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HomeMy WebLinkAbout1995-02-06 Min - Board REGULAR MEETING February 6, 1995 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 7:10 PM in the TDPUD Board Room by President Jones. ROLL CALL: Directors Joe Aguera, Ron Hemig, Bob Jones, James Maass and Patricia Sutton were present. EMPLOYEES PRESENT. Mary Chapman, Susan Craig, Steve Hollabaugh, Peter Holzmeister and Dave Rully. CONSULTANTS PRESENT: Attorneys Christina Bark and Steve Gross; Counsel Ed Clifford. OTHERS PRESENT., There were no others present in the audience. CLOSED SESSION Conference with legal counsel, existing litigation between TDPUD and Kristin Martin; Cynthia & Peter Bansen; Ogle/Earl/Thompson/Group 3, etc.; Amerigas; Truckee Sanitary District; Pacific Bell, Government Code Section 54956.9(a) At 7:11 PM, the Board adjourned to closed session to confer with Counsel Ed Clifford regarding existing litigation. Attorneys Christina Bark and Steve Gross did not participate due to potential or actual conflicts. RETURN TO PUBLIC SESSION The Board returned to public session at 7:38 PM. There was no action taken or direction given as a result of closed session. PUBLIC INPUT There was no public input. CONSIDERATION OF A RESOLUTION APPROVING PLANS, SPECIFICATIONS AND CONTRACT DOCUMENTS AND ISSUING A CALL FOR BIDS FOR ACQUISITION AND INSTALLATION OF PUMPS FOR THE NORTHSiDE WELL AND THE PROSSER ANNEX WELL Sauers Engineering has completed plans and specifications for two major well pump facilities and environmental findings have already been made. The Prosser project was 216195 Page 1 • the subject of a mitigated negative declaration and the Northside work was determined to be categorically exempt pursuant to provisions of CEQA and District guidelines. The new Northside Well pump will produce 900 gpm. It will utilize water lubricated bearings; the electrical control panels will be completely redone. The new Prosser Annex Well was constructed last year as part of the Prosser component of the Safe Drinking Water Bond Law Project. The well is capable of producing 900 gpm on a sustained basis, but 613 gpm has been selected as the initial pumping capacity because that is the estimated flow requirement for the service area. Much of the electrical work was done last summer when the well and pump house were constructed, but some pump-specific electrical work and SCADA facilities will be included in this contract. It is anticipated that both wells will be on-line by early June. There was some discussion as to whether or not "Prosser Annex Well"is an appropriate name; no direction was given. Director Maass moved, and Director Aguera seconded, that the Board adopt Resolution No. 9505 approving plans, specifications and contract documents and issuing a call for bids on the 1995 Well Pumps Project. ROLL CALL: all Directors, aye. SO RESOLVED. The bid opening is scheduled for 2:00 PM on February 28, 1995. CONSIDERATION OF AUTHORIZING THE WRITE-OFF OF UNCOLLECTED • ACCOUNTS RECEIVABLE Attached to these minutes is a copy of the current write-off list in the amount of $4,068.30. It represents all accounts that closed on July 31, 1994 and that still have an outstanding balance. Director Hemig moved, and Director Maass seconded, that the accounts on the attached write-off list totaling $4,068.30 be written off and that staff continue to maintain records of these customers for collection should they apply for service in the future. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF AUTHORIZING TRANSFERS FROM THE FOLLOWING RESTRICTED FUNDS TO THE WATER GENERAL FUND 1991 Water System Improvement Project Acquisition Fund- Martis Woods Prepaid Connection Fees Fund - Reserve for Future Meter Fees Fund - Building Fund Director Maass moved, and Director Aguera seconded, that staff be authorized to transfer $96,565.67 from the 1991 Water System Improvements Project Certificates of Participation Acquisition Fund to the Water Department General Fund to reimburse the fund for payments made for projects listed on the attached report. All Directors, aye, by voice vote. SO MOVED. • Director Maass moved, and Director Aguera seconded, that staff be authorized to transfer $2,700 from the Prepaid Connection Fees restricted fund to the Water Department 216195 Page 2 General Fund to reimburse the fund for the installation of six water services in Martis Woods Estates during 1994 (report attached). All Directors, aye, by voice vote. SO MOVED. Director Maass moved, and Director Aguera seconded, that the Board authorize staff to transfer $13,905 from the Reserve for Future Meters restricted fund to the Water Department General Fund to reimburse the fund for the purchase and installation of water meters during 1994 (report attached). All Directors, aye, by voice vote. SO MOVED. Director Sutton moved, and Director Hemig seconded, that the Board authorize staff to transfer $63,585 from the Water Building Fund to the Water Department General Fund as shown in the 1995 Water Department operating budget. All Directors, aye, by voice vote. SO MOVED. The Board asked to review the policy that authorizes the Manager to handle certain administrative tasks as it may need to be updated to cover transfers such as these. SANDERS WELL EMERGENCY REPAIR PROJECT Discussion of change in Public Contract Code The California Legislature has enacted a new uniform procedure for waiving competitive • bidding in the event of an emergency (Public Contract Code Sections 20205.1 and 22050). Emergency is defined as "a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public service." The District must determine that an emergency exists requiring the waiver of competitive bidding. This determination may be made in one of two ways: 1) The Board, by a 415 vote, may find, based on substantial evidence, that a public emergency exists that will not permit a delay resulting from a competitive solicitation for bids. The Board must also approve, by 415 vote, the action necessary to respond to the emergency. 2) The Board may, by resolution or ordinance, delegate the authority to a District official to make the finding that an emergency exists and approve the action necessary to resolve the emergency. The action would then need to be confirmed by the Board no later than seven days after the action or at the Board's next regularly scheduled meeting, provided that such meeting occurs within 14 days from the date the action was taken. By delegating this authority to the General Manager, the District can react to an emergency in the event there is insufficient time to call a Board meeting to address the emergency, or if it is the Board's preference, to make the first finding for an emergency action for the Board. If the Board orders any emergency action, it must, at its next regularly scheduled meeting, and at every regularly scheduled meeting thereafter until the emergency action . is terminated, review and determine, by 415 vote, that there is a need to continue the emergency action. 216195 Page 3 • If the General Manager orders an emergency action, the Board must review and approve, by 415 vote, the emergency action not later than seven days after the action, or at its next regularly scheduled meeting, if that meeting will occur not later than 14 days after the action. The Board must also, at every regularly scheduled meeting thereafter until the action is terminated, determine that there is a need to continue the action, unless the General Manager has terminated that action prior to the Board reviewing the emergency action. When the Board reviews the emergency action, it shall terminate the action at the earliest possible date that conditions warrant, so that the remainder, if any, of the emergency action may be completed by giving notice for bids to let contracts. The General Manager may terminate the emergency action prior to the Board's review of the emergency action, if the conditions no longer warrant the emergency action. This would also relieve the Board of the need to meet to terminate an emergency action that ends prior to the next regularly scheduled meeting. Status of project A problem with the Sanders Well pump was discovered in October of 1994. Byron/Jackson Pumps inspected the pump and provided a damage report and estimate for repair. Water Well Technology performed a video well survey which was reviewed by . Hydro Search. In January of 1995 the Board declared the Sanders Well repairs an emergency situation and authorized hiring BW/IP to replace the oil tube well pump with a water lube well pump. Based on the Hydro-Search recommendations and the well video, three price quotes were solicited from well service companies in the Reno area. MacKay Pump and Geothermal was hired to remove broken airline from the bottom of the well then brush and bail as recommended by Hydro-Search. Water Well Technology performed a second video well survey,' it indicates that the brushing has successfully removed large quantities of iron tuberculation from the casing. Contingent upon the weather conditions, BW/lP is tentatively scheduled to reinstall the pump February 6 to 10, 1995. Determination to continue the emergency action Director Hemig moved, and Director Aguera seconded, that the Board declare that there is a continuing emergency situation relating to the Sanders Well repairs. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION OF RESOLUTION APPROVING THE EXECUTION OF AN ANNUAL ADVERTISING CONTRACT WITH THE SIERRA SUN • Afterreview, Director Aguera moved, and DirectorHemig seconded, that the Board adopt Resolution No. 9506 approving the execution of an annual advertising contract with the 2/6/95 Page 4 • Sierra Sun commencing February 1, 1995 and expiring January 31, 1996. ROLL CALL: all Directors, aye. SO RESOLVED. CONSIDERATION AND POSSIBLE APPROVAL OF MINUTES OF JANUARY 16, 1995 Director Maass moved, and Director Aguera seconded, that the minutes of January 16, 1995 be approved as corrected. All Directors, aye, by voice vote. SO MOVED. CONSIDERATION AND POSSIBLE APPROVAL OF BILLS Director Maass moved, and Director Aguera seconded, that the bills presented for consideration be approved for payment. All Directors, aye, by voice vote. SO MOVED. CORRESPONDENCE January 30, 1995 letter from Glenshire Mutual Water Company, Inc. Note was made of the letter from Glenshire Mutual Water Company relating to a groundwater management plan. It states that it will cooperate in the exchange of information with other entitles supplying water within the Martis Valley, but advises GMWC does not desire or agree to have the groundwater within its service area managed as defined by the PUD's ordinance. • TDPUD electric rate restructuring Approximately 20 letters and phone calls protesting the restructuring of the District's electric rate schedules have been received. Scott Terrell is responding to these communications. MONTHLY FINANCIAL REPORTS Attached to these minutes are interim financial reports for the month of December 1994 and a revised copy of the December interim Budget Report. CLOSED SESSION Conference with real estate negotiator, Government Code Section 54956.8; property: portion of 3,400 acre Raley Estate Ranch in Hirschdale, California; negotiating parties: David Ruily and Raley Estate; under negotiation: price and terms of payment Conference with legal counsel, existing litigation between TDPUD and Sierra Pacific Power Company, two cases, Government Code Section 94956.9(a) • The Board adjourned to closed session at 8:37 PM for the conferences described above. RETURN TO PUBLIC SESSION 216195 Page 5 • The Board returned to public session at approximately 9:05 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 9:06 PM. TRUC E DONNER PUBLIC UTILITY DISTRICT Robert A. Jo s, r ident Prepared by �__ - Susan M. rang, Deputy District Clerk smc 216195 Page 6