspaper of general circulation. If the equipment or material to be purchased is not available locally, the ad shall be placed only in the public notice section of the newspaper. 3 . 08 . 010 . 5 The General Manager shall establish procedures to properly manage the process of notifying bidders of the results of the purchase and to implement the decision of the Board. 3 . 08 . 012 Procedure for Purchase of Commodities or Equipment Under $10, 000 . Prior to issuing a purchase order for the purchase of any commodity or equipment, the dollar value of which exceeds five thousand dollars ($5, 000) , but is less than ten thousand dollars ( $10, 000) , the following procedures shall be followed. 3 . 08 . 012 . 1 The General Manager, a Department Head, or the Buyer\Clerk is authorized to issue a purchase order as defined in Section 3 . 08 . 012 after having first secured three informal telephone quotes, recorded in writing. In securing the quotes the vendors must be asked to state any price discount and any payment discount terms that the vendor will offer the District . In the event that three quotes cannot be obtained, the purchaser shall provide the General Manager with a written explanation and receive the Manager' s approval prior to issuing the purchase order. 3 . 08 . 012 . 2 The purchase order shall be issued to the lowest responsive vendor taking into consideration price and payment discount terms, and delivery date . 3 . 08 . 012 . 3 Purchase orders for the purchase of commodities or equipment the dollar value of which is less than five thousand dollars ($5, 000) may be issued by the General Manager, any Department head, or the Buyer\Clerk from any vendor after considering price, terms and delivery schedule . 3 . 08 . 014 Bid Procedure for Issuance of Service Contracts Over $10, 000 . Prior to entering into a contract for services, the dollar value of which exceeds ten thousand dollars ($10, 000) , the following procedures shall be followed. 3 . 08 . 014 . 1 The term "services" includes, but is not limited to, construction, maintenance, or repair of District facilities, but does not include professional services such as legal, engineering, architectural, or environmental services . 3 . 08 . 014 . 1 When the General Manager, a Department Head or the Buyer\Clerk determines that there is a need to issue a contract for a service to be performed the dollar amount of which exceeds ten thousand dollars ($10, 000) he\she shall notify the General Manager by memorandum which states the purpose of the service, the budget or work order account number to be charged, and the plan and/or specification of the service to be performed. 3 . 08 . 014 . 2 The General manager shall review the memorandum and, subject to the provisions of Section 3 . 08 . 014 . 3, if he approves of the service, shall cause a public notice to be published in a local newspaper of general circulation requesting interested parties to submit sealed bids . The bids shall be publicly opened and read at the date, time and location specified in the public notice . 3 . 08 . 014 . 3 if the service is such that plans and/or specifications need to be prepared by a consultant, and the cost of the consulting service exceeds ten thousand dollars ($10, 000) , the General Manager shall submit the matter to the Board of Directors for consideration before authorizing the consultant to proceed. 3 . 08 . 014 . 4 If the service to be contracted is of a nature that will attract bids from local contractors, the public notice shall be in small display ad form in the local newspaper of general circulation. In addition, the consultant will place advertisements in the appropriate trade journals . If the project will not attract local bidders, the ad is to be placed only in the public notice section of the newspaper. 3 . 08 . 014 . 5 After the bids have been opened, the Genera'_ Manager • shall submit the matter to the Board of Directors with a recommendation regarding award of the service contract . 3 , 08 . 014 . 6 The General Manager shall establish procedures to properly manage the process „f ncti``✓inQ bidders of t-lne res:altS of the award and to implement the decision of the Board. 3. 08 .016 Procedure of Issuan--ce of Service Contracts Under $10, 000 Prior to issuance of a contract for a service the dollar amc L'n-t of which is less than ten thousand dollars i$10, '0)00 ) , _he fo"M owing steps shall be followed. 3 . 08 . O16 . 1, The General Manager shall cause plans and\or specifications to be prepared. 3 . 08 . O16 . 2 Three informal eiechon.e quotes shall be secured in wr_t_-_g . In securing quotes the contractor shall be asked to State any price or payment discounts, and a ccm.QLetion date . 3 . 08 . 016 . 3 The contract shall be awarded by the General Manager to the lowest responsive contractor taking into consideration_ price and completion date . 3 . 08 . 016 . 4 The General Manager may renegotiate and\or renew contracts upon their expiration. CHAPTER 3.12 ACCOUNTS RECEIVABLE Sections: 3.12.010 Sundry Account Billing 3.12.020 Delinquent Accounts Receivable 3.12.010 Sundry.Account Biliin - A sundry account is a bill rendered by the District to a party to whom the District has rendered a service or provided a good for wh�cn the Title 3 Page 2 District charges a fee, but shall not be any service or good which is billed to a customer of the District through the normal monthly utility billing system. It is the policy of the District to protect the assets of the District by promptly issuing bills for goods or services rendered, and by following well established follow-up procedures to insure that bills are paid in a timely manner. 3.12.010.1 This policy shall apply to the billing and collection of sundry accounts. 3.12.010.2 When any department of the District notifies the Administrative Services i 4Pance Department that a billable service or good has been provided, the Administrative Services €manse Department shall promptly render a bill to the appropriate party-in-a { . The sundry account bill is due and payable 19 days after the billing date. 3.12.010.3 If the Bill remains unpaid after 30 days, the bill shall be considered delinquent and shall be assessed a late charge in accordance with current District policy, and a second request for payment shall be promptly mailed. 3A2-.,04"—n t b .,,_ U��-wc o f+„�i_II�� f+or frnm_the i m Trne4rateTr , 3.12.010.5 If the bill remains unpaid after 60 days, the General Manager shall cause collection proceedings to commence, which may include initiation of action at Small Claims Court. 3.12.010.6 The General Manager is authorized to act within his discretion to alter the time periods set forth in this policy when a sundry account customer is cooperating with the District in resolving an unpaid bill. aeseunt-sh-aU-be-presented-te-the-Beard e€-D+restafs-o-n-th,-prepased wFite off Rst-fef demand-astien (Minute Order 89-44) 3.12.020 Delinquent Accounts Receivable - T# R e_kke + + tea.,++ r '� r At the end of June and December of each year, the Treasurer will have identified all delinquent accounts receivable on closed accounts that are considered uncollectible that exist on the District's records for six months or more. GO iaccounts-te-a-O011ectiOn-age-R y +n-Order to_-effectuate-payment- Title 3 Page 3 sir#.�rxic=r-rc�.p �t8�s-{rtd�Gat{�}g • "'..r a#te""i astlera �s-tatfef}-f)uF$l�af}t"t$tlafS-pelisy- The District Treasurer is authorized to write-off delinquent accounts up to 1/6% of the annual amounts billed from the District's accounts receivable balance. Further, the District Treasurer will include in the monthly treasurer's report the details of the accounts written-off including the customer names and the dollar amounts being written-off. Should delinquent accounts exceed the authorized limit, the request for approval shall come before the Board of Directors for consideration. (Res. 8110) • Title 3 Page 4 CHAPTER 3.16 . ACCOUNTS PAYABLE Sections: 3.16.010 Pre-authorized Disbursements 3.16.020 Bills for Board Approval 3.16.030 Accounts Payable 3.16.010 Pre-authorized_Disbursements 3,16.010.1 The District Treasurer shall be empowered to issue checks without prior Board approval for the following items: 3.16.010.1(A) Consumer deposits- one year refunds with interest, reduction of deposits. 3.16.010.1(B) Customer refunds - credit balances, overpayment of work orders, refund of connection, facilities fees and tap fees where the customer has decided not to build and the District staff has not incurred any expense; line extension refunds. 3.16.010.1(C) Contracts - maintenance contracts on District equipment, radius and lea f-sarne. payments on leased equipment and land; payments on contracts for . software support services payments for contracts issued pursuant to section 3.08 040 of this oe licy_including contracts for consulting and construction services. 3.16.010.1(D) Directors - monthly compensation. 3.16.010.1(E) District credit card payments —tG-avoid-late Ghafge #e b !e w i4-be paid Gn-time and 4sted-en-the-„ext-bi4s-fGr--Beard-appr-oval-#aFappr-avat-by-Direst9Fs. In the event a dispute occurs, settlement to be handled by parties involved. 3.16.010.1(F) Employee benefits - deferred compensation deposit, pension payments, (i,e-6eerge-Gattan Hari#err, }GMA) first _hospital deductible reimbursement, and vision reimbursement and any other reimbursement pursuant to the District's agreement with the International Brotherhood of Electrical Workers, Local 1245. 3.16.010.1(G) Expense checks-advances for meetings, seminars, conferences, etc., for staff, and manager and board members. Reimbursement for mileage and approved out of pocket expenses. 3.16.010.1(H) Insurance - life, health, disability and _dental premiums fe#re 3.16.010.1(1) Payroll - employee checks, payroll transfers, meals, union dues, employee savings deductions, state compensation, FICA, SDI, personal income tax, state • unemployment, and miscellaneous employee payroll deductions. Title 3 Page 5 3.16.010.1(J) Petty cash - reimbursement of fund. 3.16.010.1(K) Postage - Postage Permit No. 1, stamps, trust fund, postage meter and bulk mailing permit deposits. 3.16.010.1(L) Repayment of Tahoe Donner intra-fund ;;� loan (journal entry only; no actual check). 3.16.010.1(M) Loans - Repayment of loans that have been approved tithe Board of Directors. Partiei Where practicable, the payment will actually be wire transferred to the lending institution on or before the payment due date. 3.16.010.1(N) State Board of Equalization - sales tax, energy surcharge collected. 3.16.010.1(0) Wholesale power expenses including but not limited to the Northern California Power Agency and Sierra Pacific Power Company " =.:`=' `' e!eGtFiG Utility bills on pump stations-and-we4s. Payments may be by wire transfer to the bank account number provided by vendor. 3.16.010.1(P) Bid items - where the Board has authorized bid purchase and the invoice is the same dollar amount or less than authorized contract. 3.16.010.1(Q) Monthly and annual building utility expenses for telephone garbage, heating, sewer collection and treatment (TTSA and TSD) and utilit _bills paid to other agencies such as electric utilit _bills for Dump stations and wells. prf'vieu-sly , 3.16.010.1(S) The Manager may approve payments required in an unpredicted emergency situation. 3.16.010.2 Upon direction of the General Manager and receipt of an appropriate, signed authorization in accordance with section 3.08.010 of this policy, the District Treasurer shall be empowered to issue checks up to $10.000 $3;000 and, in instances where the Board of Directors has issued authorization for an expenditure greater than $10,000 disseunts,may-be-real zAad-er-pena4ties-ave{ded-r_evefi$3,800• 3.16.010.3 All checks issued in any of the above categories will appear in the accounts payable check register provided in the monthly Treasurer's Report to the Board of Directors fer-Beard--Feview. Backup documents will also be available for Board review in the Administrative Services Department Ae-sounting-Department. (Resolution No. 9108) Title 3 Page 6 3.16.020 Bills for Board Approval - Bills which may be controversial should be listed as a special agenda item. (Board direction, 1215/78) • Title 3 Page 7 a AL 3.16.030 Accounts Payable • 3.16.030.1 Upon presentation of invoices for goods and services and other financial obligations of the District in the format prescribed in Title 3, Chapter 3.08, Purchasing, to the Administrative Service Department, the Treasurer shall be authorized to issue payment for such invoices. In the absence of the Treasurer, the General Manager shall be authorized to issue payment. 3.16.030.2 Payments for District financial obligations shall be processed through the District's computerized accounts payable program. Prior to issuing checks, the District's Accounts Payable Clerk will verify the entries for accuracy including verifying that the correct vendor has been keyed into the system; that the amount of charges are correct and that the total of the invoice is correct; that the sales tax has been calculated correctly; that the appropriate authorization appears on the invoice; that the correct work order number and account number or budget number and account number have been assigned to the charges; and that the correct supporting documents are attached to the invoice. The Accounts Payable Clerk will also verify that invoices greater than $5,000 have been approved by the General Manager and that invoices greater than $10,000 have a Board authorized Minute Order attached showing the amount of the approved expenditure or prior Board authorization for regular District expenditures as listed in Title 3, Chapter 3.16.010, Pre-authorized Disbursements. 3.16.030.3 After verifying that the above items are in order, the Accounts Payable Clerk shall run the checks for payment and print a check register listing the number of each check issued, the vendor paid, the deSGFiptiOR of the GhaFges being paid, the amount Of the charges and the amount of the total check. 3.16.030.4 The Treasurer shall then verify that the accounts payable edit check register and the ehesk warrant register match, that the invoices have been properly processed and that the expenditures have been made in accordance with the District's purchasing procedures. 3.16.030.5 The Treasurer or General Manager shall then process the checks through the District's automated check signing machine using the facsimile signature of either the Treasurer or the General Manager. The automated check signing machine shall be one that allows for a removable facsimile plate which will be kept locked up when not in use. The machine will also require two keys to activate; the two keys will be kept by two different employees. 3.16.030.6 In the event that a manual check needs to be issued outside of the regular weekly check run, the check will require two signatures. The two signatures can be any two authorized checking account signatures. Individual Directors, the General Manager and the District Treasurer shall be authorized to sign on the District's checking accounts. 3.16.030.7 At the monthly business meeting held by the Board of Directors: 3.16.030.7(A) The Board will be presented with the following reports: 3.16.030(A)(1) Accounts payable check register showing all of the checks issued for the accounting period being presented. The register shall show the date of the check the check numbers issued, the vendor names, the amount of the checks and deGGFiptions of the Gharges. 3.16.030(A)(2) Statement of general fund showing the beginning checking account balance, the categories of cash received by the District during the month, a summary list of the cash Title 3 Page 1 disbursements made during the month, any authorized or preauthorized transfers in or out of the . general fund and the ending balance at the end of the month. 3.16.030(A)(3) Investment report showing the status of the District restricted funds. 3.16.030(A)(4) Fund status report showing the location of all District funds and the amount on deposit at each financial institution or organization. 3.16.030(A)(5) Monthly budget report showing the status of budgeted expenditures compared to actual expenditures. 3.16.030(A)(6) Monthly financial statement showing the status of all revenues and expenditures in the format of financial statements using generally accepted accounting principles for utilities. 3.16.030(B) The details of all checks issued and invoices paid shall be available for review by any Director in the Administrative Services Department. The Board shall officially authorize payment of all disbursements that have been made by the Treasurer and presented on the accounts payable check register at the monthly business meeting. 3.16.030(C) The Treasurer shall list on the agenda any invoice for purchases that have not been made in accordance with the District's purchasing policies as set forth in Title 3, Chapter 3.08, Purchasing. (Res. 9522) • Title 3 Page 2 13 CHAPTER 3.20 INVESTMENTS Sections: 3.20.005 LAIF Investments 3.20.008 Wire Transfers 3.20.010 Investment of Surplus Funds 3.20.005 LAIF Investments 3.20.005.1 Authorization has been given for the deposit and withdrawal of monies in the Local Agency investment Fund in the State Treasury in accordance with the provisions of Section 16429.1 of the Government Code for the purpose of investment as stated therein. 3.20.008 Wire Transfers 3.20.008.1 The Truckee River Bank is requested to honor, execute and process the District's telephonic, telegraphic, written or oral requests for the transfer of funds between the accounts of the District at the Truckee River Bank and the Local Agency Investment . Fund, subject to such terms and conditions as may from time to time be agreed upon by the District. 3.20.008.2 Any one of the following named officers or employees of the District, deter I —uo;-meister-?may the General Mana_ er, the Administrative Services Manager President of the Board; be and are hereby authorized, directed and empowered for and on behalf of and in the name of the District as follows: 3.20.008.2(A) To execute agreements with the Bank providing for such funds transfers and to make and verify requests for such transfers, and the Bank shall be entitled to honor and charge this District for all such requests, when given (or purported to be given) by any one of the above. 3.20.008.2(B) To make, execute and deliver such other agreements as may be required by the Bank; and 3.20.008.2(C) To perform or cause to be performed all further acts and execute and deliver all further instruments which Bank may deem necessary to carry out the purposes of this policy. 3.20.008.3 The District hereby ratifies and confirms the acts of its officers, agents or employees in heretofore requesting transfers of funds from this District's accounts with • the Bank by wire or comparable transfer together with any acts performed in relation hereto. Title 3 Page 8 3.20.008.4 That the Clerk of the District is hereby authorized and directed to execute, acknowledge and deliver a certified copy of the resolution related hereto to the bank and any other person or agency which may require copies, and that the certification of the (Secretary) Clerk as to the signatures of the above named officers will be binding on this District. 3.20.008.5 That the bank is authorized to act upon this policy until written notice of the revocation thereof by a resolution duly adopted by the Board of Directors of this District is delivered to the bank, such revocation in no way to affect the obligations of this District to the bank incurred pursuant to the terms of this policy prior to receipt by the bank of such notice or revocation. (Resolution 9016) 3.20.010 Investment of Surplus Funds 3-.20-,040-.4—All restricted fi-IRds whiAh will net be RePdRd Within six mAnthr shall hP., ef-deposit-with-@a k-Gef- rneF;G NT&SA. eeh+fixate-ef-depesit-w#h-Barak-ef-America-�jT&SA. • 3.20.010.3 The Manager and District Treasurer shall invest surplus funds, both restricted and general, in either the Local Agency Investment Fund, certificates of deposit, or other major banking investments which are allowable by law and approved by the Board of Directors and yield the maximum return to the District. A regular accounting of all fund activities shall be presented to the Board of Directors in the monthly Treasurer's Report at t#e #+rst meeting of cash +month. (Resolution 7911) CHAPTER 3.28 CONTRACTS MANAGEMENT Sections: 3.28.010 Change Orders 3.28.020 Contractor Insurance Requirements 3.28.010 Change Orders - The Truckee Donner Public Utility District cannot afford to i maintain a large enough construction crew to be able to undertake all projects in-house. Therefore, it relies heavily on contractors to perform work. These contractors perform Title 3 Page 9 work in accordance with plans and specifications and based on a fixed price contract. There are occasionally circumstances encountered in the field after a contractor has begun work that require a change in the plans and specifications or scope of work and result in a change in the contract price. These changes are generally matters that could not be anticipated nor planned for during the design phase of the project. The contract change order is the procedure whereby plans and specifications or scope of work and contract price can be changed after the contract is executed and work has commenced. The Board of Directors authorizes the execution of contract change orders. Most contract change orders are such that their consideration by the Board can wait for a regular Board meeting. However, under certain circumstances it is to the District's benefit to permit the General Manager and project engineer to authorize work to proceed on a change order. Work can commence on a contract change order prior to being reviewed by the Board of Directors under the following circumstances: 3.28.010.1 When a delay in making the decision to change the contract would impose an unreasonable financial burden on the District. 3.28.010.2 When the need for the change is so compelling that to proceed with the project as originally planned is impossible or would be financially burdensome on the District. 3.28.010.3 When the amount of the change in contract price is less than $10,000 $5 000. 3.28.010.4 The exercise of this prerogative should be done with discretion and in the following manner: 3.28.010.4(A) A memorandum should be prepared setting forth the precise circumstances justifying the change in plans and specifications or scope of work and should specify the change in contract price. 3.28.010.4(B) The memorandum should be signed by the project engineer and General Manager and forwarded within 24 hours to each Director. 3.28.010.4(C) A contract change order should be prepared for consideration by the Board of Directors at their next regular meeting or at a special meeting if one is called. (Minute Order 87-108) 3.28.020 Contractor Insurance Requirements - It is the policy of the District to require icontractors performing work for the District to maintain appropriate insurance naming the District as an additional insured. Title 3 Page 10 3.28.020.1 The form of insurance shall be broad form comprehensive general liability which includes coverage for bodily injury, property damage, and products-completed operations; automobile liability where applicable; workers compensation. 3.28.020.2 The minimum amount of insurance shall be $200,000 per occurrence and $400,000 in the aggregate. The General Manager shall consult with the insurance broker of record and/or an independent risk manager for advice on the insurance requirements for contracts that exceed $10,000, or that pose risk that, in the judgment of the General Manager, warrant more than the minimum insurance. 3.28.020.3 The General Manager shall, after consulting with the insurance broker of record and/or an independent risk manager, specify insurance requirements in contracts he is authorized to let; or, in the case of contracts that must be let by Board action, the General Manager shall, after consulting with the insurance broker of record and/or an independent risk manager, recommend insurance requirements to the Board of Directors. (Resolution 9031) CHAPTER 3.32 STANDBY CHARGES AND ASSESSMENT DISTRICTS Sections: 3.32.010 Collection of Delinquent Assessments 3.32.010 Collections of Delinquent Assessments - The following procedure is to be used by the District staff and by District Counsel in connection with the collection of delinquent assessments-arising-out-of the-Wb-st Rive' Street n-,,,,_ssme;A-Qist t , a-procedure-ef-th s-type-probably-seuld-be-used-in-GGRneo#ean-W4'h-futuFe ass=.ssmen dirt nts a .r A44-Fef, re Ge-s below-ar-e-to-the-West-River-Street-°s&& en D+stf} Assessments are due on November 1st and February 1st of each year, and are delinquent on December 10th and April 10th, respectively. County records are generally not up to date, and therefore the County cannot determine that December 10th assessments are delinquent until approximately thirty dayslater, or approximately January 10th of the following year. Similarly, the County cannot determine that April 10th assessments are delinquent until approximately May 10th. Following is the procedure the District has adopted: • 3.32.010.1 By January 10th and May 10th of each year, the District Treasurer 9ffise Title 3 Page 11 Manager will contact the County Tax Collector's Office and determine whether any assessments are delinquent and, if so, the amount of any such delinquency. The Treasurer 8ffise—Niaaagef will then immediately send, by certified mail, a friendly collection letter, requesting payment within ten days, with copies to District Counsel and to the General Manager. 3.32.010.2 If not paid within ten days of the friendly letter, the District Treasurer Office Manager will send, by certified mail, a demand letter. This letter will demand payment within five days, and will indicate that, if not paid, the matter will be referred to District Counsel for initiation of foreclosure proceedings against the delinquent parcel. Copies of this letter will be sent to District Counsel and to the General Manager. 3.32.010.3 If not paid within five days, District Counsel will send a letter, by certified mail demanding immediate payment and indicating that the delinquency will be referred to Nevada County for foreclosure upon the parcel if not paid within ten days. Copies of this letter will be sent to the District Treasurer 0ffic��, the General Manager and the Board. 3.32.010.4 If not paid within ten days, District Counsel will refer the matter to Nevada County Counsel, and request that foreclosure be initiated against the delinquent parcel. Copies of this letter will be sent to the District Treasurer Offiee Managef, the General Manager, and the Board. District Counsel will also send a copy of this letter to the owner of the delinquent parcel so that the owner will be aware that foreclosure is about to be initiated. 3.32.010.5 Approximately every thirty days thereafter, District Counsel will contact County Counsel to ascertain that the foreclosure proceedings are going forward on a proper schedule. (Resolution 8444) 3.32.020.1 Standby Charges Annually, the Board of Directors will authorize by resolution the continuance of and the amount of charges for electric and water standbV charges. Thereafter the General Manager shall direct staff to prepare an updated list of unimproved parcels to be assessed electric and water standby charges The records shall be prepared m a format acceptable to both Nevada and Placer counties and shall be submitted to them before their scheduled deadline The assessments will then appear on the annual property tax bills sent out by. Nevada and Placer counties. Nevada and Placer counties will then act as the collection agents for the assessments and will forward payment to the District pursuant to county policy. Title 3 Page 12 Section 3.24.000 Restricted Funds 1) The Board of Directors will direct staff when monies collected by the District are to be considered as restricted funds. 2) Restricted funds will be invested pursuant to the District's investment policy as described in Chapter 3.20 Investments. 3) All interest earned upon said restricted funds shall adopt a character of and become part of the specific restricted account. 4) Expenditures from restricted funds shall be authorized by the Board of Directors. From time to time, the Board may pre-approve transfers from restricted funds in advance,that pertain to specific projects or activities. 5) The District's Treasurer will include a monthly report on the activity of the restricted funds accounts along with the monthly Treasurer's Report. 3.24:810 r -Fa�.iri�s — ' Fees, Interest Earned and Reserve for Future Meters 3.24.020 Clarification Regarding Funds Collected for Future Meters • 3.24.010 Re tricted Funds Collected for Facilities fees Interest Earned and Reserve ti for Future Meter§ -All facilities fees collected shall be identified as "restricted funds" and shall be invested at tkle best rate of return pursuant to Resolution No. 7911. All interest earned upon said unds shall adopt a character of, and become part of the specific restricted account. The $150 Domestic Water Conn tion Fee currently includes a $40 meter allocation. The meter portion shall be set aside as etstricted funds and invested pursuant to Resolution No. 7911. Absent earlier Board actioi'4'.the monies shall retain that character for a five year period, at which time the Board still evaluate if it intends to install meters for domestic water. Thereafter, the review and arlalysis shall occur at least every five years until some final determination is made. It is'`expressly understood that the Board of Directors may, by resolution, modify this policy regarding meters at any time. (Resolution 7920) 3,24.020 Clarification Regarding Funds Collected for Future Water Meters 3.24.020.1 Funds collected in the past and in the future from applicann I requesting water service to homes not previously served by the District shall be used by thDistrict, at the . time of system-wide installation of water meters, to defray the total cost o 'system-wide water metering, and shall not be applied toward the cost of installing a water mb er at the residential service of the particular individual who paid the fee. 3.24.020.2 Because the fees will be applied to the system-vide expense of wate