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HomeMy WebLinkAboutAgenda Truckee Donner Public Utility District Post Office Box 309 40 11570 Donner Pass Road 11 Truckee, California 95734 (916) 587-3896 General Manager and of Directors Peter L. H6=eister Joseph R.Aguera John L.Corbett REGULAR MEETING Richard K.Curran James A.Maass 7:00 P. M. - TUESDAY, FEBRUARY 20, 1990 Patricia S.Sutton TDPUD BOARD ROOM A G E N D A 1 call to order 2 . Roll call 3 . Public input (7 : 25 P.M. or as soon thereafter as possible) CONSENT AGENDA 4 . Approval of minutes of December 18 , 1989 , as presented 5. Direction to place the minutes of November 6, 1989, January 2 , 15 and 29, 1990 into final form 6. Correspondence a) Supervisor Tucker' s letter of 2/9/90 regarding grid lock UNFINISHED BUSINESS 7 . Discussion and possible direction regarding TDPUD participation on the citizens ' committee to investigate public ownership of cable television 8 . Selection of consultant to perform Tahoe Donner leak analysis NEW BUSINESS 9 . Authorization for Sauers Engineering to prepare plans and specifications for Donner Trails Tank 10. Authorization to write-off uncollectible accounts receivable 11. Review of deposit policy; possible direction 12 . Resolution waiving bidding requirements for purchase of computer software 13 . Discussion of 1989 audit schedule; possible direction ROUTINE BUSINESS 14 . Bills for approval 15. Staff reports CLOSED SESSION RETURN TO PUBLIC SESSION ADJOURNMENT Posted ;and majiled 2 5/90 S�an M. Craig, Deputy istrict Clerk TRUCKEE DONNER PUBLIC UTILITY DISTRICT BILLS FOR BOARD APPROVAL - FEBRUARY 20, 1990 ------TOTAL ELECTRIC WATER DESCRIPTION JOHN BERST ENTERPRISES 1,453.75-- 1,063.75-----`390.00-OFFICE`COMPLEX-(646.25),-PUMP-STATIONS T(390.00)^-� ELECTRIC SUB STATIONS (417.50) GENERAL ELECTRIC SUPPLY 1,052.21 1,052.21 FLUORESCENT LAMPS SIGMA INTRUMENTS INC 1,490.00 1,490.00 DIVERSION METER (2), SENSORS (4) WEAVER EQUIPMENT CO. 5,280.99 5,280.99 GENERAL REPAIRS, MAINTENANCE AND PARTS ON UNIT 24 BACKHOE I SAUERS ENGINEERING 7,711.11 7,711.11 DISTRICT WATER MASTERPLAN, JAN. 1990 ------------------------------------ 16,988.06 3,605.96 13,382.10 1 February 16, 1990 MEMORANDUM To. Board of Directors From: Mary Chapman, Office Manager ` ° Subject: Write-off of Uncollectible Accounts Attached please find a copy of the current write-off list in the amount of $5, 207 . 66. This list represents all accounts that closed on July 31, 1989 and prior that stall have an outstanding balance. Below you will find an analysis of the accounts that make up the write-offs for the last nine years. 1 have also attached for your information a copy of our collection procedures on open and closed accounts. Accounts closed in: 1989 1988 1987 1986 1985 1984 1983 1982 1981 Write off amount: $ 4 , 901 5, 207 (167) (10) (16) (107) (5) $ 1, 742 2 , 196 (102) (263) ( 75) (15) $ 22 , 321 9, 281 12 , 781 258 $ 42 , 613 9 , 984 14 , 606 14 , 343 3 , 466 214 $ 19, 827 14 ,878 4,223 269 $ 20, 006 9 ,743 10,248 15 $ 17 , 453 11, 328 4 ,783 $ 17, 408 13 , 086 5, 207 11, 310 12, 679 9, 969 14,590 14 , 161 28, 087 25, 993 18 , 153 Billings (millions) 8 . 637 8 . 170 7 . 892 6. 825 6.831 6. 128 5.920 5. 654 4 . 291 Write--off % . 06 . 14 . 16 . 15 . 21 . 23 . 47 .46 . 42 1 respectfully request that the Board of Directors authorize the write-off of the accounts on the attached last in the amount of $5,207 . 66 ($5, 207 .66 less recoveries of $305.93 equals $4901.73) . Records of these accounts are maintained for collection, should the customer ever apply for service again. Collection efforts are continued on these accounts by the Credit Bureau. f TRUCKEE DONNER PUBLIC UTILITY DISTRICT WIRTE-OFf LIST: 12/31/89 Customer # Customer Name W/O Amount Date Closed 6722-3 Anker, John & Kathy 23.54 * 04-14-89 5925-3 Ball, Jams 29.88 * 06-15-89 9273-4 Chaney, Jeanne 23.78 03-24-89 10094-1 Clements, Wade E. 45.42 03-30-89 1871-3 Coates, Deena & Fred 492.04 03-06-89 9831-9 Cossey, Connie 152.24 04-07-89 10232-7 Dean, Larry aka Dean, L.Dale 50.35 02-10-89 1866-3 Domeyko, Sergio 59.01 04-19-89 2150-1 Dussault, Linda 5.32 * 08-01-89 9386-4 Evans, Rudy 75.50 05-17-89 10221-0 Fietds, David 47.61 03-07-89 2384-6 Hargreaves, Noel 343.95 02-10-89 10009-9 Hartwig, Randal 194.92 02-13-89 10528-8 Hodge, Christopher 12.98 04-10-89 10731-8 House, Melva 120.52 02-08-89 10390-3 Jones, Robin 413.25 05-12-89 11352-2 Kettenring, Rob 27.22 06-02-89 10440-6 Kirbis, Karen 276.24 06-20-89 10383-8 Larsen, John 9.20 04-24-89 1139-5 Lenz, Brian 69.81 06-03-89 7968-1 Moss, Tom 7.31 * 05-25-89 10188-1 Magrath, Richard 130.52 * 04-03-89 5278-7 Mickey, Kevin 205.68 * 03-01-89 9348-4 Patton, Bryna 238.41 03-07-89 2410-9 Roaphs, Bittie 639.20 06-27-89 10256-6 Rants, Clifford 103.93 05-09-89 10500-7 Rau, Yvette 59.05 02-27-89 10187-3 Richert, Michael 99.33 03-24-89 2796-1 Scott, Robert P. 68.70 02-14-89 1129-6 Stephens, Curtis 40.19 03-07-89 10173-3 Suther€in, Cathy Lou 487.10 01-16-89 9724-6 Vizagaudis, Shannon 428.75 03-08-89 10490-1 Watts, Kevin 98.83 01-27-89 10351-5 Witherspoon, Kaye 38.54 * 06-26-89 10935-5 York, Christopher 89.34 01-24-89 ------------------------------------------------------------- Total 5,207.66 NOTES: * These customers have either paid in ful€ to the credit bureau or are making payments. The balance represents the credit bureau share of the accounts that have paid in full or the current unpaid ba€ante. PROCEDURES USED FOR COLLECTIONS ON OPEN AND CLOSED ACCOUNTS: OPEN ACCOUNTS: 1. Monthly bill is mailed and is due 19 days after the billing date. 2 . Day 31 - Bills are calculated the next month. Any account showing a previous balance is assessed a late charge (minimum $5. 00) . 3 . Day 32 - If an account is still past due, the customer is sent a "Notice of Termination of Service" which gives hire 15 more days to pay- 4 . Day 48 - If an account is still past due, the customer receives a 48--hour notice to pay or their account will be disconnected. A copy of this notice is delivered to the house and a copy is mailed. Customers who have made previous arrangements to pay do not receive this notice. If this is the customer' s first time on the disconnect list in the last 12 months, they are contacted by phone. If we are able to make contact, we make sure the customer is aware of the status of their account and that they understand the collection procedure. We also contact anyone that shows something unusual on their account. 5. Day 50 - If an account is still past due, it is reviewed for disconnect. If everything is in order, the disconnect for non-payment is authorized. 6. A door knocker is left at the service location to inform the customer that the service was disconnected for non-payment and what they must do in order to be reconnected. CLOSED ACCOUNTS: 1. A final bill is generated. This can be a result of an account that was disconnected for non-payment or at a customer' s request. The account is checked to make sure that the deposit was applied. If there is still a balance on the account, the bill is mailed. 2 . The following month, if the bill still remains unpaid, a bill will print indicating that the account is inactive. A collection letter is then typed, giving the customer 19 days to pay. 3 . If after the 19 days has passed, the account is still past due, a final demand letter from our attorney is mailed asking for immediate payment or the account will be referred to a collection agency. 4 . Investigative work is done during the entire process in an attempt to contact the customer by phone to arrange for payment. 5. If payment is not received or if the customer cannot be located, the account is sent to the credit bureau for further collection effort. Accounts are taken to Small Claims Court When possible. 0 RESOLUTION NO. 9006 OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN CONNECTION WITH THE DISTRICTaS. PURCHASE OF COMPUTER SOFTWARE WHEREAS, in 1987 the District evaluated its computer software needs and determined the need to acquire a new utility billing and financial management system software package; and WHEREAS, the system that was determined to meet the District's programming needs was purchased from orcom Systems; and WHEREAS, form time to time ©room Systems develops additional programs to enhance its original programming, adding more capabilities to improve utility operations; and WHEREAS, an enhancement has been made to the utility billing system that now would enable the District to store the volumes of historical utility billing data on an optical disk, thus enabling the District staff to readily access that data on a personal computer; and WHEREAS, the District staff has determined that this technology would provide a quicker and more efficient method of researching customer records and would save valuable time and computer record storage space and would restore computer processing speed; and WHEREAS, Public Contract Code Section 20206.4 generally requires that the District seek competitive bids in connection with the purchase of goods; and WHEREAS, various California court decisions, including Graydon v. Pasadena Development Agency, 104 C.A. 3d 631 (1980) , hold that if the subject of a contract is such that competitive proposals would be unavailing or would not produce an advantage, and the advertisement for competitive bid would thus be undesirable or practical, a public agency may dispense with competitive bidding; and WHEREAS, Orcom Systems is the only vendor who has designed a program that interfaces with the District's utility billing system; and WHEREAS, it would be extremely time consuming and difficult for District staff to draft specifications for the necessary computer software package, without such specifications pointing directly to the system offered by orcom Systems; and WHEREAS, due to the facts set forth above, competitive bidding would be !unavailing and would not produce an advantage to the District, and the advertising for competitive bids and the delay that would therefore result, would be undesirable; and WHEREAS, Public Contract Code Section 16034 and Government Code Section 53060 provide that the District may, without competitive bidding, contract for special services and advice in financial, economic, accounting, engineering, legal, administrative, and professional matters if such persons are specially trailed and experienced and competent to perform the special services required; and WHEREAS , the District has determined that an optical archive system more nearly resembles a special service contract, within the meaning of the above- cited code sections, rather than a "good, " as that term is used in Public Contract Code Section 20206.4 , because a software package includes, as an integral part, specialized services in adapting the system to the District' s needs, installing the system, training District personnel, and providing on- going services after installation; NOW, THEREFORE, BE IT RESOLVED by the Board of Directors, that for the reasons set forth above, the District finds that competitive proposals for an optical archive system software enhancement would be unavailing and would not produce an advantage to the District, and the advertisement for competitive bids and the resulting delay would be undesirable. OBE IT FURTHER RESOLVED that the District finds that an optical archive system software enhancement more nearly resembles a special service, for which no competitive bidding is required, as opposed to a "good. " BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive bidding for the acquisition of the optical archive system software enhancement, and District staff is authorized to purchase such system in the amount of $ 5, 500 plus $2 , 120 for professional services to install and train District staff on the operation of such system. PASSED AND ADOPTED at a regular meeting of the Board of Directors of the Truckee Donner Public Utility District duly called and held in said District on the 20th day of February 1990 by the following roll call vote: AYES: Corbett, Sutton and Aguera. NOES: None. ABSENT: Curran and Maass. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By J s A. Maass, President ATTEST- ! Susan M. Craig, Deputy Di tict Clerk