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HomeMy WebLinkAboutAgenda Truckee Donner Public Utility District Post Office Box 309 • 11570 Donner Pass Road • Truckee, California 95734 (916) 587-3896 REGULAR MEETING Monday, November 7, 1983 7:00 P.M. - TDPUD Board Room A G E N D A I. Call to order 2. Roll call 3. Approval of minutes: a) September 6, 1983 b) September 19 and 26, 1983; Board direction 4. Statement of General Fund and bills for approval 5. Manager's report 6. Planning Department Notices 7. Consultant reports 8. Public input 9. Written and oral communications 10. Committee reports UNFINISHED BUSINESS 1. Consideration of resolution authorizing agreement with Mickelson Media, Inc. 2. Ratification by resolution of development agreement permit - Super 8 Motel NEW BUSINESS 1. Water system improvements - consideration of contract change orders and pro- gress pay estimates 2. Electric system improvements - consideration of contract change orders and progress pay estimates 3. Award of bid for 30 padmounted distribution transformer 4. Truckee Tahoe Airport Inn - discussion and direction re payback to Dart Resorts 5. Hirschdale Water System: a) Consideration of resolution rescinding No. 8367 and setting new public hearing date b) Discussion and direction re interim operating and maintenance agreement 6. Discussion and possible direction re automatic rate increase by Sierra Pacific 7. Tahoe Donner Substation - instructions regarding preparation of resolution ap- proving plans and specifications for emergency repairs 8. Consideration of resolution authorizing execution of agreement with State for communication repairs 9. Union negotiations - designation of representative and scheduling of meeting CLOSED SESSION - Discussion of legal and personnel matters RETURN TO PUBLIC SESSION - Direction resulting from closed session ADJOURNMENT C E R T I F I C A T I O 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 �J_nted P;ties on Thursday, November 3, 1983. ` Susan M. Craig, Deputy Dis ict Clerk IT61 Truckee Donner Public Utility District Post Office Box 309 • 11570 Donner Pass Road • Truckee, California 95734 (916) 587-3896 REGULAR MEETING „^ Monday, November 7, 1983 7:00 P.M. - TDPUD Board Room ADDENDUM TO AGENDA NEW BUSINESS 10. Consideration of resolution approving and directing the filing of the Donner Lake 12.5kV undergrounding Notice of Acceptance of Completion 11. Consideration of resolution approving and directing the filing of the Water system improvements - Tonini Loop, Project 83-1, Schedule B Notice of Acceptance of Completion 12. Consideration of resolution approving and directing the filing of the Water system improvements - Draney Loop, Project 83-1, Schedule A, Notice of Acceptance of Completion 13. Consideration of resolution approving and directing the filing of the grading and paving of the Truckee Substation Notice of Acceptance of Completion C E R T I F I C A T I O N I hereby certify that the foregoing addendum to the 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 interested parties on Friday, November 4, 1983. Susan M. Craig, Deputy Distri Clerk TRUCKEE DONNER PUBLIC UTILITY DISTRICT STATEMENT OF GENERAL FUND - November 2, 1983 Bank Balance - September 29, 1983 $ 28,696.60 Electric Revenue 392,117.49 Water Revenue 53,977.49 Electric Connection Fees 12,060.00 Water Connection Fees 7,800.00 Facilities Fees 82,364.00 Miscellaneous Billings Revenue 2,039.56 Miscellaneous Revenue - Work orders, office 44,849.54 supplies, developer agreements, misc. contract work Standby Revenue 641 .87 Interest Revenue 62,271 .82 Transfer from LAIF 620,000.00 $ 1 ,306,818.37 Approved Billings $ 404,529.04 35987.81 408,516.85 George Cattan - pension plan payments 517.50 Chapman, Mary - expenses for computer conference 500.00 Craig, Susan - reimbursement for expenses for seminar 2.56 Directors - board meeting attendance 913.34 Employment Development Dept. - quarterly report and monthly deposit 2,860.60 Grow, Bruce - expenses to attend meter school 275.60 Employee meals 577.50 Employee telephone 20.97 Hebert, E.W. - PG&E meter school fee 15.00 Hill Construction - progress payments on contract 36,196.20 �^- I.B.E.W. - union dues 461 .00 Petty cash - replenish. fund 281 .63 Placer Credit Union - employee deductions 1 ,445.92 Maass, James - expenses to attend conference 90.03 Refunds: Credit balance on closed accounts 7,851 .47 Refunds: Line extensions 507.93 Social Security Division - monthly contributions 8,234.02 State Board of Equalization - energy surcharge for quarter ended 9/30/83 3,038.88 State Compensation Insurance Fund - workman 's comp. for quarter ended 9-30-83 6 ,371 .80 State Board of Equalization - sales tax for quarter ended 9-30-83 315.70 Tahoe Truckee High School - yearbook ad 50.00 Truckee River Bank - truck loan 805.08 - computer loan 2,569.80 - fed. tax deposit 7,678.43 - LAIF deposits 758,000.00 769,053.31 USDA-REA - payment on loan 1 ,089.52 U.S. Postamster - postage permit no. 1 500.00 - stamps 25.00 - postage meter 900.00 1 ,425.00 West River St. Assessment District - reimbursement for principal and interest payments not made because of bond prepayment 977.39 (1 ,251 ,689.72) Payroll 9-30-83 $ 20,654.38 10-14-83 24,408.78 ( 45,063.16) Bank Balance - November 2, 1983 10,065.49 Bills for Board Approval see attached ( 7,274.47) ( 350,731 .76) Bank Balance after payment of above ( 347,940.74) LAIF transfer to cover above bills 348,000.00 Bank Balance after above transfer 59.26 General Fund Balance in LAIF and Public Time Deposits is $300,512.70 after above transfer BILLS FOR BOARD APPROVAL - Nov. 7, 1983 Total Electric Water General Description Ace Hardware 11.22 11.22 Small misc. tools Airplot 2,850.00 2,850.00 Aerial photos, R. Vail & Assoc. Airsignal 16.00 16.00 Radio service, 10/83 Allied Automotive 64.09 64.09 Misc, vehicle parts Alpha Hardware Co. 186.14 186.14 Shovels American Public Power Assoc. 1 ,397.00 1 ,397.00 Annual dues, 10/83 to 9/84 Atlas Contractors, Inc. 100.00 100.00 Equipment rental J.H. Baxter & Co. 6,160.72 6,160.72 Poles Baucum's Lock & Key 103.91 103.91 Rekey locks Bi-State Petroleum 850.95 850.95 Diesel fuel Blue Cross of No. Calif. 5,626.16 5,626.16 Insurance for 11/83 Cook & Associates 2,213.17 2,213.17 Consulting fees, 10/83 Credit Bureau of Tahoe-Truckee 24.00 24.00 Dues, 10/83, 11/83 D & C Roadside Service 789.32 789.32 Auto maintenance Digital Equipment Corp. 880.00 880.00 Maintenance agreement, 10/83 Digital Systems 844.36 844.36 License and consultation, 10/83 Donner Auto & Truck 3.50 3.50 Auto parts Dowling Tree Service 110.00 110.00 Remove tree Donner Lake reconductoring Duff - Norton 151.00 151.00 Hoist repair Farmer Bros. Co. 75.83 75.83 Coffee, tea, hot cider General Electric Supply 23,330.77 23,330,77 Transformers, clamps, braces, wire Graybar Electric Co. 2,599.86 2,599.86 Tape, ground rod, clamp James Hansen & Assoc. 2,203.68 2,203.68 Consulting fees, 10/83 Hartford Insurance 3,813.00 3,813.00 Pension plan insurance, 10/83 High Country Answering Service 63.75 63.75 Answering service 11/83 Michael Horn 160.00 160.00 Hauling cleanup for D.L. reconductoring House of Printing 402.48 402.48 Office supplies Inter County Title Co. 200.00 200.00 Maps and records J.S. Truckee Rents 110.49 110.49 Rent jumping jack Jordan Business Forms 948.70 948.70 Purchase order forms David Kaiser Enterprises 330.00 330.00 Janitorial services, 10/83 Little's Tree Service 1 ,000.00 11000.00 Remove trees, Donner Lake reconductoring Long's Drug Store 27.90 27.90 Auto maintenance supplies McDonough, Holland & Allen 214.23 214.23 Legal consulting, 10/83 Met-Chem Engineering 258.00 258.00 Soil testing Meter Devices 373.79 373.79 Test switches Mid Sierra Truck & Tractor 388.50 388.50 Auto maintenance & repair, 9/83 Morlock Incorp. 1 ,697.12 1 ,697.12 Electrical ring, keyhole insert A Total Electric Water General Description Mountain Hardware 182.93 182.93 Misc. hardware NEBS, Inc. 39.77 39.77 Graph paper Nevada Communications 273.00 273.00 Radio service & installazion Nevada Miscrographics 1 ,908.76 1 ,908.76 Dry process reader, printer, table Nevada Safety & Supply 141.56 141.56 Blase cones North Auto Parts, Inc. 76.14 76.14 Auto parts, 10/83 O'B's Board 15.05 15.05 Meal Pacific Telephone 1 ,604.08 453.08 1 ,151.00 Phone and telemetry, 10/83 Pac Power 71.86 71.86 Control cover Porter, Simon & Graham 4,084.00 1 ,467.60 2,616.40 Legal services for 10/83 Pitney Bowes 105.52 105.52 Meter tape, scale maintenance agreement Raymond Vail & Associates 630.50 630.50 Substation site plans, aerial photos B.G. Reilly Co. 43.60 43.60 Small tools Record Supply Co. 189.21 189.21 Steel covers Red Star Industrial Services 710.35 710.35 Linen service, 10/83 Sandel-Avery Engineering 650.00 650.00 Maintenance contract for 10/83 A. Milton Seymour 1 ,925.00 1 ,925.00 Consultant fees for 10/17 to 10/31/83 Sha-Neva, Inc. 298.87 298.87 Tahoe Donner road crossing and misc. fill Sierra Pacific Power Co. 542.30 542.30 Poles Sierra Pacific Power Co. 263,386.56'. 263,386.56 Purchased power for 9/83 Sierra Saddle 201.24 201.24 Verdun liners and boots Sierra Sun 14.40 14.40 Ad for temporary clerk Siri Office Supply 338.37 338.37 Office supplies for 10/83 Southern Pacific Transportation 237.00 237.00 Lease rental bill Standard Register 1,080.00 1 ,080.00 Maint. agreement ll/l/83 to 12/31/84, printer Standard Insurance 1 ,200.89 1 ,200.89 Life, disability insurance, 11/83 State Dept. of Health Service 30.00 30.00 Water certificate renewals Sun Printing 34.04 34.04 Office supplies T-TSA 512.00 512.00 Laboratory water sampling, 9/83 Tahoe Heating 146.77 146.77 Repair humidifier A. Teichert Const. 109.13 109.13 6" ductile pipe Tahoe City Disposal 33.00 33.00 Dump loads Tahoe Office Supply 800.00 800.00 Maint. copy machine for one year Tahoe Office Supply 507.65 507.65 Lease payment, lst and last mo. and paper Tahoe Instant Press 114.43 114.43 Office supplies Tahoe Truckee Supply, Inc. 214.63 18.53 196.10 Plumbing and microwave Tippecanoe Press 131 .75 131 .75 Door knob cards Tahoe Truckee Disposal 147.00 147.00 Disposal service, 9/83 Truckee Tahoe Lumber 148.44 148.44 Maintenance supplies Truckee Tire Service 52.00 52.00 Auto maintenance, 10/83 U.S. Government Printing 42.00 42.00 REA books U.S. Rentals 228.75 228.75 Rent backhoe United Parcel Service 17.96 17.96 U.P.S. charges, 10/83 1 1 Total Electric Water General Description Utility Purchasing & Stores 12.00 12.00 Subscription C.R. VanLandingham 12.96 12.96 Reimburse for luncheon Weaver Equipment Co. 65.00 65.00 Maintenance on backhoe Western Nevada Supply 1 ,583.41 1 ,583.41 Pipe, union Withrow Oxygen Service 16.00 16.00 Cylinder service, 9/83 General Pacific, Inc. 1 ,522.58 1 ,522.58 Clamps Wedco, Inc. 1 ,136.69 1 ,136.69 Mounting frame and burndy dies Allied Petroleum 2,582.97 2,582.97 Gasoline 350,731.76 307,330.67 6,955.63 36,445.46 1 i � BILLS FOR BOARD APPROVAL - October 24, 1983 Total Electric Water General Description Intermountain Asphalt Maint. 1768.27 1768.27 Paving residence (laying water lines) Porter, Simon and Graham 5506.20 5506.20 Legal consulting September 1983 Total of above $7274.47 $1768.27 $5506.20 MANAGER'S REPORT NOVEMBER 7, 1983 GENERAL This report is based upon observations made during the past three weeks as well as previous experience as the General Manager. Because of time constraints, it is not as detailed as it could be . FINANCIAL The district is probably in reasonable financial condition. The General Fund currently has approximately $300,000. All restricted funds appear to be intact. The financial statements provided by the accounting department provide the details for both the electric and water departments. Budget figures are available only up to July 31 , 1983. Unless there have been significant changes since then, the water department is operating at a deficit. ORGANIZATION During the past three years there has been only one significant change in the District's internal organization. That was the creation of a separate Customer Service Department. Further re-organization is needed. 1 do not have specific recomendations to make at this time. Further discussions with various members of the staff and union will be required before a revised organization scheme can be presented to the Board. PERS"EL Because of leaves of absence there is a shortage of office personnel at the present time . The office manager is currently in the process of hiring two or three temporary clerks to fill the temporary vacancies. I have requested a meeting with the ISEW Representative to discuss possible changes is the District's health insurance to lower costs while still retaining or possible improving the present coverages. The new insurance program under consideration also provides incentives to limit medical claims to those instances when professional care is really needed. Judging by the number of grievances filed by employees, morale has been extremely low in recent months. The best way to improve morale is through frequent and open discussion with them both individually and collectively. I believe the bitter adversary relationship that has existed with the union can be changed to a partnership with common goals and mutual respect . It takes honesty, integrity, open discussion and genuine empathy for the employee's point of view. In the upcoming negotiations for the 1984 Memorandum of Understanding, the District has an opportunity to make a tremendous improvement in employee morale. The District needs an in-house electrical engineer to provide design service and to act as a superintendent of outside plant activites. This should be a priority personnel action for the new Board. Most if not all the cost of this position will come from savings in electrical consultant fees. FACILITIES The headquarters facilities are woefully inadequate to serve the needs of the District. A three to five year plan should be developed immediatly to rebuild and/or relocate the office and warehouse. The office layout is very inefficient. The roof leaks badly. The inter-office communication system is MANAGER'S REPORT PAGE 2 NOVEMBER 7, 1983 virtually useless. Specifically, I recommend the following: 1 . Design and construction of combined office and warehouse facility that can grow to meet the Districts needs for the next 20 to 30 years. 2. Design and construction of a vehicle storage and maintenance garage for District vehicles. 3. Fencing and landscaping the District grounds for improved security and appearance. 4. As an interim measure, the District should install a modern telephone sytem with zone paging. It should also construct a temporary garage for vehicle service and maintenance. VEHICLES Servicing and maintenance of District vehicles is currently less than satisfactory. I recommend that routine inspection and servicing of District vehicles be done in-house . Major repairs should be made by qualified outside vendors with reputations for honesty and reliability and approved by the manager or superintendent . An unsupervised contract with an outside repair facility can be a license to steal . Specialized vehicles such as the backhoe and linetrucks should be periodically inspected by a qualified specialist. Several of the Districts vehicles need replacement . A list of vehicles that should be replaced is attached to this report. Although not on the replacement list, units 18 and 12 (line trucks) should be considered for replacement. Unit 18 is old and two wheel drive. Its usefulness in Winter is limited. Unit 12, though new, is also a two-wheel drive and is too large for maneuvering on many of our local roads and easements. DATA PROCESSING The District's computer , though originally considered to be a panacea for all of the District's billing, accounting, and record keeping problems, has become to be a problem itself. After being in service more than two years, it is stilt not fully functional . It appears to be plagued with both hardware and software malfunctions. I believe a substantial part of the problems result from inadequate training. At this point in time I do not have specifice recomendations to make. Clearly, the computer must become more trouble free. Both Digital Systems Inc. and Digital Equipment Corp should be consulted by the District management to get at the root causes of our problems. ELECTRIC DEPARTMENT Transformers to upsize the Tahoe-Donner substation are scheduled to ship from Rome, Georgia on November 14. Transit time should be two to four weeks. In the meantime, a new fence has been ordered from Tholl Fence Co. Installation should begin this week. Drawings of the upsized substation have been prepared by Ingo Nikoley. To reduce the District's liability, they should be checked and signed off by a California licensed Electrical Engineer. Weather permitting, the new transformers,reguiators and reclosers should be installed as soon as possible. Other substation improvements will have to wait until late Spring. The paving and ground grid for the Donner Lake Substation are complete. The pedestal for the underground connection to the 12.5 kv bus remains to be installed. Reconductoring of the North Shore feeder is nearly complete. The engineering for this reconductoring was obviously done from old Sierra Pacific drawings. Much additional work (new poles, guys, crossarms, tree removal and trimming, etc) was necessary to make the reconductoring feasible. MANAGER'S REPORT PAGE 3 NOVEMBER 7, 1983 A new 2.5 mva transformer was recently received from Westinghouse. This transformer was ordered ostensibly as a spare for the Donner Lake Substation. It does not match the existing voltages and in my judgement is unnecessary. When the existing Tahoe Donner transformers are replaced, they should be moved to the Donner Lake Substation. The 2.5 mva transformer can be used as an emergency spare for Tahoe Donner until load growth makes it too small for even --- an emergency standby. The real need for the Donner Lake underground is also questionable. Although it adds redundancy to the aerial feed from the substation to the North shore of the lake, this portion of the Donner Lake system is not prone to failure . A more valuable underground project would have been to close the loop around the lake by an underground line through the State Park. This would have enabled the District to feed power to the South and West shores of the lake from either of two directions, thus greatly increasing the reliability of service to these two areas. For the short term, several more reconductoring projects need to be undertaken to increase system reliability. The lines between the Martis Valley substation and the Donner Lake substation should be reconductored as necessary so that in an emergency all of Donner Lake could be fed from the new substation. Similarly, a feeder from Tahoe Donner substation to feeder B should be reconductored so that the upsized Tahoe Donner could feed to or be fed power from the other substations. The feeders emanating from the Tahoe Donner substation and traversing the Northwoods loop need to be upsized in the near future. A 15 mva substation is of limited value if the transmission lines carrying power from the substation are too light to handle the load. WATER DEPARTMENT Work on the Draney loop and Tonini loop projects is essentially complete. The replacement of 220 feet of ancient riveted steel pipe was completed by our water department to allow the necessary relocation of a _- pressure reducing valve in the Tonini loop project . On the North end of South River Street, it seems that we are serving two residential customers through a water line that is not the property of the District . This has resulted in double billing for the same water. For the short term it can be handled by a rate adjustment . The long term solution will require the construction of a new water line. Other water projects that will soon need attention are discussed in the Water Committee Report . OTHER POWER SOURCES Although the District has been allocated 2 megawatts of low cost power from the Western Area Power Administration (WAPA) , getting the power delivered is proving difficult . Ken Peters of Hansen Associates is working on some alternate ideas that may provide a partial short term solution until a power delivery agreement is achieved. The District also must diligently pursue the purchase of power from Stampede Dam. The District's desire to purchase this power has been known to WAPA for about 18 years. A number of other possibilities may exist for obtaining lower cost power. An l �yl MANAGER'S REPORT PAGE 4 NOVEMBER 7, 1983 active liason should be maintained with such entities as WAPA, NID, NCPA, and SPA. As a preference customer , our need for low cost power should be constantly brought to their attention. MILT SEYMOUR Replace: With: Estimated cost. Unit 3 3/4 ton, 4x4, short bed, P.U. $11,000.00 Unit 6 Ford Ranger, 4x4, V6 P.U. 9,000.00 Unit 20 Ford Ranger, 4x4, V6 P.U. 9,000.00 Unit 19 1 ton flat bed with small crane and hydraulic air compressor 20,000.00 a i 2 i f AMS/sMc f 11/7/83 F 1. .��