10-17-91 MINUTES
REGULAR MEETING OF THE BOARD OF DIRECTORS
SOUTH TAHOE PUBLIC UTILITY DISTRICT
OCTOBER 17, 1991
The Board of Directors of the South Tahoe Public Utility District met in
a regular session October 17, 1991, 4:00 PM, city Council Chambers, 1900
Lake Tahoe Boulevard.
BOARD OF DIRECTORS:
Chairman Sinclair, Directors Mason,
Mosbacher, Pierini. Director Onysko
arrived at 4:16 PM, during the discus-
sion of Item VII.1.
ROLL CALL
STAFF:
Baer, Solbrig, Mamath, Schroeder,
Gilbert, Miller, Brown, Cartwright,
Hoggatt, Hydrick, Dolan, Attorney Sare
GUESTS:
Ty Baldwin, Keith Klein/City Council,
Gary Midkiff & Jeff Tillman/So. Tahoe
Refuse Co., Duane Wallace
Mr. Casale rescinded his request.
REQUEST TO APPEAR BEFORE BOARD:
PHIL CASALE
None
None (Not present)
Director Pierini requested Consent
Item No.6/Purchasing Policy be
brought forward as Agenda Item VII.9.
Moved Mason/Second Pierini/Onysko
Absent/Passed to approve Consent
Calendar as amended:
COMMENTS FROM AUDIENCE
SHOP STEWARD REPORT
CORRECTIONS TO AGENDA OR CONSENT
CALENDAR
CONSENT CALENDAR
1)
2)
Approved Public Hearing Minutes
of August 15, 1991; and
Regular Board Meeting Minutes
of September 5, 1991.
Approved Notice of Completion
for Material Storage Building.
ST055253
REGULAR BOARD MEETING MINUTES - OCTOBER 17, 1991 PAGE - 2
3)
4)
5)
7)
S)
Approved Notice of Completion
for Stateline Reservoir Rubbing
Strip.
Approved setting time, date and
place for Special Board Mtg. as:
2:00 - 6:30 PM, 11/4/91, City
Council Chambers.
Enacted Ordinance No. 438/Board
Meeting Ordinance Providing for
Time, Place & Rules for Regular
and Special Board Meetings.
Approved Contract Change Order
No. 117 in the amount of $513.56
and approve payment by purchase
order to Don Kennedy in the amount
of $2,345.00/Wastewater Reclamation
Plant Improvements, Contract No. 1
Alta Pacific Contractors.
Authorized staff to obtain quotes
from Byron Jackson Pumps to rebuild
rotating elements/Luther Pass Pump
Station: Pumps 1 & 2.
CONSENT CALENDAR
(continued)
ITEMS FOR BOARD ACTION
Director Mason removed himself from
the d~is due to a potential conflict
of interest.
SOUTH TAHOE REFUSE COMPANY:
DISCONNECTION NOTICE
John Cartwright presented this item.
He reviewed the events/status of the
current disconnection notice. He also
reported on the findings of District
inspectors.
Director Pierini said the Board had
the option to extend the deadline
or take some other course of action.
Gary Midkiff/So. Tahoe Refuse gave a
status report on the District's required
improvements. He said TRPA approval was
still pending, but approval should take
place in the very near future--with
construction to begin, Spring (1992).
He also felt the Refuse Co. had been
responsive to the District's requirements
and progress was being made with the
various regulatory agencies.
ST055254
REGULAR BOARD MEETING MINUTES - OCTOBER 17, 1991 PAGE - 3
Midkiff was questioned about the
ramp which was constructed as part
of the new compactor, the upper
portion of which is exposed to the
elements. Dealing with the ramp
runoff was discussed.
SOUTH TAHOE REFUSE COMPANY:
DISCONNECTION NOTICE
(continued)
Moved Pierini/Second Onysko/Mason
Abstained/Passed to grant a time exten-
sion to October 15, 1992 on the previous
disconnection notice and direct staff to
review the ramp issue and report back to
the Board.
Director Onysko apologized for being
late (during the discussion portion of
this item). He expressed his dissat-
isfaction with the Board for taking
action on items prior to his arrival,
in particular, the Ordinance adopted
on the Consent Calendar. Staff was
directed to place all future Ordinances
on the Action Calendar.
Presented by Ken Schroeder who ex- STEP VAN PURCHASE
plained his reasons to request the
Board rescind their authorization to go
to bid for a backhoe and, instead, allow
the purchase of a step van to store
newly purchased equipment ($45,000/value)
and have it available for emergency use.
He explained the new equipment arrived
after his request for the backhoe and he
felt the need for the step van was
greater than the need for the backhoe and
knew the District could not afford both
at the present time.
Director Mosbacher said this request
caused her to lose faith in his future
requests--especially after they had been
previously approved by the Board. (She
was referring to the purchase of the
backhoe.) She felt the staff should be
consistent with their requests.
Moved Mason/Second Pierini/Onysko,
Mosbacher Voted No/Passed to:
A) Rescind authorization to go to
bid for backhoe; and
B) Authorize going to bid & purchase
of a step van.
ST055255
REGULAR BOARD MEETING MINUTES - OCTOBER 17, 1991
PAGE - 4
Presented by Ken Schroeder, who
updated the Board on the work
accomplished. He requested no
Board action.
ANGORA CREEK CIRCLE WATER MAIN
BREAK
No Board Action.
Presented by Jim Hoggatt who ex-
plained the potential fire hazards in
the construction area and requested the
Board authorize the rental of one water
truck @ approximately $11,000 for fire
protection during construction of the
new steel tank.
LUTHER PASS PUMP STATION - WATER
TRUCK RENTAL
Director Pierini agreed there may be a
fire hazard, but felt the Contractor was
responsible (liable) for fire protection
related to the project. He said the
water truck was a good idea, but would
be reluctant to agree to it. He said
the Contractor should be made aware
of the potential liability and Hoggatt
should discuss this issue with the local
Fire Dept.
Director Mosbacher concurred there
was a fire hazard in the area. She
requested Hoggatt look into the possib-
ility of a "shroud" deflector (protective
device) and to check with the local Fire
Dept. to see if they would be willing
to be on the scene on a standby/maneuver
practice basis.
Moved Mosbacher/Second Pierini/Passed
Unanimously to have staff explore
alternatives covering the Board's
questions/concerns and report to the
Board at the 11/4/91 Board meeting.
Director Onysko removed himself from
the dais due to a potential conflict
of interest.
NEW WATER SUPPLY: HYDROGEOLOGIC
SERVICES
Presented by Rick Hydrick who recom-
mended approval of Hydro-Search Task
Order No. 1 in the amount of $19,509.
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REGULAR BOARD MEETING MINUTES - OCTOBER 17, 1991 PAGE - 5
Hydrick reported on the use of
Seabees (at the request of Director
Mosbacher) and how they could help
the District on this project. He
said they may be able to provide
services related to the construc-
tion end of the test wells and maybe
even the production wells. It would
be in the form of training exercises.
These services would not be the same
as those required of Hydro-Search.
NEW WATER SUPPLY: HYDROGEOLOGIC
SERVICES
(continued)
Moved Mason/Second Pierini/Onysko
Abstained/Passed to approve
Hydro-Search Task Order No. 1
in the amount of $19,509.
Presented by Rick Hydrick. (This
item was discussed under the Program
Manager's Report at the last Board
meeting). Hydrick recommended
adoption of Resolution No. 2554 to
begin the grant/loan process.
COLD CREEK FILTER PLANT:
APPLICATION OF SAFE DRINKING
WATER BOND LAW GRANT/LOAN
Director Mosbacher thanked Hydrick
for pursuing the application. She
said after talking to other agencies,
they had urged her and the Board to
file the application--to allow the
District to take a closer look at
the grant/loan. Director Mosbacher
felt the Board had acted too hastily
and urged the other members to recon-
sider the Board's previous direction
to staff at the October 3rd Board mtg.
Moved Mosbacher/Second Pierini/
Passed Unanimously to Adopt Resolution
No. 2554/Authorizing Application to the
California Dept. of Water Resources for
a Grant/Loan for Funding of the Calif-
ornia Safe Drinking Water Bond Law.
Moved Mason/Second Pierini/Passed
Unanimously to approve a revised
amount of $668,322.95. (This payment
excluded Invoice #09163 in the amount
of $4,513.00 which was removed by
Manager Baer.)
PAYMENT OF CLAIMS
Bob Baer presented the Revised
Purchasing Policy reflecting changes
in the law. He informed the Board the
previous Purchasing Policy had been a
Staff Policy, not a Board Policy.
PURCHASING POLICY
ST055257
REGULAR BOARD MEETING MINUTES - OCTOBER 17, 1991
PAGE - 6
Discussion followed regarding pur- PURCHASING POLICY
chasing practices and contracted work (continued)
done in Alpine County and issues covered
in the Alpine County Grand Jury Report.
Moved Pierini/Second Mason/Passed
Unanimously to approve the amended
Purchasing Policy as presented--with
the understanding the General
Manager will bring the Amended
Purchasing Policy to the attention
of the Manager of Land Application
for all Alpine County work. (Policy
becomes a part of these minutes by
reference herein as Attachment A.)
Public Information - Director Onysko
thanked Diane Gilbert for her partici-
pation and representation of STPUD at
the recent local Children's Fire Fest.
BOARD MEMBER COMMITTEE REPORTS
Director Mosbacher also thanked Diane
Gilbert for her work in investigating
the options for disposing of used
toilets being replaced under the Low
Flow Toilet Program.
BOARD MEMBER REPORTS
Director Sinclair expressed his
continued concerns about multiple
families living in single-family
residences. During the discussion,
a second problem was brought to
light: the Board felt staff should
investigate the City's T.O.T. list
for properties which are shown as a
residence with the District, but
listed as a vacation rental (com-
mercial) on the City's T.O.T. list.
Director Sinclair also noted the
91-92 delinquent account collections
had dropped off. Manager Baer said
he was in the process of hiring a
personnel/safety manager. (The Col-
lection Officer has been functioning
as the Safety Officer which took time
away from collections.) Baer also
felt the additional delinquencies might
be due to recently going to monthly
billing payments.
ST055258
REGULAR BOARD MEETING MINUTES - OCTOBER 17, 1991 PAGE - 7
Manaqer:
Manager Baer reported on two items:
STAFF REPORTS
1) the Loop Road EIR/EIS had not
passed the TRPA Advisory Planning
Commission, but will be brought back
to them next month;
2) he had attended the Redevelopment
Agency Quarterly meeting where the
District's new water tank was discussed
and if it affected the "Monterey Agmt.".
Attorney:
Attorney Sare reported on the following:
1) Redevelopment Meeting: Embassy
Suites representatives expressed their
appreciation to the District for all the
hard work and perseverance in adopting
a fair and equitable Water Connection
Fee Ordinance. They apologized for any
misunderstandings and will pay & comply
with the Ordinance, without protest and
without request for set-off.
2) Aqueduct I: Representatives had
approached him about a ditch the District
has across certain portions of land they
had purchased from Dressler (Alpine
County) with a request to relinquish
District rights to spread effluent on the
land. Sare advised the Board regarding
District's effluent water rights, deed to
easements, surveys, aerial photos, and
various related costs. It was the con-
sensus of the Board for staff to spend
NO time on this matter.
3) New Clean Water Grant Act: Informed
the Board of his planned trip to
Washington D.C. to pursue the proposed
grant funding.
4) Affordable Housinq: Said he was
contacted by a developer who wanted to
put in affordable housing, but was ob-
structed by the City & TRPA. Attorney
Sare said the developer was very
discouraged with the City and TRPA and
backed-off.
10/21-25 - General Mgr. out of town
for the HDR Claim
10/29/91 - 5:45 PM, Candidates Night
@ City Council Chambers
11/04/91 - 2:00 PM, Special Board Mtg.
(Public Meeting)
11/8 & 9 - CASA @ Monterey
NOTICE OF FUTURE MEETINGS
ST055259
REGULAR BOARD MEETING MINUTES - OCTOBER 17, 1991 PAGE - 8
6:18 PM
None
6:35 PM
ADJOURNMENT TO EXECUTIVE SESSION
Section 54957.6 (a)/Discussion
with designated representative
regarding the salaries, salary
schedules, or compensation to be
paid to District's represented
and unrepresented employees -
WASTEWATER OPERATIONS MANAGER
POSITION
ACTION TAKEN ON ITEM DISCUSSED
IN EXECUTIVE SESSION
/iADJOURNMEN~T
ATTEST:
PAT A. MAMATH, CLERK OF BOARD
SOUTH TAHOE PUBLIC UTILITY DISTRICT
ST055260
Attachment A
TO:
FR:
Richard Solbrig
Program Managers
Supervisors
Bob Baer, General Manager
Linda Brown, Purchasing Agent
RE: S.T.P.U.D. Purchasing Policy (as approved by the Board of
Directors at their regularly scheduled meeting Oct. 17, 1991.)
Listed below are the guidelines for the purchase of materials,
services, or for new construction projects or projects for
alteration, maintenance or repair; to be used by all employees of
the South Tahoe Public Utility District. All costs should be
considered including sales tax, freight and installation for the
"purchase" price indicated in this policy.
For architectural, engineering, land surveying, construction
management and other professional services; a purchase order is
required as indicated in this policy. However, selection will be
based upon qualifications rather than pricing - see the District's
Consultant Procurement Guideline.
LOCAL PURCHASES $0.00 - $499.99
Local purchases can be made without the use of a purchase order.
All invoices or receiving copies must be approved by the crew
supervisor. The budget category where the item will be used shall
be identified and the invoice or receiving copy shall be given to
the Accounts Payable Clerk.
If no invoice or receiving copy is issued by the vendor then the
person making the purchase shall be responsible for submitting a
completed requisition to the Accounts Payable Clerk.
Local purchases are defined as those purchases made within the
District service boundaries and include the Stateline and Kingsbury
areas. Any purchase outside these defined areas are not considered
local purchases.
10-91
ST055261
OTHER PURCHASES $0.00 - $1,999.99
A purchase order is required for all non-local purchases and for
all local purchases of $500.00 or more.
The Purchasing Agent at his/her discretion may waive the use of a
purchase order based on the following criteria:
2.
3.
4.
Price will not exceed $100.00
PO not required by vendor
Credit card purchase
Completed service job or other type of purchase
In all cases, a completed requisition shall be approved by the
Supervisor or Program Manager prior to submitting the same to the
Purchasing Agent who will place the order.
PURCHASES OF $2,000.00 - $ $4,999.99
A purchase order is required. A completed requisition shall be
approved, by either the General Manager, Assistant Manager or the
Finance officer prior to submitting the requisition to the
Purchasing Agent. In the absence of the Manager, Assistant Manager
or Finance officer; a Member of the Board of Directors Finance
Committee should be contacted for approval of any purchases that
could be considered an emergency or when the health and welfare of
the community is involved.
PURCHASES OF $5,000.00 - $9,999.99
District Staff will obtain 3 competitive quotes for any budqeted
purchase. The purchase must be approved by the General Manager,
who will then report the purchase to the Board of Directors.
District Staff will obtain or will request authorization from the
Board of Directors to obtain 3 competitive quotes for any
unbudqeted purchase. Staff will then submit that information along
with recommendations to the Board of Directors for review and
approval.
10-91
ST055262
PURCHASES OF $ 10,000.00 AND ABOVE
Public bidding procedures will be followed as outlined in the
Public Contracts Code, and as directed by the Board of Directors·
The Program Manager will submit to the Purchasing Agent a set of
completed specifications for the goods or services to be bid. The
Purchasing Agent will assist the Program Manager making the request
for bids in developing specifications if necessary.
The Program Manager in conjunction with the Purchasing Agent will
request authorization to call for bids from the Board of Directors.
The Purchasing Agent will conduct the bidding procedures in all
cases except those that are conducted by the Engineering Division
or outside consulting firms.
Those bids opened by the Purchasing Agent will be evaluated with
the assistance of the Program Manager, prior to submitting the bids
to the Board of Directors for award.
EXCEPTIONS TO BIDDING
In any of the following instances, the Purchasing Agent may
dispense with the requirements of bidding:
1. When the commodity can be obtained from only one vendor.
When the commodity being purchased is required to match or be
compatible with other furnishings, materials or equipment
presently on hand and the purchase is made from the
manufacturer or supplier who supplied other such furnishings,
materials or equipment.
When the Board of Directors determines that due to special
circumstances, it is in the District's best interest to
purchase a commodity or enter into a contract without
compliance with the bidding procedures.
When a particular type or make of commodity or furnishing,
type of material, or equipment has been standardized by the
District by order of the Board of Directors.
10-91
ST055263
EXCEPTIONS TO PURCHASE ORDERS
A requisition or purchase order is not required for:
Payroll Tax, Deduction or Benefit Payments
Utility bills (unless a new service or cancellation of service is
requested)
Bulk Fuels
Debt Service Payments
Tax, Mitigation and Operating Fees
Continuing Rent or Lease/Purchase Payments
Continuing Service Contracts less than $500/annually
Laboratory Testing
Customer Refunds
Insurance Claim Payments
The District's Attorney Fees
Subscriptions (Employee name or title should appear on all mailing
labels)
Travel Expenses (Fill out a Request for Travel Checks or Business
Expense Claim Form)
Or Other Authorized Renewals or Continuing Payments
10-91
ST055264
ADMINISTRATION
Bob Baer
Pat Mamath
ENGINEERING
Rich Solbrig
Jimmie Hoggatt
Mary Rudokas
Chris Twomey
Rich Vonderscher
Gene Eppler
Diane Gilbert
MAINTENANCE DEPARTMENTS
Ken Schroeder
Randy Curtis
Paul Carrion
Chris Christianson
OPERATIONS DEPARTMENTS
Ross Johnson
Jerry Sills
Barrie Lindsay
Dennis Longhofer
Terry Powers
WATER OPERATIONS
Rick Hydrick
Phill Torney
FINANCE DEPARTMENT
Kay Taylor
Carol Swain
Linda Brown
Bob Eppler
John Cartwright
BOARD COMMITTEE
10/91
PURCHASING AUTHORITY
General Manager
Clerk of Board
Assistant Manager
Construction Manager
Staff Engineer
Associate Engineer
Engineering Tech.
Land Application Mgr.
Public Info. Officer
Maintenance Manager
Hvy Maintenance Supv.
Equipment Repair
Undergrnd Repair Supv.
Electrical Supervisor
Wastewater Manager
Chief Senior Operator
Senior Operator
Senior Operator
Senior Operator
Lab Supervisor
Water Manager
Pump Crew Supervisor
Finance Officer
Accountant
Data Processing Mgr.
Purchasing Agent
Customer Service Mgr.
Collection Officer
When authorized by a
majority vote of the
board
UP TO BUT
NOT INCLUDING:
$10,000. If budgeted
2,000.
5,000.
2,000.
2,000.
500.
500.
2,000.
500.
2,000.
500.
200.
500.
500.
2,000.
2,000.
500.
500.
500.
2,000.
2,000.
500.
5,000.
2,000.
2,000.
1,000.
2,000.
500.
As decided
ST055265
Fee Size
$0 to staff
authorization
(list 2)
CONSULTANT PROCUREMENT GUIDELINE
Involvement Procedure
Staff Staff contact of consultant
on pre-approved list 1
Over $10,000
(list 3)
Approval of
Board of
Directors
Formal RFP sent out to all
on District's list 1, plus
advertisement in Tahoe
Daily Tribune
LISTS
List of companies which are qualified in type of work to be
done, and who can provide adequate insurance as requested.
Staff authorization level currently $0 to $10,000
Subject to increase if staff authorization is increased.
Lists initially established
advertisement in Tahoe Daily
approved by Board of Directors.
from
Tribune
informal contacts, and
and Sacramento Bee, and
Note: Consultant selection based upon "demonstrated competence and
professional qualifications"
10/91
ST055266
BOARD MEETING
GUEST SIGN-IN SHEET: (~lease print)
PHONE NUI,1BER: NAME:
ADDRESS.
NOTE:
COMPLETION OF THE ABOVE INFORMATION IS VOLUNTARY AND NOT A
PRECONDITION FOR ATTENDANCE. $T055267