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HomeMy WebLinkAbout1997-06-04 Min - Board REGULAR MEETING June 4, 1997 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 7:09 PM in the TDPUD Board Room by President Hemig. ROLL CALL: Directors Jones, Maass, Sutton and Hemig were present. Director Aguera was absent. EMPLOYEES PRESENT.-Mary Chapman, Susan Craig, Steve Hollabaugh, Peter Holzmeister, Bob Quinn, Ed Taylor and Scott Terrell. CONSULTANTS PRESENT.-Attorneys Christina Bark and Steve Gross, Engineering Consultant Keith Knibb. OTHERS PRESENT. Brad Stapley and Phil Schacht. PUBLIC INPUT • Phil Schacht of Glenshire read a letter he submitted to the Sierra Sun referencing some additional perspective on natural gas service in the Truckee area. A copy is attached to these minutes. Brad Stapley, Assistant Scout Leader for Troop 333, made a proposal to the Board that the scouts be permitted, with assistance and supervision from their parents, to clear dead trees from Southside Springs and sell the firewood to raise money for summer camp. The responsible parties would sign a hold harmless agreement. The Board indicated its approval and after some discussion the matter was referred to staff. CONSIDERATION OF A RESOLUTION DEFINING THE AUTHORITY OF DISTRICT STAFF TO ENTER INTO CONFIDENTIALITY AGREEMENTS RELATING TO NEGOTIATIONS OVER POWER SALES CONTRACTS At the workshop meeting the Board talked at length about the confidentiality provisions found in power supply proposals being submitted by power marketers. Staff was directed to draft a policy which would govern the District's actions regarding the signing of confidentiality agreements and obtain an opinion from Dennis DeCuir regarding the legality of such a policy. After review of the opinion and draft, Director Jones moved that the Board adopt Resolution 9706 defining the authority of District staff to enter into confidentiality agreements relating to negotiations overpower sales contracts as amended. Director Maass seconded the motion. ROLL CALL:Jones, Maass, Sutton and Hemig, aye; Aguera, absent. SO RESOLVED. • CONSIDERATION OF ACCEPTANCE OF THE AUDIT OF THE 1996 FINANCIAL REPORTS Rick Blumenfeld of Arthur Andersen & Company attended the Board meeting on May 7 to review III 614197 Page t the results of the audit and the District's financial results for 1996. Several references were added to the financial statement notes as requested. Director Maass moved, and Director Jones seconded, that the Board accept the 1996 annual audit as prepared by the District's auditors, Arthur Andersen & Company. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATION OF APPROVING A DEPOSITORY FOR ESTABLISHMENT OF THE TDPUD PROPOSITION 55 RESERVE FUND After review of the draft, Director Sutton moved, and Director Jones seconded, that the Board adopt Resolution No. 9707 authorizing the fiscal agent for the District's Safe Drinking Water Loan Contract E53311 (Prop 55 loan) with the State of California, Department of Water Resources to open a reserve fund account with the State of California Local Agency Investment Fund. Transfers will be made from the water department general fund and accrued interest will be withdrawn semi- annually and used to reduce the next principal and interest loan payments due to the state. ROLL CALL: Jones, Maass, Sutton and Hemig, aye; Aguera, absent. SO RESOLVED. HEADQUARTERS BUILDING PARKING LOT REHABILITATION PROJECT-CONSIDERATION OF A CHANGE ORDER- CONSIDERATION OF A RESOLUTION ACCEPTING THE PROJECT AND AUTHORIZING THE FILING OF A NOTICE OF COMPLETION Work is complete on the office site repaving project. The work appears to be satisfactory but there may be some question as to whether the full amount of asphalt concrete was placed, This could be the result of a deficiency in thickness or inaccuracies in the calculation of the theoretical weight. The contractor suggests that if there is an apparent discrepancy, core samples be taken to . determine the actual thickness. The Board considered a change order reconciling actual quantities versus estimated quantities and for removal and replacement of unsuitable subgrade material. Director Jones moved, and Director Maass seconded, that the Board approve Contract Change Order No. 1 submitted by Advanced Asphalt in the amount of-$75.58. ROLL CALL: all Directors, aye. SO MOVED. Director Jones moved that the Board adopt Resolution No. 9708 accepting the headquarters building parking lot rehabilitation project and authorizing the filing of a notice of completion. The motion was seconded by Director Maass. ROLL CALL: Jones, Maass, Sutton and Hemig, aye. Aguera, absent. SO RESOLVED. CONSIDERATION OF ADVERTISING FOR TRANSFORMER BIDS- ONE NEW TRANSFORMER FOR TAHOE DONNER SUBSTATION - A REBUILD OF EXISTING TAHOE DONNER SUBSTATION TRANSFORMER Staff reported that the Tahoe Donner Substation transformer is developing into a hazardous situation with no spare in the station. The spare transformer in Truckee Substation that was going to be utilized in Tahoe Donner Substation cannot be used. The Board reviewed the solution suggested and thereafter Director Maass moved that the agenda be amended to include action relating to the existence of an emergency situation in the Tahoe Donner Substation; seconded by Director Jones. ROLL CALL: all Directors, aye. SO MOVED. • Director Maass moved, and Director Sutton seconded, that the Board adopt Resolution NO. 9709 issuing a call for bids for transformers for the Tahoe Donner Substation. ROLL CALL: Jones, Maass, Sutton and Hemig, aye; Aguera, absent. SO RESOLVED. 614197 Page 2 • Director Maass moved, and Director Jones seconded, that the Board adopt Resolution No. 9710 directing that competitive bidding be dispensed with in connection with the District's repair of the transformer located in the Tahoe Donner Substation. ROLL CALL: Aguera, absent; all other Directors, aye. SO RESOLVED. CONSIDERATION OF ADVERTISING FOR BIDS FOR A PCB TESTING PROGRAM This matter was put over. TOWN OF TRUCKEE'S ROUND-ABOUT PROJECT - CONSIDERATION OF APPROVING ELECTRIC SYSTEM IMPROVEMENT - CONSIDERATION OF WATER SYSTEM IMPROVEMENTS The town proposes to develop a traffic circle on Donner Pass Road as well as an underpass connecting Donner Pass Road and West River Street. This would be an opportune time to establish an underground tie between Martis 3 circuit and Truckee 3 circuit. Also, the District has a 20 year old asbestos water line which crosses directly under the middle of the round-about. This type of pipe has a history of failure as it ages and if the area around it is disturbed by construction activities. The segment of pipe that is of concern is 270 feet in length and is out of the existing roadway. In addition, relocation of a fire hydrant would be required. Director Maass moved that the Board authorize staff to proceed with these projects based upon whatever the town decides to do this summer. Director Jones seconded the motion. ROLL CALL: All Directors, aye; Aguera, absent. SO MOVED. • CONSIDERATION OF VEHICLE BIDS; POSSIBLE AWARD OF CONTRACT FOR PURCHASE OF VEHICLES Four bids on a service truck, 314 ton pick-up and flatbed truck were received and opened on May 15, 1997. None of the bids included a bid bond or check in lieu of a bond. The lowest average bid is from Weaver Auto in the amount of$79,912 and they most closely meet the specifications. Director Maass moved, and Director Jones seconded, that staff be directed to negotiate the purchase of one four wheel drive service truck, one four wheel drive 314 pick-up and one 12,000 pound GVWflatbed truck from Weaver Automobile. ROLL CALL:Jones, Maass, Sutton and Hemig, aye; Aguera, absent. SO MOVED. CONSIDERATION OF TERMINATING THE PERMIT AUTHORIZING CALIFORNIA HiGHWAY PATROL TO USE A PORTION OF THE PONDEROSA PALISADES WATER TANK SITE FOR COMMUNICATIONS EQUIPMENT The CHP has a permit from the District allowing them to erect and maintain communications equipment on the Ponderosa Palisades site for$600 per year. The permit allows them to sublet to other communications users. They do, in fact, sublet to Pacific Bell and have collected over $5,000 for the service. Staff is suggesting that the permit be terminated as it currently reads and a new permit which prohibits CHP from subletting be discussed with the California Highway Patrol. Director Maass moved, and Director Jones seconded, that the Board give notice to the California Highway Patrol that the District elects to terminate the current permit for use of the Ponderosa Palisades water tank site for communications facilities and that staff be authorized to negotiate a 614197 Page 3 new permit with CHP and return to the Board in the future with a recommendation regarding a new permit. ROLL CALL: Jones, Maass, Sutton and Hemig, aye; Aguera, absent. SO MOVED. CONSIDERATION OF A REQUEST FROM SIERRA COLLEGE TO USE A PORTION OF THE SOUTHSIDE WELL PROPERTY FOR STUDENT AND STAFF PARKING Staff is suggesting that the Board authorize a lease agreement with Sierra College to use a portion of the District's Southside property adjacent to the Martis Center for a temporary parking lot. The suitable area is 100 feet long and 70 feet wide. A fence or other barriers to prevent access to the remaining District property would need to be erected and base material or gravel would need to be placed by Sierra College before the area is used. Sierra College would assume all liabilities for the leased area and would be responsible for maintenance of the lot to include snow removal, fencing and surface condition. It was mentioned that use and/or sale of this property has been denied others in the past. There was some discussion and the matter was referred back to staff for more information. CONSIDERATION OFINSTALLING A GROUND SOURCE HEAT PUMP INCENTIVE PROGRAM Staff presented GSHP rebate program, revenue and rebate incentive analyses. Mr. Terrell proposed that in order to qualify for the cash incentive program the customer must be located in the District's electric service area, must complete and submit an application and allow an inspection of the GSHP system by an authorized representative. The GSHP installations must occur after the • approval date of the program. Qualified applicants would receive a $200 per ton rebate to a maximum of $1,200 cash incentive per applicant. All cash incentives would be provided at the discretion of the TDPUD. Program funding would be good through 1997 or until the program funding runs out. After some discussion, Director Maass moved that the Board approve the TDPUD ground source heat pump incentive program as proposed by staff, Director Jones seconded the motion. It was clarified that employees, directors and consultants of the District would not be eligible for the program. ROLL CALL: Jones, Maass and Hemig, aye; Sutton, no; Aguera, absent. SO MOVED. SALARIES AND BENEFITS OF THE MANAGEMENT AND NON-BARGAINING UNIT STAFF OF THE DISTRICT-CONSIDERATION OFA RESOLUTION ADJUSTING THE SALARY LEVEL OF CERTAIN MANAGEMENT AND NON-BARGAINING UNIT POSITIONS- CONSIDERATION OF A RESOLUTION AMENDING THE POLICIES DEFINING BENEFITS FOR MANAGEMENT AND NON-BARGAINING UNIT EMPLOYEES - SCHEDULING OF A PUBLIC HEARING TO CONSIDER AN ORDINANCE ADJUSTING THE SALARY OF THE GENERAL MANAGER The Manager is recommending that the Board adjust management and non-union salaries by 3% for 1996 and 3% for 1997 and that benefit enhancements that have been approved for the union employees also be approved for management and non-union employees. Director Maass moved, and Director Jones seconded, that the Board adopt Resolution 9711 affecting a compensation adjustment for management and certain non-bargaining unit employees. • ROLL CALL: Jones, Maass, Sutton and Hemig, aye; Aguera, absent. SO RESOLVED. Director Jones moved, and Director Maass seconded, that the Board adopt Resolution No. 9712 614197 Page 4 amending policies defining benefits for management and non-bargaining unit employees. ROLL CALL: Aguere, absent; all other Directors, aye. SO RESOLVED. The General Manager's salary has not been increased for several years. After discussion, it was generally agreed that a public hearing be set to consider raising Mr. Holzmeister's salary 4% for 1996 and 8% for 1997, making his annual salary$88,895. CONSIDERATION OF THE MINUTES OF MAY 7 AND 21, 1997; POSSIBLE APPROVAL Director Jones moved, and Director Maass seconded, that the Board approve the minutes of May 7 and 21, 1997 as presented. ROLL CALL:Aguera, absent; all other Directors, aye. SO MOVED. MONTHLY TREASURER'S REPORT - ACCEPTANCE AND APPROVAL OF MONTHLY REPORT-APPROVAL OF DISBURSEMENTS Director Maass moved, and Director Jones seconded, that the Board accept and approve the monthly Treasurer's report. ROLL CALL:Aguera, absent; all other Directors, aye. SO MOVED. Director Maass moved, and Director Jones seconded, that the Board approve the disbursements. ROLL CALL: Jones, Maass and Hemig, aye; Sutton, no; Aguera, absent. SO MOVED. CLOSED SESSION- Conference with real property negotiator, the real property being three wells located on the Tahoe Donner Golf Course and the negotiating parties being the Tahoe Donner Association and Truckee Donner PUD. Under negotiation are:potential sale or lease of the wells, the price, the terms of operation of the wells and the sharing of benefits of the future water production Attorney Gross disclosed that his firm represents the Tahoe Donner Association and will not be participating in any discussion with the Board on this matter. The Board adjourned to closed session at 9:36 PM. RETURN TO PUBLIC SESSION The Board returned to public session at approximately 10:30 PM. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 10.31 PM. TRU EE DON PUBLIC UT/I DISTRICT 44 ROHemig, Lipgnt t Prepared by Susan M. Craig, Deputy District Clerk smc 614197 Page 5