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HomeMy WebLinkAboutAgenda Truckee Donner Public Utility District f Directors Josepii R,Aguera J, Ronak! Henniq Planning Services Robe 56 rt A.Jones 1916) 687-3896 (916) 587-3944 FAX(916) 587-50 jarnes A, Maass O)a I Busine ss Office Patrida S.Sutton, WORKSHOP MEETING General Magager 7,00 PM, Wednesday, December 20 1995 Peter L, Halzmeister 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. Consideration and possible approval of a contract change order on the Glenshire Drive Well project 5. Consideration and possible approval of a contract change order on the Southside Well No. 2 Rehabilitation project 6. Consideration and possible adoption of a resolution calling for bids on single phase meters with radio communication modules WORKSHOP ITEMS (discussion only; no action will be taken on these items) 7. Consideration of sale of District land 8. Discussion of District sphere of influence and groundwater management 9. Discussion of draft personnel policies 10. Discussion of draft finance policies 11. Review of committee structure and assignments 12. Monthly staff reports ADJOURNMENT NOTE., The complete packet of material relating to the agenda is available for review at the PUD office and at the Truckee Library Posted and mailed on December 15, 1995 ;Susan Ivl. Craig, Deputy District Clerk Post Office Box 309 11570 Donner Pass Road Truckee. California 96160 . ........................... REGULAR WORKSHOP MEETING December 20, 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 listenin to any interested art u.12on their request. The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 7.02 PM in the TDPUD Board Room by President Hemig. ROLL CALL: Directors Joe Aguera, Ron Hemig, Bob Jones, James Maass and Patricia Sutton were present. EMPLOYEES PRESENT.- Mary Chapman, Steve Hollabaugh, Peter Holzmeister, Kathy Neus, Bob Quinn, Dave Rully and Scott Terrell. CONSULTANTS PRESENT. Consulting Engineer Keith Sauers, Attorneys Christina Bark and Steve Gross. OTHERS PRESENT. Daniel Wendin. CONSIDERATION AND POSSIBLE APPROVAL OF A CONTRACT CHANGE ORDER ON THE GLENSHIRE DRIVE WELL PROJECT . The District's standard construction contract requires the contractor to procure insurance in the amount of 50% of the contract price to protect the District and contractor against damage to the project from a variety of risks. In the case of the Glenshire Drive Well Contract, the contractor's insurance carrier will not write a policy insuring against earthquake damage. The contractor has offered to self-insure for the coverage described in the contract and to secure the self-insurance by allowing the District to withhold 50% of his earnings until acceptance of the work. Motion was duly made and seconded that the Board approve Change Order No. 1 to the contract with Charles Sargent Irrigation, Inc. for construction of the Glenshire Drive Well, allowing contractor self-insurance for project damage. ROLL CALL: all Directors, aye. SO MOVED. CONSIDERATIONAND POSSIBLE APPROVAL OFA CONTRACT CHANGE ORDER ON THE SOUTHSIDE WELL NO 2 REHABILITATION PROJECT This item was withdrawn from the agenda. CONSIDERATION AND POSSIBLE ADOPTION OF A RESOLUTION CALLING FOR BIDS ON SINGLE PHASE METERS WITH RADIO COMMUNICATION MODULES The 1996 budget contains funding to begin implementation of a new meter reading technology. The Board is being asked to consider advertising for bids; this will give a solid cost for the new style meters and, before the bid is awarded, staff will make a more detailed presentation to the Board regarding the new technology and ways it will benefit the District. Motion was duly made and seconded that the Board adopt Resolution No. 9534 issuing a call for bids for single phase meters with radio communication modules. ROLL CALL: all Directors, aye. SO RESOLVED. 12/20/95 Page 1 WORKSHOP ITEMS Consideration of sale of District land The General Manager made a presentation of the property owned by the District and not being used for District facilities or leased to others. Attorney Daniel Wendin representing Wendy Simons was present and described an access easement his client wants to acquire across District owned parcel 19-136-26. Peter Holzmeister discussed Nick Sassarini's request for an access easement across that same parcel, Counsel was asked to write a memorandum to the Board explaining the process that the District must go through to sell land and the Manager was asked to write a memorandum describing the history of inquiries from persons wanting to purchase District land. Discussion of District sphere of influence and groundwater management Peter Holzmeister described the program of Nevada and Placer County LAFCos to review the plans for service delivery and spheres of influence for special districts. There is particular concern that Placer County agencies now wish to provide water service in Mantis Valley in the area that is currently in the TDPUD sphere. The District will prepare a response to Nevada and Placer County LAFCos by generating information in its Water Master Plan update. Keith Sauers will submit a proposal to the Board in January. Peter Holzmeister will contact Placer County Water Agency and Northstar Community Services District to determine their interests in the Mantis Valley and other Truckee special districts to determine their interests in the LAFCo proceedings. The position of TDPUD is to express continued interest and ability to provide water service within its entire existing sphere of influence. It is the position of TDPUD that protection of the water quality and recharge rate of the Mantis Valley basin is critical. Discussion of draft personnel policies Mary Chapman and Steve Gross discussed the draft personnel policies dealing with equal employment opportunity, non-discrimination, and drug and alcohol use. There was considerable discussion about the requirements of law concerning drug and alcohol use, what constitutes probable cause, how supervisors will be trained, the requirements that apply to holders of Class A drivers licenses, how the policy should apply to others, the need to meet and confer with the union. Staff will refine the draft language and bring it back to the Board for review at a future workshop. Discussion of draft finance policies This item was passed over. Review of committee structure and assignments The General Manager made a report on current committee structure and how they have been working. It was the consensus that the workshop is doing what committees had done in the past. 12/20/95 Page 2 No standing committees will be appointed. Ad hoc committees will be appointed to deal with specific matters as needed. The by-laws will be reviewed to see if they need to be changed. Monthly staff reports Monthly staff reports were distributed. ADJOURNMENT The meeting adjourned at 9:45 PM. TRUCKEE DOER P BLfC UTIL177Y DiSTR1CT ,z , J. Ron emi President Prepared b Peter L. Holzmeister, District Cie r -ofFicio Secretary PLH/smc 12/20195 Page 3 RE OLU i ION 11FO 9534 OF THE TRUCKEE DO1V NEl UBLI� tITI ►TY DISTR'ICT JSSUiNG k CALF. FOR`BIDS FOR SINGL CHASE METERS wrrN Dra Cr�n�MUNICATION mODULE WHEREAS, the Board of Directors of the Truckee Donner Public Utility District has determined the need to purchase single phase meters with radio communication modules and funds have been set aside in the 1996 budget for the purchase of such meters; NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Truckee Donner Public Utility District does hereby authorize staff to issue a call for bids based on the District's specifications and that the date and time established for the bid opening is January 30, 1995 at 2:00 PM. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 20th day of December 1995 by the following roll call vote: AYES: Aguera, Jones, Maass, Sutton and Hemig. NOES: None. ABSENT None. TRUCK DON BR PUBLIC UTILITY DISTRICT By Peter L. Ho meister, Clerk oft the Board ATTE Susan M. Craig, Deputy District Jerk smc r TRUCKEE DONNER PUBLIC UTILITY DISTRICT PLANNING DIRECTOR ACTIVITIES NOVEMBER, 1995 Strategic Planning/District $Saving Business Survey- Staff is currently reviewing different approaches to gathering information from local businesses. Staff will be developing a list of questions for businesses to respond to. This information will be used to determine the types of programs and services and other value-added opportunities they desire from TDPUD. Then results of this effort is planned for completion by Spring. 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 planned for completion by Spring. This report will include input from the business community. Energy/Water Showcase Program- HDR Engineering, Inc. and CEC Staff visited TDPUD's Water System November 21. During the visit they collected information from the larger pump stations which will be evaluated and summarized into a report by early next year. The report will identify energy and cost-saving energy-efficiency water system improvement options available to TDPUD. 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. The Richardson House, bed & breakfast, pilot site has been completed. 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. GSHP Pilot Project Funding Assistance- The draft request for proposals for the $181,000 Truckee Donner PUD/SMUD CEC GSHP monitoring and evaluation RFP is close to completion. TDPUD and SMUD Staff are hopeful that we will be able to select an engineering consultant to begin monitoring our pilot sites this Winter. The CEC is assisting five California utilities in getting the States's share of $100,000,000 earmarked for GSHPs through the National Earth Comfort Program. GSHP/Water Heater Promotion- Consumers and Regulators appear ready for the GSHP technology in Truckee. Staff would like to discuss a GSHP and electric water S heater incentive program with the Board. An evaluation of GSHPs and electric water heaters potential benefit to the District and its customers will be performed first. Energy Surveys/High Bill Assistance- Staff completed 0 commercial and 3 residential energy surveys 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 Winter, 1995. Currently about 70% of these measures are installed. An Open House for the new Chamber facility and the Business & Energy Efficiency Partnership will be planned for after the completion of the energy and water efficiency retrofits as well as the water-efficient landscaping around the building. This Open House may be combined with a Chamber mixer and is expected to take place in the Summer of 1996. Communications/Public Relations/Education Newsletter- The Winter issue has been completed and is currently being distributed. The newsletter format was changed along with the change in bill and envelope size. The new newsletter is a vertical/3-fold("brochure" style). Truckee Water Special Newsletter Issue- A special newsletter issue is currently being planned to educate TDPUD customers on: the costs to provide them with quality water and the need for water rate increases; how the Truckee water system is also designed for fire protection; the value of water as compared to other societal needs/wants; and other benefits. Communit /Statewide Involvement Chamber of Commerce Economic Development Committee- Working with other businesses in reviewing: the General Plan, an IncubatorBusiness Park Feasibility Study , and a possible Chamber Business Resources Partnership with the Library. Tahoe-Forest Hospital Healthly City Committee- Working with other agencies and community groups in the development of a Healthly City Plan for Truckee. Town of Truckee Air Quality Management Plan Advisory Committee- Will be working with other group 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. California Municipal Utilities Association Committee on Energy Efficiency- Working with other public utilities Statewide on a Model Energy/Customer Services Program Guide with will list 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. s Employee Safety/Training Wellness Program/NRECA- NRECA has approved TDPUD's 6% Medical Insurance discount for 1996. Wellness Program/Health Screenings- TDPUD Employee Wellness Program participants will see the results of their Health Screenings December 15 and/or 20. Wellness Program/Healthy Meals- This continues to be a popular program with TDPUD employees. About ten employees meet twice a month for a healthly lunch. Wellness Program/Health Education- We are currently planning a exercise/fitness and back health seminar for December 15 and 20. Seminars are being scheduled during the Winter while the crews are not as busy. Facility Safety Inspection- The District's Safety Committee will conduct a safety inspection of the District's facilities sometime in December. Winter Driving Safety Seminar- Staff has been trying to arrange for a speaker to come in and give a winter safe driving talk. The District has a video that can be used. ""PUD STAFF REPORT December 18, 1995 TO: Board of Directors FROM: Kathy Neus, Support Services Manager SUBJECT: November Staff Report AGENDA # 12 BUILDING AND GROUNDS 1. A lot of time was spent getting ready for winter- snow poles set, yard cleaned and consolidated, shed ready for the small wire trailer and trash picked up. 2. Steve Wallace began painting the inside offices. The halfway and Susan's and Peter's old offices are complete. One of the challenges of painting is trying to cut down on the number of different colors of paint....We think it's down to four colors now instead of seven or eight different ones. 3. The irrigation water has been shut off and the trees tied up for winter. PURCHASING AND WAREHOUSING 1. Staff is still staging material for the Electric Department. although the jobs don't have large quantities of material, staging sure seems to make things easier for all. 2. Things have slowed down enough after a busy season to be able to start cleaning and reorganizing the warehouse and to catch up on inventory cycle counts. The cycle counts are scheduled for times when we are not so busy. VEHICLE MAINTENANCE 1. Between numerous SIT, service and monthly aerial inspections, Tom is staying busy. 2. The Highway Patrol recently set up surprise inspection stations and a few District vehicles were pulled over. All pieces of equipment inspected passed with flying colors. This speaks well of the job Tom Bagman has been doing. 3. With storms and the potential for damage to the District's electric system, staff is conscientious of down time on fine equipment, Tom tries his best to keep the vehicles up and running. METER READING 1. Meter Readers are staying busy. With winter around the corner, service reports become heavier. There were 1,059 service reports and delinquent notices with December first having 135 service reports. 2. The Meter Readers are preparing for another winter. KNlsmc ...................... Truckee Donner Public Ullity DAtrictBoars of D,r tcrs joseoh R. A.guera J. Ronald Hernig Business Office Planning Services Robert A. Jones (916) 587-3896 (916) 587-3944 FAX(916) 587-5056 James A. Maass Patricia S. Sutton Genera! Marager Peter L. Hc9zrreister WATER LEPARTMENT ACTIVITIES REPORT FOR NOVEMBER 1995 December 18, 1995 WATER QUALITY See attached bacteriological report. The State Health Dept. ?s requiring us to test for Synthetic Crganic Contaminants in Southside Well #2 and Prosser Annex Well . The tests roust be done quarterly for the first year of operation. I have been gathering data on the use of pesticide and herbicides in the Southszde and Prosser areas. T an, awaiting a letter from Cal -Trans to support their verbal communication that the types of products the State Health Dept. is looking for were never used in these areas. I am hoping that this will help support the request for Use and Susceptibility Waivers that _ am writing on the two sources. If the Dept. of Health Services accepts the wa.zvers it could save the District approximately thirteen thousand dollars .in unnecessary testing over the next. year. MAINTENANCE, RE AIRS & NEW CONSTRUCTION: .service connections dropped off considerably in November with a total of 15 new hook-ups and 2 service up--grades. Staff repaired 8 leaks and responded to 55 USA requests. As of December eighteenth there were 4 known leaks throughout the District service area, they will be repaired as scheduling permits. Staff up-graded the service connection and boxes at the Truckee r liability 7 r �n ' 7 �e to liabi_z � i ., w�_I read reduce our exposure T�ai� Depot. This greatly P .i' the parking lot. Staff has completed all of the scheduled construction :work for the season. The rental loader arrived November first. Past Office Box 309 0 11570 Banner Pass Road Truckee, California 96160 Pau', 'am, Georure and .begzln t4on to come Winto work at : C a z on weekdays to be avai'able Co to r s _caT at Listri^ office complex Call has been quset with a it nimum of syste-x, relat~eu proble�ts. WATER PLANNING DEPARTMET: See attache. report -roir__ Mike Connell, Water Dept . _ ann r . PUMP OPERATIONS / PROJECTS: See attached .report from Pete mazcovich, Water Operations specialist. Vandalism continues to plague us at various Distzict facilities. We have installed gates wherever possible to lim-it unauthorized vehicle access to tans and stations. she Latest one be-ng at Marti3 Woods. The Department of Health Services representative, Dare-" Noel, toured the Truckee ,System with Fete and we have received his report. Darel 's main concern is the access ladders to irony of our i tanks. They are accessible to resourceful teenagers and Dare1 is requesting that we -modify them with locking devices and screen to restrict access. The modifications will not be difficult to construct and .individually not too terribly expensive. Unfortunately there is a lot of locations that will need to be modified. We will solicit proposals from local welders for the work. Schott Construction has been working on the site work for the Hirschda3e Treatment Plant. 1r c ee JEWIVVY MAIN Rini#fir DANICt B—c o,D e=s Joseph R. e era i-i J, Ronald mig 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 L. Holzme€ster y, O r.r,.-r..UM Date: December 18, 199 To : Peter HolzmAeister Subject : Monthly Bacteriological Reporn - November 1995 Attached is the " Summary of Bacteriological Water Quality" resort for the month of November 1995 . The November portion of the report shows that all 35 distribution system samples were free of coiform bacteria , The report also shows that 24 source samples were free of coliform bacteria . The District has met the State ' s drinking water standards for the month of November . Past Office Brix 309 11570 Donner mass Road Truckee, California 96160 TRUCKEE DONNER PUBLIC UTILITY DISTRICT System Source Samples Portions Percent Samples portions Percent Y-c , /Month Collected Positive Positive Collected tositive Pcs\ j=£ 1995 SepLe er (Truckee) 24 0 0 12 0 0 ( Prosser) 8 0 0 9 C 0 (8irschdale) 1 0 0 1 C 0 1995 October (Truckee) 33 0 0 10 C 0 { Prosser) 15 1 C% 14 D 0 (2irschdale) 1 0 0 1 0 2 1995 yo?ellmer (Truckee) 26 0 O 13 i §% ( Prosser) 8 0 0 11 0 0 (Ei>Schdale) 1 G 0 T 0 0 MEM©R.ANZ3UM Date: December 18 , 1995 From: Mike To: Dave Subject: Work Activities for November 1995 In addition to the everyday work related to customer complaints and c{uestions , I worked on the following specific projects : 1 . Truckee Pines / River Village Intertie *In order to provide required fireflow for the Truckee Pines project, installation of an 8 " line was required. This looped line was expected to be constructed with the River Village project . Due to the fact that the River Village project was nor constructed, this line was installed by the developer' s of Truckee Pines . Nature of Work Performed Inspection of water line construction. 2 . Truckee Town Square *This project is located at the existing "SMALL MALL" on Donner Pass Road. The project has been delayed due to problems related to contaminated soils . The developer ' s representatives are currently assessing the issues and will advise the Distract when the assessment is completed. Nature of work Performed Discussions with development representatives . 1 Monthly Activities Report December 18, 1995 3 . Levon Professional Building * This project is located next to the sheriffs station, on Donner Pass Road. The project proposes construction of a 2 story, 6600 s . f . office building. Nature of Work Performed Contact with project representatives and other agencies . Preparation of the development acreement . 4 . Revision of District Standards and Technical Specifications * Current standards and specifications are in need of updating and revision. Nature o Work Performed Preparation of construction details and associated technical specifications . 2 Monthly Activities Deport December 18, 1995 Truckee Donner Public Utility DistrictFGara o1 nirectors Joseph P_ Aauera ,;, Ranaic] Hem€g Business Office Planning Services Robert A. Jones (916) 587-3896 (916) 587-3944 FAX (916) 587-5056 James A. Maass 91)d Patrica S- Sutton General Manager Peter L. Holzmeister MEMORANDUM Date: December 18, 1995 To : Dave Rul' y From: Peter Marcovich Subject: Monthly Report for November 1995 STATION MAINTENANCE Tank screening of the cupola roof vents continued this month as well as screening a few of t'�e tank over flow lines . in an effort to deter access to our facilities, a new gate was installed at the driveway to Martiswoods Booster Station. The ladder for the ground level tank was cut off from the ground to a height of approt,imately seven feet . Several boulders were placed on site . Several items on the Department ot- Health Services List have been repaired, screened or plugged this month. I have continued to program. in Time Zone changes to minimize pumping during peak electric demand periods . We spent several days repairing the access road to our facilities in Hirschdale . The packing was replaced in all of the pumps at the Airport Well and Booster Station. post Office Box 309 0 11570 Donner Pass Road a Truckee, California.96160 WATER QUALITY Water samples were taken the four tl esda.ys of the month. R o u t€ne daily rounds were -made, taking chlorine residuals h roughout the system.. OTHER BUSINESS T have continued to monitor the work at Southside Well #2 . The pump is set, we will be conducting a performance test later this week. A representative of the Department of Health Services completed his annual tour of oar facilities . Continued to communicate with San del--Avery Engineering regarding ongoing site problems and SCADA programming. The domestic pump for Ponderosa Palisades Hydro S'ration has bee.- installed. Representatives from the California Energy Commission toured our facilities . 1 am in the process of gathering data on our entire system to give them. Work on the Hirschdale Water Treatment Facilities began in November. The two septic tanks were set and covered, all of the underground piping was completed, portions of the concrete floor were poured and the SCADA antenna was relocated. WATER PRODUCTION SOURCE GALLONS Airport Well . . . . . . . . . . . . . . . . . 43, 238, 000 "7� " Well . . . . . . . . . . 1, w 85, f li(V'� ItBIt Well . . . . . . . . . . . . . . . . . . 466, 30`J Darner Creek Well. . . . . . . . . . . . . . . . . . . . 7, 038 , 000 Southside Well #1 . . . . . . . . . . . . . . . . . . . . . . . 0 Northside Well . . . . . . . . . . . . . . . . . . . 12, 280, 000 Sanders Well . . . . . . . . . . . . . . . . . . . . . 1, 709, 000 Prosser Heights Well . . . . . . . . . . . . . . . . . 2, 331, 268 Prosser Anne: Well . . . . . . . . . . . . . . . . . . 21833, 000 Hirschdale Well . . . . . . . . . . . . . . . . . . . . . 95, 100 TOTAL PRODUCTION FOR NOVEMBER 1995 . . . . . . . . . 71 ,276 , 368 STAFF REPORT December 18, 1995 To: Board of Directors From: Bob Quinn, Electric Superintendent Subject. November Activity Report AGE:NDA ITEM November was a more relaxed month for the crews of the electric department as the pressures felt during the construction season diminished. This is not to say we were not busy as several projects were worked on and completed The following is a listing of those projects. Crews completed installation of facilities to serve the ponderosa Hydro station. Upon completion of the work inside the station, the old overhead system will be removed. A transfom7er-supplying power to a portion of the Gateway Shopping Center was replaced to facilitate the increased load required by the new Starbucks Coffee shop. A new service and commercial metering panel was added at this same time. Underground primary facilities were installed for the Long Subdivision. Nothing more can be done on this project until the owner begins construction next year. The Martis #3 project, an underground circuit out of Martis Sub that will aid in transfempg/relieving load, was worked on. Splices were made in severa' v nu,,L� that due to the hanta-virus scare in Truckee, required cleaning with TSD`s vacuum truck. This project will not be completed until after Spring `96. At the comer of Northwoods and Loussane, solid blade disconnects were installed. These are switching devices that will allow crews to reroute the feed on Tahoe Donner Ckt.#3 more readily. Again in Tahoe Donner, electrical facilities were installed for the Donner Village Condos. Relocating some existing facilities was required to facilitate the installation of those required to serve this development. This project is complete. At our Teichert pole storage facility, a pole was installed that will allow crews to practice pole top rescue techniques as well as sharpen and recertify climbing abilities. This is required by state law. In Herschdale, members of this department assisted in the relocating of the communications tower required by the water department. The service crew completed or responded to 27 service orders and 50 USA's.