HomeMy WebLinkAboutAgenda Truckee Donner Public Utility District
Past Office Sox 309 11570 Donner Pass Road Truckee, California 9673
-,
M (916)a87-3896
REGULAR MEETING
7:00 P.M. - Monday, February 6, 1989
TDPUD Board Room,
A G E N D A
1. Call to order
2 . Roll call
3 . Approval of minutes:
a) January 3 , 1989
4 . Bills for approval
5 . Manager's report - possible action or direction
a) Handling/storage of explosives
b) Grace Robertson billings
c) Hirschdale water system
d) Annual vehicle report
e) Letterhead (overprint to include Directors ' names)
f) CVP Post-1994 marketing power plan
6. Public input
7 . Correspondence
a) Letter dated 1/18/89 re provision of water to Fox Mead
Lane
8 . Committee reports
UNFINISHED BUSINESS
1. Public hearing concerning the South East River Street Water
Line - 7 : 30 P.M. (or as soon thereafter as possible)
2 . Discussion concerning function of committees
3 . Consideration of draft policies:
a) Budget control
b) Collection of miscellaneous accounts
c) Safety
NEW BUSINESS
1. Consideration of resolution approving specifications and
issuing a call for bids - dump truck for Water Department
2 . Consideration of resolution approving specifications and
issuing a call for bids - construction trailer for Water
Department
3 . Status report - cost of service study
4 . Informational report on water quality monitoring
5 Consideration of resolution declaring certain office equip-
ment surplus and requesting bads
6 . Consideration of resolution amending defined benefit plan
7 . Discussion and possible direction re award of transformer bid
(Truckee Substation)
8 . Discussion and possible direction re attendance at APPA
conference
• CLOSED SESSION
RETURN TO PUBLIC SESSION
ADJOURNMENT
i
C E R T I F T C A T 10 N
I hereby certify that the foregoing agenda has been posted in the
District office and Government Center, provided to the U. S. Post
Office and County Library for posting, and mailed to the Directors
and in76reste4 parts on February 2, 1989.
Susan M. Craig, Deputy Xistrict Clerk
0 0 0
BILLS FOR BOARD APPROVAL FEBRUARY 6, 1.989
TOTAL ELECTRIC WATER GENERAL DESCRIPTION
R W BECK & ASSOCIATES -------------------------------------------
4,3M86 4,300.86 ---------------------------------------------------
BOCA LICENSE STAY (3984-37) , SIERRA PACIFIC
POWER CO. NEGOTIATIONS (316,49)
GENERAL TIRE
1,512-54 1,512-54 VEHICLE TIRES
MC CORMICK & BAXTER CREOSOTING 13,515.00 13,515.00
MC DONOUGH, HOLLAND & ALLEN INVENTORY- 65 UTILITY POLES
983.97 650.33 333.64 TRUCKEE RIVER ISSUES (650.33), GROUNDWATER
ORDINANCE (333.64)
PORTER, SIMON, GRAHAM AND PHELPS 2,083.00 121.00 77.00 1,885-00 GENERAL BUSINESS (1885<00), MAUGHN (121.00)
HIRSCHDALE PROJECT (77,00)
RED STAR INDUSTRIAL SERVICES 1,284.40 1,284.40 UNIFORMS, RUGS, TOWELS
SNAP ON TOOLS 1,511.67 1,511.67 SOCKET SET, WRENCH SET, SCREW DRIVER SET
FOR WATER DEPARTMENT
TOTAL 25,191.44 18,587.19 1,922.31 4,681.94
Truckee Donner Public utility District
Post Office Box 309 s 11570 Donner Vass Road • Truckee, California 95734
(916) 587 3$96
MEMORANDUM
February 2, 1969
To: Peter L. Holzmeister, General Manager
From: Debi. Black, Engineering Technician
Subject : East ,South River Street Water Main
In 1972 , the Truckee Donner Public Utility District installed a 1 "
water service to the Keller Trailer Park on East South River Street, at
the request of the park. owner. The District continuously provided
service to the trailer park through subsequent changes in ownership.
In 1984 , the District discovered that existing structures east of the
Parks service connection were receiving water through the park' s
private water limes. The District began efforts to install a properly
sized District owned and maintained water main through East South River
Street , thereby serving existing customers directly from the new main.
An 6' dater maim installed. in East South River Street was accepted into
the District ' s existing dater system in October 1956, at a total cost
of $80 , 582. 00. District Water Thule 21 allows for the proration of
water main construction casts to be applied to benefitti.ng parcels .
inasmuch as the construction will ultimately result in increased flaws
and better quality water to customers other than those who will be
served from the main, the eater Com-raittee has recommended ded that the
District absorb the cast of the Hwy 267 road crossing, in the amount of
$29 , 576. 00 .
The balance , 851 .006. 00, was proportionately spread over the parcels to
be served from the main. Table i identifies the costs associated with
each parcel . As indicated in the footnotes of Table I , the Water
Committee is recommending that no casts be assessed to the existing
rate paying customers of the District , unless services beyond those
already installed are requested or if the parcels are split. Further ,
parcel owners will not be charged the assessment until they request
service.
A graphical Presentation will be made to the full Board at their
meeting of February 6, 1989 , during the Public Hearing on this :ratter .
Copies of the otiFerhead transparancies which, will be presented during
the greeting are attached for your convenience.
Table 1
Domestic Use Fire Protection Use
-------------------------------------------------------------------------
A.P.No. Owner Frontage Percentage Cost Land Area Percentage Cost Total Cost
Sq.Ft.
--___-----------------------------------------------------------____-----------------------------_-_____----_---
Parcel A 1915201 McManus * 100.00 9.53% 1604.93 19,500 10.66% 3641.71 5246.64
B 1915204 Robertson * 61.00 5.82% 979.01 7,625 4.17% 1424.00 2403.01
C 1915204 Robertson 29.00 2.77% 465.43 3,625 1.98% 676.98 1142.41
D 1915204 Robertson 29.00 2.77% 465.43 3,625 1.98% 676.98 1142.41
R 1915204 Robertson 29.00 2.77% 465.43 3,625 1.98% 676.98 1142.41
F 1915204 Robertson 29.00 2.77% 465.43 3,625 1.98% 676.98 1142.41
G 1915204 Robertson 29.00 2.77% 465.43 3,625 1.98% 676.98 1142.41
H 1915204 Robertson 31.58 3.01% 506.84 3,948 2.16% 737.31 1244.14
1 1915207 McGinity * 75.00 7.15% 1203.70 8,625 4.71% 1610.76 2814.45
J 1915206 Robertson 134.00 12.78% 2150.60 15,675 8.57% 2927.38 5077.98
K 1915203 Porter * 22.00 2.10% 353.08 76,775 41.96% 14338.07 14691.15
b 1915208 Robertson ** 42.19 4.02% 677.12 2,709 1.48% 505.92 1183.04
M 1915208 Robertson 31.00 2.96% 497.53 2,325 1.27% 434.20 931.73
N 1915208 Robertson 31.00 2.96% 497.53 2,325 1.27% 434.20 931.73
0 1915208 Robertson 31.00 2.96% 497.53 2,325 1.27% 434.20 931.73
P 1915208 Green House* 37.00 3.53% 593.82 2,775 1.52% 518.24 1112.07
Q 1915208 Robertson 63.00 6.01% 1011.10 4,725 2.58% 882.41 1893.52
R 1915202 Kuttel. 65.00 6.20% 1043.20 4,875 2.66% 910.43 1953.63
S 1915202 Kuttel 65.00 6.20% 1043.20 4,875 2.66% 910.43 1953.63
T 1915212 Peard * 55.00 5.24% 882.71 3,438 1.88% 642.06 1524.77
U 1915211 Kuttel. 60.00 5.72% 962.96 2,344 1.28% 437.75 1400.71
--------_-----------------------------------------------Y------------------------------------
Total.s 1048.77 100.00% $16,832 182,989 100.00% $34,174 $51,006
* Prior customers of the Truckee Donner P.U.D. ; the cost to this parcel is borne by
the Truckee Donner P.U.D. Vnti.l further development occurs on the parcel.
** 1" temporary service to be Provided to this lot in accordance with agreement outlining
conditions of service.
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� CONSTRUCTION COSTS
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51.b' 8" DID Wa+erMain 4 � ,g54
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17��tRtcT Ma�ial SSZ
Sta£�F 4200
itga�1 �.xp�t�6t6 300
Eh�iht.�,ring 4 100
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RESOLUTION NO. 8902
OF THE
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
CALLING FOR BIDS ON A
53,000 GVW DUMP TRUCK
WHEREAS, the Board of Directors of the Truckee Donner Public
Utility District has determined the need to purchase a 53 , 000 GVW
dump truck for use in the Water Department; and
WHEREAS, funds for the purchase of such equipment has been included
in the budget for 1989;
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the
Truckee Donner Public Utility District does hereby authorize the
President to issue a call for bids based on the specifications
drawn up by the Water Department and attached hereto, and that the
date and time established for the bid opening is Wednesday, March
1, 1989 at 11: 00 A.M.
PASSED AND ADOPTED by the Board of Directors of the Truckee Donner
Public Utility District at a regular meeting thereof duly called
. and held in the District on the 6th day of February 1989 by the
following roll call vote:
AYES : Aguera, Corbett, Sutton, White and Maass.
NOES: None.
ABSENT: None.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
8 �-
J es A. Maass, President
ATTE5 '.
Susan M. Craig, Deputy District Clerk
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i
RESOLUTION NO. 8903
OF THE
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
CALLING FOR BIDS ON A
CONSTRUCTION EQUIPMENT TRAILNR
WHEREAS, the Board of Directors of the Truckee Donner Public
Utility District has determined the need to purchase a construction
equipment trailer for use in the Water Department; and
WHEREAS, funds for the purchase of such equipment has been included
in the budget for 1989 ;
NOW, 'WHEREFORE, BE IT RESOLVED that the Board of Directors of the
Truckee Donner Public Utility District does hereby authorize the
President to issue a call for bids based on the specifications
drawn up by the Water Department and attached hereto, and that the
date and time established for the bid opening is Wednesday, March
1, 1989 at 1: 00 A.M.
PASSED AND ADOPTED by the Board of Directors of the Truckee Donner
Public Utility District at a regular meeting thereof duly called
and held in the District on the 6th day of February 1989 by the
following roll call vote:
AYES: Aguera,` Corbett, Sutton, White and Maass.
NOES: None.
ABSENT: None.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
By
J es A. Maass, President
ATTEST:./
Susan M. Craig, Deputy istri.ct Clerk
smc
RESOLUTION NOW 8904
OF THE
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
DECLARING CERTAIN OFFICE EQUIPMENT SURPLUS
AND ISSUING A CALL FOR BIDS
WHEREAS, staff has determined that certain office equipment is no
longer required for any purpose by the District;
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the
Truckee Donner Public Utility District as follows:
1. That the equipment described in the attachment hereto
is surplus, and the General Manager of the District is
hereby authorized to advertize and sell the items in "as
is" condition in accordance with policy established by
is Resolution No. 8212 .
2 . Sealed bids will be accepted up to the hour of 2 : 00
P.M. on Wednesday, March 1, 1989 at which time they will
be publicly opened. Bids must be signed and placed in a
sealed envelope marked "Surplus Office Equipment, " and
accompanied by a deposit for 10% of the bid amount.
3 . The selected bidder will be required to pay for and
remove the equipment within 15 days of being noticed of the
award.
PASSED AND ADOPTED by the Board of Directors of the Truckee Donner
Public Utility District at a meeting duly called and held within
the District on the 5th day of February 1989 by the following roll
call vote:
AYES: Aguera, Corbett, Sutton, White and Maass.
NOES : None.
ABSENT: None.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
B
J s A. Maass, President
ATTEST;:,'
r
Susan M. Craig, Deputy D' strict Clerk
SURPLUS OFFICE EQUIPMENT
1. LA210 DEC Printer - Serial No. TA05152
2 . PC100-B2 DEC Rainbow Personal Computer with miscellaneous
software - Serial No. WFE5265
3 . DEC DecMate III Word Processing System, with miscellaneous
software
4 . P-300-4027 DEC LQP03 Letter Quality Printer with sheet feeder
5. Printronics Printer P300
6 . Green cabinet 30 3/4" wide, 13 1/211 deep, 3711 high with 27
drawers 9 1/4" aide by 3 1/2" high
7 . Disk packs RK07 (28)
8 . Computer surge suppressor
POLICY ITEM: BUDGET CONTROL
. DATE ISSUED: FEBRUARY 6 1989 REFERENCE: MD89-43
DATE EFFECTIVE: FEBRUARY 6 1989
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
POLICY STATEMENT
PURPOSE
The purpose of this policy is to establish a reporting system and
procedure whereby the Board of Directors reviews and controls
finances and the budget performance of the District.
This policy provides for two levels of financial review and control
exercised by the Board of Directors. The first level is the
monthly review of balance sheet, income statement, statement of
general fund, status of cash and investments, and the formal action
on invoices over $1, 000, except as provided in Resolution No. 8440.
The second level of review and control is the quarterly review of
the budget to actual expenses and revenues following the format of
the income statement.
In adopting this policy, the Board of Directors intends to provide
staff with the flexibility to manage the day to day operations of
the District while preserving for the Board of Directors the
ability to review the overall District performance and to control
major financial decisions.
PROCEDURES
1. Annually the General Manager shall cause to be prepared for
submission to the Board of Directors a draft budget in the format
approved by the Board of Directors and following generally accepted
accounting standards for utility budgets.
2 . Upon review and adoption of the budget by the Board of
Directors, the Manager shall cause the budget to be divided into
projected monthly estimates of revenues and expenses. Each quarter
there shall be prepared and submitted to the Board of Directors a
report showing budget and actual revenues and expenses to date
following the format of the income statement.
3 . The General Manager shall cause to be prepared a memorandum
accompanying the quarterly budget report which explains any faxed
cost variance exceeding the budget to date by 5% or more and any
variable cost exceeding the budget to date by 20% or more.
4 . With respect to the capital budget, the General Manager is
authorized to make line item transfers within any one department,
provided the total capital budget for that department is not
exceeded. If the General Manager determines that a capital
expenditure is necessary which will exceed that department's
capital budget, he shall submit a recommendation to the Board of
Directors for a transfer of funds.
5. Each month the General Manager shall cause to be prepared and
submitted to the Board of Directors, based on the accounts of the
District, a balance sheet, income statement, statement of general
fund, report of cash and investments and statement of restricted
funds. These reports shall be prepared in a format approved by the
Board of Directors and following generally accepted accounting
practices for utility systems.
PLH/sync
POLICY ITEM: SUNDRY BILLING COLLECTION PROCEDURE
DATE ISSUED: FEBRUARY 63 1989 REFERENCE: Mo89-44
DATE EFFECTIVE: FEFRUARY 198
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
POLICY STATEMENT
PURPOSE
The purpose of this policy is to establish a procedure for billing
and collecting amounts owed to the District for goods or services
rendered by the District which are not billed on the monthly
utility bill. By following this procedure the District intends to
keep uncollectible bills and the resultant write-off to an absolute
minimum.
DEFINITION
A sundry account is a bill rendered by the District to a party to
wham the District has rendered a service or provided a good for
which the District charges a fee but shall not be any service or
good which is billed to a customer of the District through the
normal monthly utility billing system.
POLICY
It is the policy of the District to protect the assets of the
District by promptly issuing bills for goods or services rendered,
and by following well established follow-up procedures to insure
that bills are paid in a timely manner.
PROCEDURE
1. This policy shall apply to the billing and collection of sundry
accounts.
2 . When any department of the District notifies the Finance
Department that a billable service or good has been provided, the
Finance Department shall promptly render a bill to the appropriate
party in a form to be approved by the General Manager. The sundry
account bill is due and payable 19 days after the billing date.
3 . If the Bill remains unpaid after 30 days, the bill shall be
considered delinquent and shall be assessed a late charge in
accordance with current District policy, and a second request for
payment shall be promptly mailed.
4 . If the bill remains unpaid after 48 days, a final demand letter
from the District's General Counsel shall be promptly mailed by
certified mail asking for immediate payment and stating that
collection procedures will occur if payment is not received
immediately.
5. If the: bill remains unpaid after 60 days, the General Manager
shall cause collection proceedings to commence, which may include
initiation of action at Small Claims Court.
6. The General Manager is authorized to act within his discretion
to alter the time periods set forth in this policy when a sundry
account customer is cooperating with the District in resolving an
unpaid bill.
7. If, after six months, there is no progress made in the
collection process, the account shall be presented to the Board of
Directors on the proposed write-off list for discussion and action.
PLH/smc
POLICY ITEM: SAFETY AND LASS CONTROL
DATE ISSUED: FEBRUARY 6. 1989 REFERENCE: Mo89-45
DATE EFFECTIVE: FEBRUARY 6, 1989
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
POLICY STATEMENT
PURPOSE
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.
POLICY
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.
RESPONSIBILITY
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.
smc