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HomeMy WebLinkAbout1996-04-17 Min - Board (4) Truckee Donner lip Utility District Board of Directors Joseph R.Agues 04 J. Ronald Hornig Business Office Planning Services Hobert A.Jones (916)587-3896 (916) 587-3944 FAX(916) 587-5056 James A. Maass Patricia S. Sutton REGULAR MEETING Ge era! Manager 7:00 PM, Wednesday, April 17, 1996 Peter L. Hoizmelster 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. ACTION ITEMS 4. Pipeline Replacement Project for 1996: a) Consideration of bids-possible award of contract • b) Consideration of a resolution establishing financing for the project 5. Consideration of renewing the District's general liability and property insurance package for 1996/1997 6. Monthly treasurer's report: a) Approval of disbursements b) Acceptance and approval of monthly report 7. Discussion of APPA annual meeting in Atlanta, Georgia WORKSHOP ITEMS 8. Review of draft audit of the 1995 financial reports 9. Report and discussion of the status of timber harvest at the McGlashen property 10. Discussion of facilities fees policies and procedures 11. Monthly staff reports Post Office Box 309 11570 Donner Pass Road Truckee, California 96160 CLOSED SESSION 12. Conference with labor negotiator, Peter Holzmeister, employee organization, Local 1245, International Brotherhood of Electrical Workers, 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 and ailed on April 12, 19 Susan M. Craig, Deputy District Clerk • • WORKSHOP ITEMS Review of draft audit of the 1995 financial reports Rick Blumenfeld of Arthur Anderson made a brief presentation regarding the draft audit report prepared by his firm. He stated that the audit letter is unqualified and that the report shows the District had a very successful year from the financial point of view. Several questions and comments were posed by the Directors. Some modifications will be made and the audit report will be listed at the May 1 Board meeting agenda for formal acceptance. Review and discussion of the status of timber harvest at the McGlashan property The General manager made a report on the status of the timber harvest operation planned for the McGlashan property. It was the consensus of the Directors that the Board wishes to move forward with the plan and the General Manager was asked to list this matter for formal consideration by the Board at the May 1 meeting. Discussion of facilities fee policies and procedures The General manager made a brief presentation of the status of update to the water master plan and water facilities fees. He described what the Board discussed during its first workshop on facilities fees and noted the intent to move forward from that point. There was a lengthy discussion regarding the commitments made to developers in past years and whether it is legal • or proper to now charge facilities fees in subdivisions where the developer constructed water system facilities at the time the subdivision was accepted by the District. No consensus was reached and the discussion will continue at a future workshop. Monthly staff reports The department head monthly staff reports were reviewed. CLOSED SESSION Conference with labor negotiator, Peter Holzmeister, employee organization, local 1245, International Brotherhood of Electrical Workers, Government Code Section 54957.6 The Board adjourned to closed session for a conference with labor negotiator, Peter Holzmeister. RETURN TO PUBLIC SESSION There was no action to report at the conclusion of the closed session ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 12:01 AM. • TRUCK ON R PUBLIC �TILITY DISTRICT A J. Rdp H mig, President 4/17/96 Page 3 RESOLUTION NO. 9612 OF THE . FTRUCKEE DONNER PUBLIC UTILITY DISTRICT ESTABLISHING THE 1996 WATER SYSTEM IMPROVEMENT PROJECT FUND, AUTHORIZING TRANSFERS FROM EXISTING RESTRICTED ACCOUNTS AND ESTABLISHING THE TERMS OF AN INTERFUND LOAN AND PAYBACK SCHEDULE WHEREAS the Truckee Donner Public Utility District intends to construct approximately 17,000 linear feet of water pipeline in Tahoe Donner and Donner Trails subdivisions; and WHEREAS plans and specifications for this project, known as the 1996 Water System Improvement Project, have been prepared and bids have been received; and WHEREAS the total project cost is estimated to be $1,848,000; and WHEREAS the District has fund balances in existing restricted accounts known as the Electric Building Fund, the Storm Damage Fund, the Reserve for Future Water Meter Fund and the Tahoe • Donner Water System Fund and the balances in said accounts will not be needed for their designated purposes during the next several years; and WHEREAS it is the desire of the Board of Directors to borrow from said restricted accounts to pay the cost of the 1996 Water System Improvement Project and to establish a mechanism for repaying said restricted accounts the principle borrowed and interest that would have accrued to said restricted account but for the borrowing; NOW THEREFORE BE IT RESOLVED by the Board of Directors of the District as follows: 1. There is hereby established a fund to be known as the 1996 Water System Improvement Project Fund. 2. The fund shall be used to pay all costs associated with engineering, construction, inspection and administration of the 1996 Water System Improvements Project. 3. The District Treasurer is authorized to make transfers from the fund to pay proper project costs in accordance with District policy. 4. The fund shall be established by transferring to it from existing District restricted accounts the following amounts: a) Electric Building Fund, $900,000 b) Storm Damage Fund, $148,000 • c) Reserve for Future Meters Fund, $300,000 d) Water Building Fund, $500,000 5. The District Treasurer shall set up a procedure whereby the principal so borrowed from existing restricted accounts is reimbursed to said funds over a thirty(30)year period and the interest that would have accrued to said restricted accounts, but for the borrowing, is paid to the restricted accounts, according to the interest rate earned by investments in the Local Agency Investment Fund or such other investment vehicle that said restricted accounts may be invested into in the future. 6. Principle and interest payments to the restricted accounts shall be made from the Water General Fund and the General Manager shall budget each year for said payments. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 17th day of April 1996 by the following roll call vote: AYES: Aguera, Jones, Maass, Sutton and Hemig. NOES: None. ABSENT: None. TyUCK�,E DON ER PUBLIC UTILITY DISTRICT t Peter L. Ho meister, Clerk of the Board ATTE Susan M. Craig, Deputy Dist ct Clerk TDPUD STAFF REPORT April 12, 1996 TO: Board of Directors FROM: > Peter L. Holzmeister, General Manager SUBJECT: Staff report for March AGENDA # 11 1. NCPA strategic plan committee: l have been participating on a committee to develop a strategic plan for NCPA as it deals with the deregulated electric industry. The committee consists of the heads of each electric utility member of NCPA. The mission of the committee is to recommend a structure and function of NCPA in the new electric utility industry and how NCPA will provide services to the members. The committee is meeting twice each month for a full day in Roseville. We will make our report to the NCPA commission in August when it meets in Truckee. 2. TROA: Pat Sutton and I continue to be involved in the negotiations of the Truckee River Operating Agreement. The two issues that / am involved in are the design of well standards and the storage of surface water allocation. Truckee Donner PUD is acting as coordinator of the meetings, so I am now sending out meeting agendas and packets for the TROA meetings. 3. SPPCoIWWP. Steve Hollabaugh and / are working closely with Bob McDiarmid, Lisa Dowden and Whitt Russell to prepare for the FERC hearings in June. Actually, we hope we can reach agreement with the merging companies and avoid the hearing process. 4. Water Superintendent: With the resignation of Dave Ruliy, I am working closely with the Water Crew to insure a smooth transition. I will begin the recruitment process by placing advertisements in the AWWA Journal and in Jobs Available. l am proceeding slowly and deliberately with the recruitment because the position is very important to the welfare of our Water Department operations. 5. Power supply post 1997. As you may recall, we have a contract with Sierra Pacific Power Company to provide wholesale power services until July 1, 1997 or three months after the Alturas line is energized, whichever occurs first. Construction of the Alturas line allows us to purchase wholesale power services from a variety of sources. We need to begin to think about where we get power after this contract expires. 1 have been talking with NCPA staff about the process of soliciting proposals from interested power markets. l would like NCPA staff to attend a workshop in May to describe the new world that is emerging from deregulation and to talk with us about our options. 6. Town of Truckee encroachment permits: The Town has issued an encroachment permit for the 1996 Pipeline Project. The permit does not require us to perform any extraordinary paving. However, the issue will come up again in the future. Town staff agreed to a moratorium period until January 1997, at which time they will review the condition of our pipeline trench restoration. Based on how well our trenches have held up they will revisit have held up they will revisit the paving issue. 7. Water debt refinancing: During the past few weeks the bond market has suffered. At this time the three percent savings that we envisioned from the refinancing has disappeared. Today the refinancing would break even. People who follow the bond market and attempt to predict its future movements believe that it will improve by late summer. We are still working on development of the refinancing documents and will soon ask the Board to consider authorizing the refinancing to proceed at such time as the market condition sufficiently improves. PLH/smc • • TruckeeliUtility i Board of Directors • Joseph R. mig J. Ronald Nemi Business Office Planning Services Robert a.Jones (916)587-3896 (916)587-3944 FAX(916) 587-5056 .lames A. Maass Patricia S.Sutton General Manager Peter!. Hoemeister WATER DEPAR T ACTIVITIES REPORT FOR MARCH 1996 April 9, 1996 WATER QUALITY. * See attached bacteriological report. * We received quotes from three labs for the District 's source water quality monitoring as required by the State. Sierra Environmental Monitoring had the lowest price at S124. 00 per source for all 10 wells. Pete collected the samples from, nine of the sources in March. * With the assistance of Rosana Matlock, Mark Schlesinger and Pete Marcovich I have completed the Department of Health Services annual report for 1995. • MAINTENANCE, REPAIRS & NEW CONSTRUCTION: * Service connections are beginning to increase with 3 new hook-up in March. * Staff repaired 1 leak and repaired 3 fire hydrant . A total of 10 USA requests were received. As of April 9, there were 4 known leaks throughout the District service area, they will be repaired as scheduling permits. * Staff continued with Snow removal activities which included the pole yard at Teichert 's. * In preparation of the arrival of Southwest Gas staff has been focusing on valve maintenance and repair activities. . WATER PLANNING DEPARTMENT: * See attached report from Mike Connell, Water Dept. Planner. PUMP OPERATIONS / PROJECTS: * See attached report from Pete Marcovich, Water Operations • Specialist. Post Office Box 309 0 11570 Donner Pass Road Truckee, California 96160 * Sargent Irrigation has completed the Glenshire Drive well . I have been working with Keith Sauers on design review for the well pump station, * The sand separator at the Airport well is working as designed, it may be two to three years before it is necessary to clean the sand from the Airport Tank. * A leak was detected in the #3 turbine pump can at Some Sierra. A section of floor had to be removed and soil excavated down about three feet. The leak has not been located and the can is about 8 ' deep, This could become a major problem if the hole is at or near the bottom. * water production is normal for this time of year. • TruckeeiUtility District 8aard of Csreetcrs . Joseph ra J. Ronald Hemi Hemig Business Office Planning Services Robert A.Jones 4 (916) 587-3896 (916)587-3944 FAX(916)587-6056 James A. Maass Patricia S. Sutton General Manager Peter L. Holzmeister MEMORANDUM Date: April 8, 1996 To : Peter Holzmeistrrter From: David Rullyr Subject : Monthly Bacreriological Report - March 1996 Attached is the "Summary of Bacteriological Water Quality" report for the month of March. The March portion of the report shows that all 35 distribution system samples were free of coliform bacteria . The report also shows that 23 source samples were free of coliform bacteria . The District has met the State ' s drinking water standards for the month of March. Post Office Sox 309 a 11570 Donner Pass Road m Truckee, California 96160 SUMMARY OF BACTERIOLOGICAL WATER QUALITY TRUCKEE DONNER PUBLIC UTILITY DISTRICT System Source Samples Portions Percent Samples Portions Percent. Yr . Month Collected, Positive Positive Collected Positive Positive 1996 January (Truckee) 32 0 0 25 1 04% (Prosser) 8 0 0 15 0 0 (Hirschdale) 1 0 0 1 0 0 February (Truckee) 29 0 0 15 1 06% ( Prosser) 8 0 0 12 0 0 (Hirschdale) 1 0 0 1 0 0 March (Truckee) 26 0 0 10 1 10% (Prosser) 8 0 0 12 0 0 (Hirschdale) 1 0 0 1 0 0 MEMORANDUM Date : April 10, 1996 From: Mike ✓ To: Dave Subject : Activities for March 1996 The following listing provides a brief description of the various projects I was involved with during March. I have included a • status report in the boxes following each project . These projects are in addition to routine work related to water system operations, maintenance and customer service Water System Construction Standards * Existing construction standards and technical specifications are in need of review/revision. It is my intention to proceed with this work on a section by section basis rather than as a complete revision project . Effort towards this work is made on a time permitting basis . Proposed revisions for two (2) construction details and ten (10) technical specifications have been submitted to staff for comments . 1996 District/IBEW Negotiations * I am participating in this process as a member of the union committee . • Page 1 1996 Activities List Project List April 10, 1996 Truckee Town Square * This is a commercial/retail project located on Donner Pass Road on the Small Mall & Robertson Building sites . The scope of this project has changed since the original development agreement application was submitted. The proposed project, which included demolition of the Small Mall Building and construction of multiple new buildings, has been abandoned due to problems associated with contaminated soils . I met with project representatives to discuss possible renovation/remodeling of the existing Small Mall Building. Aspens Apartments * This is a proposed 32 unit apartment complex located on Donner Trail Road across from Meadow Park . This parcel currently has the building foundations that were constructed and left many years ago . I met with the developers and representatives of • other agencies . The developer is considering his construction options as they relate to water service related fees . Page 2 1996 Activities List Project List April 10, 1996 Truckee n Public trl®t District Board at Directors Joseph R.A.guera . J. Ronald Hemig Business Office Planning Services Robert a.Jones (916)587-3896 (916) 587-3944 FAX(916) 587-5056 James A. Maass Patricia S. Suoon Genera;Manager Peter L. Hol_,meister MEMORANDUM Date: April 05, 1996 To: Dave Rully From: Peter Marcovich O i Subject: Monthly Report for March 1996 • STATION MAINTENANCE Plastic drain lines and copper drain lines were installed at Pinnacle Booster Station in an effort to keep water off the floor. New packing was installed in each of the two boosters . The interior of the booster room was cleaned. Copper drain lines were installed at Stockholm Booster Station in an effort to keep water off the floor. New packing was installed in each of the two boosters . The interior of the booster room was cleaned. Snow was removed from all of our facilities this month by the water crew. The oil was changed in all four motors at Donner Trails Boosts-- Station . Pumped and drained the Airport Tank to inspect the level of sand deposited from the well pump. The combination of adding a tailpiece to the well pump and a sand separator in the station has alleviated a great deal of sand from the system. only a small amount of very fine sand barely covers the bottom of the tank. Post Office Sox 309 Q 11570 Donner Pass Road Truckee, California 96160 The motor for booster 41, at Somna Sierra Booster .station was • removed, rebuilt and installed. A new heat lamp was installed in Ponderosa Palisades West Hydro Station. Pulled motors and replaced bearings in Ski Lodge Booster #1, Ski Run Booster #2 and Southside Booster 44 . WATER QUALITY Water samples were taken the four tuesdays of the month. Routine daily rounds were made, taking chlorine residuals throughout the system. Quarterly water samples were taken from each source this month. OTHER BUSINESS Continued to communicate with Sandel-Avery Engineering regarding ongoing site problems and SCADA programming. Representatives from the California Energy Commission toured our facilities late last year. I have gathered all the data and sent the completed package . I am in contact with them each week, fielding questions on the phone. i expect a draft of 'their findings sometime next week. We removed the snow and opened the access road to the Hirschdale Treatment Plant site for the contractor . He has begun to move some of the plant materials on site . The interior walls have been painted. Keith Knibb and I ran a performance test on the pump for Southside Well #2 . i attended an all day class on confined space . I attended a three day conference given by the California Rural. Water Association. WATER PRODUCTION SOURCE, GALLONS Airport Well 42, 841, 000 Northside Well 20, 170, 000 Donner Creek Well . . . . . . . . . . . . , . 8, 260, 000 vouthside Well . . . . . . . . . . . . . . . 0 "A" Well . . . . . . . . . . . . . . . . . . . . . 374, 600 "B" Well . . . . . . . . . . . . . . . . . . . . . . . 104, 900 Prosser Heights Well . . . . , . , , , 1, 594, 248 Sanders Well . . . . . . . . . . . . . . . . . . . . . 2, 124, 000 Prosser Annex Well . . . . . . . . . . . . . . . . . 2, 788, 000 Hirschdale Well . . . . . . . . . . . . . . . . . . . . . 89, 600 TOTAL PRODUCTION FOR FEBRUARY 1996 . , , . . . . 78,346,348 STAFF REPORT April 11, 1996 FTO. Bcoard of Directors From. Bob Quinn, Electrc Superintender Subject: March Activity Report AGENDA ITEM Electric crews worked on numerous projects during the month of March with the emphasis on maintenance and system improvements for isolating outages. Toward that end, the line crew completed the following tasks: In the Prosser Heights area, the crew replaced aluminum primary jumpers with copper and replaced old style hot line clamps. In this same area they replaced several broken glass dead-end insulators. At the riser on the east end of our Alder Hill tie line, fused cut-outs were installed to permit the feed to Alder Hill Estates from our Truckee substation. Residents in this area had been experiencing outages while tied to Tahoe Donner circuitry and requested to be on the more stable Truckee circuitry. Fused cut-outs were installed at the mobile home park at Hwy 89 and West River Street This section of line had been tied to the main circuitry with no means of isolating trouble. In Prosser Lakeview, circuitry was re-ananged and fused disconnects replaced with a newer type of cut-out. This area has experienced numerous problems and this was one minor part of the fix. Wfthin this same area, additional fused devices were installed to further reduce outages to the whole of the subdivision. An idle pole was removed in the downtown area. Crews upgraded the service facilities at the Hendrickson Bldg. on West River St. The service crew completed 20 service orders and took transformer oil samples. Steve Hollabaugh attended a rate design course in Atlanta. Electrical field crews attended training for confined spaces. I participated in the District's negotiations with the IBEW, chaired a meeting of the California Electrical Superintendents Committee, and attended the APPA Engineering and Operations conference in Salt Lake City Truckeeif Utility tit Board of Directors • Joseph R.Aguera J. Ronald Hornig Business Office Planning Services Robert A.Jones (916) 587-3896 (916) 587-3944 FAX(916) 587-5056 .lames A. Maass Patricia S. Sutton Genera!Manager ADMINISTRATIVE SERVICES: March, 1996 STAFF REPORT Peter�. Ho vrneister Submitted by Mary Chapman, April 12, 1996 , Y��,; J CUSTOMER SERVICE: The customer service staff has been very busy processing service disconnect and transfer requests. Requests for new services are beginning to increase. We are in the final stages of updating the "New Construction" booklets that are handed out to customers who are planning to build new houses. To date, we have received very few complaints on our water rate increase. However, some customers have commented on how much they appreciated Peter's letter explaining the water rate increase and his answers to commonly asked questions. One second homeowner from San Rafael told us that he knew a director on the board of his local water provider. He said that he had given the letter to him and said that they should do something similar when they raise their rates instead of just telling their customers that they need an increase. BILLING: Billing is current. Rosana and Brad are currently working with Orcom to implement the zip code bar coding feature on our bills. This feature will allow us to qualify for additional discounts that the postal service offers. Rosana, Brad and I have been looking at new stuffing equipment. We are looking at equipment that will handle two additional mailers besides the bill and the return envelope. Currently the staff must run the bills through the stuffing equipment two times in order to send out the newsletter. When we need to send out a second stuffier, it requires hand stuffing. We seem to have more occasions now where we are sending information to our customers. ACCOUNTING: Accounts payable and payroll are current. The auditors from Arthur Andersen were here for nine days. The records for December are now • closed. We have completed all of the accounting for January and February. We will begin working on March next week. We have implemented the new automated budget system beginning with the January transactions. There are still some program changes that have to be made. The report to the Post Office Box 309 11570 Donner Pass Road Truckee, California 96160 Board will be the same as before; however, the reports to the department heads will provide them with more information to help them better manage their budgets. Also, producing those reports will require less staff time. INSURANCE We received renewal proposals for the District's property and liability insurance coverage from Rollins Hudig Hall of Northern California, Inc. The proposals will be discussed at the April 17, 1996 board meeting. OTHER I am working with Peter, the investment bankers and bond counsel to review the documents for the refunding of the 1991 Water System Improvements, Certificates of Participation. We are also gathering updated statistical information for the preliminary official statement. 0396MOLY.RPT • TRUCKEE DONNER PUBLIC UTILITY DISTRICT PLANNING DIRECTOR ACTIVITIES MARCH, 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. Discussions with our largest customers is planned for Spring. Business Competition Assistance- TDPUD is co-sponsoring a seminar April 16 in the TDPUD Board Room titled Sharpening Your Competitive Edge. Nationally acclaimed economic development expert, Kent Burnes, will be giving the seminar. The seminar is designed to assist local businesses in becoming more competitive in the 90's and beyond. The meeting will be preceded by a morning breakfast for Key Decision- makers in Truckee. Kent Burnes will conduct business evaluation walk-throughs all day long for Truckee businesses. The seminar will take place from 6:30 - 9:30 p.m. • TDPUD Competition Plan- Staff is preparing 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. Truckee Telecommunications- Jim Kramer of Spectranet, a San Diego based telecommunications consultant, says Truckee is to small for them to conduct a feasibility study at no charge on the possible development of a fiber-optic telecommunications system in Truckee. Energy/Water Showcase Program- HDR Engineering, Inc. is currently preparing a report that will identify energy and cast-saving energy-efficiency water system improvement options available to TDPUD. TDPUD Staff has provided HDR with all the pump testing data, other information they requested. After receiving this report, TDPUD can then decide which options to implement 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. There are still two pilot sites in planning: a site in Glenshire and a second site in Tahoe Donner. Plans are to complete these activities by Summer 1996. The California Energy Commission was contacted by "This Old House" show to see if there were any old buildings in California heated by GSHPs. Staff sent "This Old House" information on the Richardson House project along with Truckee area Chamber information. GSHP Pilot Project Funding Assistance- The $181,000 Truckee Donner PUD/SMUD CEC GSHP pilot monitoring and evaluation project is near implementation. GSHP pilot partners, SMUD and TDPUD, will select the GSHP pilots monitoring and evaluation contractor by May. The pilot sites should be equipped with monitoring equipment by July. CFIA Demonstration Project- I have recently been in contact with Professor Samuel Sami of Moneton University in Canada regarding his development of a Combined Cycle Fully Integrated Air/Air Heat Pump(CFIA). Experimental tests show 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 before finalizing. 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 and electric water heating's role in TDPUD's Strategic Plan. Energy Surveys/High Bill Assistance- Staff completed 0 commercial and 2 residential energy survey(s) this month. Staff also responded on-site to 2 "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. Staff met with Silvertip and Rare Earth Landscaping contractors and Villager Nursery management March 27 to discuss implementing the landscape plan. They are preparing a proposal for staffs review by the first week in April. 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 Spring Current Issues newsletter is almost completed. The focus of the newsletter will be electric utility industry restructuring and fuel competition. Articles include: Public Power benefits, industry restructuring, fuel competition, electro- technologies, CA electric utilities rate comparison and TDPUD Programs and • Services. The newsletter will go out with the bills mid-April. • Critical Issues Communication- Staff met March 20 with communications consultant John Basset with A.D. Marketing to assist TDPUD in identifying the critical issues TDPUD needs to communicate to its customers. John has provided staff with a draft public information proposal. Middle School Career Fair- Staff represented TDPUD at the American Association of University Women's, Truckee branch, first annual Career Fair at the Sierra Mountain Middle School held March 26. TDPUD Display System- Staff with the assistance of Creative Concepts has selected and ordered a Display System. The Display system will be set up in the Lobby the majority of time. The system we selected is portable so that it can be used in the Truckee Home Show. Staff has requested several marketing/advertising specialists to provide a proposal for developing picture displays to be mounted on the system as well as brochures and other communications materials to go with it. 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, ect. Staff attended the March 5 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. Staff was out of town and missed the March 22 meeting. A survey is being developed to determine what other area groups are working on related to "healthy city" issues. Town of Truckee Air Quality Management Plan Advisory Committee- Will be working with other groups 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 March 12 and March 26 Advisory Committee 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 dust and burned particulate matter from wood burning. Northern California Power Agency Member Services Task Force- I participated in the March 13 teleconference meeting of the NCPA Member Services Task Force. California Municipal Utilities Association Committee on Energy Efficiency- Working with other public utilities Statewide on a Model Energy Services/Competition Program Guidebook which will contain the various 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 expected to be completed by June, 1996. Staff attended the CMUA Energy Efficiency Committee meeting in Sacramento March 21. • 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 CEC is currently assisting PG&E, SCE, SMUD and TDPUD in getting the State's share of $100,000,000 earmarked for GSHPs through the National Earth Comfort Program. I attended a meeting on March 8 to discuss the development of a Statewide proposal to enhance GSHP activities in California. The focus of the Statewide proposal will be to strengthen the infrastructure of the GSHP industry in California by developing GSHP training for HVAC, plumbing, drilling, excavating and other contractors. Utility Energy Forum Planning Committee- Staff has assisted other electric utility representatives in the planning of the 15th annual Utility Energy Forum meeting scheduled for May 1-3 in Granlibakken, North Lake Tahoe. The theme of this year's conference is on Partnerships. The Conference speakers in the area include: Staff on the GSHP pilot project; Truckee Chamber Executive Director on the Business and Energy Efficiency Partnership and Truckee economic development; and a TRB Bank representative on working with the local utility(TDPUD) to provide low-interest loans for efficiency projects(i.e. GSHP pilot participants). Employee Safety/Training Safety Committee- The TDPUD Safety Committee met March 15. • Wellness Program/Healthy Meals- This continues to be a popular program with TDPUD employees. We had a "healthy" lunch on March 13. 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. Additional exercise equipment will be considered. A stair-stepper has been donated and signs have been made for each "station". Back/Abdominals Workshop- Nancy Swayzee, consultant for Tahoe-Forest Hospital, conducted a two-hour back and abdominals strengthening workshop at TDPUD March 19. The purpose of the workshop is to minimize or avoid employee back injuries. 1995 Safety and Wellness Program Report- Attached is the 1995 TDPUD Safety and Wellness Program report. Fire Extinguisher Class- Poole will conduct a fire extinguisher workshop for TDPUD employees. NV P t A Public Agency Northern California Power Agency 180 Cirby Way, Roseville California 95678 MICHAEL W. McDONALD General Manager (916)781-4272 March 27, 1996 Mr, Scott Terrell Director of Planning Truckee-Donner PUD PO Box 309 11570 Donner Pass Road Truckee, CA 96160 Dear Scott: I am pleased to inform you that Truckee-Donner PUD has been selected to receive a $5,000 grant for each of the listed projects below under the WAPA Cooperative Agreement Energy Efficiency Services Project Funding solicitation: • I) Large Business Utility Value and Preference Survey 2) Cold Climate Air Source Heat Pump Demonstration Project 3) Business & Energy Efficiency Partnership Low Water Use Demonstration Garden The funds are expected to be distributed during April 1996. Truckee-Donner PUD will be required to sign a brief agreement for each project to receive the funding, The agreements will be sent to you in early April. If you have any questions, please call me at (916) 781-4272. Sincerely; John Berlin Project Manager JB/jb cc: Guy Nelson, WAPA Stu Wilson, CMUA TRUCKEE DONNER PUBLIC UTILITY DISTRICT SAFETY AND WELLNESS PROGRAM 1995 ANNUAL REPORT SAFETY POLICY- The safety policy of the District as adopted by the Board of Directors, states: 4.40.010 Safety and Loss Control- The purpose of this policy is to protect human life from injury and preserve property of the Truckee Donner Public Utility District and the general public. To instill in the District's directors, management staff and employees an awareness of the importance of safe work practices in the operation of District facilities, and to establish the desire in all employees to work safely. To educate and train District employees in proper job practices and procedures through a continuing on-the-job training program. To comply with applicable federal, state and local regulations. A comprehensive set of basic operating and safety rules and safe work practices that address all aspects of District operation shall be developed, adopted and distributed to all employees of the District. A Safety Committee shall be established that will include District management and union employees and will meet at least monthly. A program of regularly scheduled safety and job training meetings shall be developed to educate District employees and maintain an awareness of job safety. • Supervisors shall be held accountable for implementation and enforcement of the safety and loss control program. The General Manager shall submit to the Board of Directors an annual report summarizing the safety activities for the past year. During 1995, the Safety Committee consisted of Mike Clark, Steve Wallace, Jim Wilson and Scott Terrell. The Memorandum of Understanding negotiated by the District and the International Brotherhood of Electrical Workers, Local 1245, was in part responsible for the make-up of the Safety Committee in 1995. The Safety Committee spent considerable time last year implementing a Wellness Program for employees and is continuing to implement a state mandated Hazardous Material Communications Program and an Injury and Illness Prevention Program. In addition to these areas of primary focus, the committee arranged training for employees on safety issues and conducted its routine program of reviewing safety suggestions and accident reports. (The Safety Committee maintains two safety suggestion boxes used for soliciting safety suggestions from employees.) Also during 1995, the Safety Committee conducted a comprehensive safety inspection at all District locations. SAFETY TRAINING AND WELLNESS ACTIVITIES iThe Safety Committee reviewed accidents and injuries that occurred between 1992 and 1995 and discovered the majority of accidents involved injuries that may have been prevented by safety • training in the areas of slips, trips and falls, lifting and posture, exercise and fitness and stress management. The Safety Committee responded to this in 1995 by offering training to address those areas. To expand the benefits of this common injury and illness knowledge, staff began the implementation of a Wellness Program for District employees. The District receives a 6% discount or $15,000 savings off the NRECA medical insurance for conducting a Wellness Program. Following is a list of safety training provided to TDPUD employees during 1995: Hearing tests** Safety/radio communications"" CPR/first aid*** Power generation, transmission Hanta Virus training***** and distribution' Accident prevention/safety Office safety' motivation' Wellness screenings" CFR 1910.269* Healthy meals** Hazard communications' Fitness workshop" Training conducted by Ruralite Training and tests conducted by staff at Tahoe Forest Hospital Training conducted by American Red Cross Training conducted by Truckee Fire Protection District Training conducted by Nevada County Health Department ACCIDENTS iThe Safety Committee reviews each accident that occurs on the job that involves injury to a person, damage to property and even close encounters. The purpose of these reviews is to develop recommendations to avoid similar accidents. Following is a list of accidents received by the committee during 1995. Injuries DATE OF FILE # EMPLOYEE ACCIDENT DESCRIPTION INJURY 95-1 George Caballero Twisted knee 10/19/95 95-2 Mike Camara Strained upper chest muscle 11/16/95 Following is a list of damage to District property during 1995. Property Damage DATE OF UNIT# DAMAGE DAMAGE • 38 Bin door dented 6/10/95 6 Exhaust stack bent 9/28195 TDPUD management used a video to conduct driver training and winter driving classes.The number of employee accidents decreased from six in 1994 to two in 1995. There was one less vehicle accident in 1995 than in 1994. STsmc 3/26/96\safety TDPUD STAFF REPORT April 11, t996 `TO; Board of Directors FROM; Kathy Neus, Support Services Manager SUBJECT; Staff report for March 1996 AGENDA # !j BUILDING AND GROUNDS MAINTENANCE 1. Southwest Gas visited the District complex and assessed the appliances for conversion to natural gas. They originally thought they would only be able to convert one of the 17 heaters in the building; the rest of the heaters, the boilers and the backup generator would have to be done by an outside agency. Since then, they have reassessed and determined they will be able to convert all the heaters at no cost to the District. I am in the process of gathering information on parts and costs to convert the boilers and generator. Also, I'm planning to ask the local propane companies what they are willing to offer the District in the way of services and cost savings if we do not convert to natural gas. 2. Hopefully, winter has come to a close. I have begun to gather quotes on landscape maintenance and fence repairs. METER READING 1. All the Sierra Pacific meters have been changed out in Glenshire. This was a joint effort with Mary's staff helping with the device work, Jim Wilson and Joe Straub helping the Meter Readers change out the meters and the Electric Service Crew doing service reports. It took two full nine hour days to convert the meters and another day to do pickup work such as cutting off rings that couldn't be removed and to do the few scheduled change outs. It took a lot of planning and all people involved did a tremendous job getting Glenshire done so quickly. 2. Even though we were shorthanded, had the Glenshire conversion and a few lingering storms, the Meter Readers have kept current in their readings, did 167 service reports, delivered 174 delinquent notices and 25 disconnects for non-payment. VEHICLE MAINTENANCE 1. There were 31 repairs, scheduled maintenance and B1Ts for the month. Two BITs were very time consuming and took three to five days to get each truck back on the road. (and these same trucks had to come back in when parts arrived). This was the hardest part of the month. 2. An order was placed for the new Foreman's truck. Expected delivery is around mid-August but, hopefully, it will arrive early. With respect to the other two pickups, four out of the nine dealerships Tom contacted responded. The low quote was $19,620 but the trucks would have to be painted yellow at a cost of about $3,000. The next low bid met all District specifications including color at a cost of$22,200 each. The dealer is Weaver Auto in Grass Valley. Delivery is scheduled for the first of July. When the costs of all three trucks are combined, the dollar amount falls within the budget. 3. Tom has been gathering information on the new knuckle boom truck for the line crew. He will be attending a convention later this month with Denny and Pete to view the equipment and obtain the expertise required to complete the specifications. PURCHASING AND WAREHOUSING 1. Joe is starting to gear up for the coming construction season and has already staged a job for the line crew. 2. The department just received two new computers bringing us out of the dark ages into the Windows environment. Both computers emulate with the AS400 system. I think Joanie is tired of running back and forth bailing us out, but we're up to the challenge and enjoying ourselves. • I've been participating in negotiations, working with Southwest Gas gathering information, helping with the planning of the Glenshire change out and assisting with the new vehicle purchase. KN/smc ADMINISTRATIVE SERVICES: March, 1996 STAFF REPORT -ADDENDUM Submitted by Mary Chapman, April 16, 1996 WRITE-OFFS: Last September, the Board authorized the Treasurer to write-off certain bad debts without specific Board action so long as the total to be written-off was less than 1/6 of one percent of the total billings. At the time that the Board took this action, I told you that I was concerned about the amount that we would be writing off for the Senior Citizens Center, which turned out to be $9,733.37. However, the total write-offs including the amount for the Senior Citizens Center is less than 1/6 of one percent of the total amount billed. Total Billings for 1995 $11,458,627 1/6 of 1% of Billings 19,098 Total amount of write-offs 18,550 Attached is a listing of the customers and their account balances that are being written-off. Also, attached is an updated ten year analysis of write-offs. ACCOUNTS RECEIVABLE 1995 WRITE-OFF BAD DEBT LISTING: ACCOUNTS SIX MONTHS OLD AS OF 12/31/95 .CUSTOMER CUSTOMER WRITE-OFF NUMBER _NAME__ AMOUNT 19798-8 ADAMS, LUCINDA 150.28 17054-8 AVITIA, ELIBARDO 140,04 21183-9 BAKER, CRAIG 300.00 22233-1 BANYASZ-BINNS, CAROL 72,69 20012-1 BELL, ROBERT 67.52 20912-2 BELL, ROBERT 445.40 20369-5 BELOBERK, PETER 126,28 21592-1 BLEYLE, RYAN 350.75 21729-9 CARROLL, CHAD 53.62 21738-0 DERCOLE,JOEL 488,01 21039-3 DROST, MIKE &PATTY 167.21 21065-8 ENGELKEN, JENNIFER 575.10 4747-2 FELTS, DAN 236.33 1331-8 FINNEY& BROWN 238.09 20123-6 FLETCHER, RICK 151.37 19302-9 FOLLETTE, PATTY 266.22 20279-6 FROST, MARY 87.87 18286-5 GOMEZ, CARLOS 185.06 17863-2 HACKENBER, PATTI 170.83 19165-0 HAMMON, MARK 103.30 22221-6 ICAY, ERIC 53.23 21244-9 JOHNSON, BILL E 157.11 20920-5 KIRBIS, KAREN 32.72 21683-3 KRAMER, KEITH 250.50 . 17251-0 LIFTON, MIKE 1152.84 22222-4 MANN, CHRISTOPHER 101.04 18707-0 MARLEY, HEIDI 444.11 10300-2 MILLER,THOMAS 309.87 22015-2 MULHOLLAND, SHANON 96.79 20868-6 NEAFCY, KELLIE 34.45 21431-2 NUNEZ,ALFREDO 77.23 22032-7 PEDROZA, SUSANA 81.08 21322-3 QUINN, KELLYA 16.93 17861-6 RODRIGUEZ, CONRADO 22.48 15277-7 SALERNO, CHRIS 201,60 19188-2 SANCHEZ, RICHARD 130.99 19518-0 SCOTT, SHANNON 270.30 21689-5 SHAW, PAULA 99.45 20938-7 SIFRIT, DAN 519.05 18790-6 SIMON, DON 78.36 181-8 TRUCKEE SENIOR APTS 90.87 14689-4 TRUCKEE SENIOR APTS 2036.00 14690-2 TRUCKEE SENIOR APTS 346.68 14691-0 TRUCKEE SENIOR APTS 941.88 14692-8 TRUCKEE SENIOR APTS 1033.51 14693-6 TRUCKEE SENIOR APTS 949,48 14694 TRUCKEE SENIOR APTS 1011.97 14695-1 TRUCKEE SENIOR APTS 978.32 14700-9 TRUCKEE SENIOR APTS 1020.08 14701-7 TRUCKEE SENIOR APTS 648.90 14702-5 TRUCKEE SENIOR APTS 489.88 14703-3 TRUCKEE SENIOR APTS 119.71 . 21833-9 TRUCKEE SENIOR APTS 66.09 21889-1 TURNER, KEVIN D 109.01 18369-9 WHAN, KIMBERLY 201.71 18550_19 • * 9 TRUCKEE DONNER PUBLIC UTILITY DISTRICT Write-Off Analysis 1986 - 1995 Accounts closed in: 1995 1994 1993 1992 1991 1990 1989 1988 1987 1986 Write-off amount: See Note $17,592 18,279 (353 (150 (161 (22 $ 1,622 1,806 (45 (139 $ 3,867 3,766 304 (79 (72 (47 (4 $ 4,127 4,495 (121 (113 (134 $ 6,089 6,209 196 (33 (283 $ 2,041 2,132 (20 (71 $ 8,944 5,704 2,878 $ 6,266 6,567 (90 (117 (94 $ 1,401 1,951 (346 (153 (51 $ 4,317 4,659 (155 (14 (73 $ 2,294 2,423 (99 $ 4,901 5,207 (167 (10 $ 1,742 2,196 (102 (263 $22,321 9,281 12,781 258 9,984 Write-offs by year $18,279 $5 572 �'$10,963 $7,693,, $9,240 $6,440 $7,008 $10,532 $12,608 $9,845 Billings (in millions) $11.459 $10.868 $10.491 $9.605 $8.991 $8.552 $8.649 $8.170 $7.892 $6.825 Write-off% 0.16% 0.05% 0.10% 0.08% 010% 0.08% 0.08% 0,13% 0.16% 0.14% Note: This write-off amount includes$9,733.37 for the Senior Citizens Center. The owner of the project declared bankruptcy. The write-off percentage would have been .08% without these accounts. \9601 WROP.LST