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Home My WebLink About2004-09-15 Min - Board REGULAR MEETING September 15, 2004 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 perpetu- ally and made available for listening to any interested party upon their request. The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 7:00 PM in the TDPUD Board room by President Maass. ROLL CALL: Directors Joe Aguera, Ron Hemig, James Maass, Patricia Sutton and Nelson VanGundy were present. EMPLOYEES PRESENT: Jim Wilson, Steve Hollabaugh, Tammie Hoedeman, Ed Taylor, Mark Thomas, Neil Kaufman, Alan Harry, Kathy Neus, Ian Fitzgerald, Peter Holzmeister and Barbara Cahill. CONSULTANTS PRESENT: Steve Gross and Glenn Reiter OTHERS PRESENT: Frank and Juanita Schneider, Mike Brown, Charlie White, Bruce Doug- lass, Pettit Gilwee, Tim Taylor, Paul Raymore, Tom Dowling and 4 other members of the public. PUBLIC INPUT There was no public input. CONSENT CALENDAR CONSIDERATION OF A RESOLUTION AUTHORIZING THE DISTRICT TREASURER TO OPEN A BOND ACCOUNT FOR THE CFD RESERVE FUND AT LAIF. CONSIDERATION OF AWARD OF A CONTRACT FOR PURCHASE OF ELECTRICAL EQUIPMENT FOR PROSSER VILLAGE WELL, RICHARDS PUMP STATION AND AIRPORT PUMP STATION CONSIDERATION OF FUNDING INSTALLATION AND OPERATION OF AN ELECTRIC VE- HICLE CHARGING STATION. Director Van Gundy moved and Director Hemig seconded, a motion to approve the consent calendar agenda items as presented ROLL CALL: Director Sutton, no (objects to action items related to Grays Crossing and uncer- tain if the board had authorized the bid for the electrical equipment); All other Directors, aye. SO MOVED. ACTION ITEMS DISCUSSION OF STATUS OF BROADBAND BUSINESS IMPLEMENTATION, POSSIBLE DIRECTION No action taken. 1 Minutes: Sept. 15, 2004 CONSIDERATION OF A REPORT ON THE STATUS OF BIDDING FOR CONSTRUCTION OF THE RED MOUNTAIN TANK, POSSIBLE ACTION AUTHORIZING STAFF TO NEGOTIATE A CONTRACT. Director Aguera moved and Director Van Gundy seconded, a motion to authorize district staff to dispense with competitive bidding with respect with the demolition of the tank portion of the pro- ject and authorize staff to go out and enter into negotiations for this portion of the Red Mountain Water Tank Project. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF CONTRACT CHANGE ORDER NUMBER 2 TO THE NORTHSIDE SERVICE INSTALLATION CONTRACT A PROJECT Director Van Gundy moved and Director Hemig seconded, a motion to authorize Contract Change Order No. 2 for the Installation of Services for the North Shore of Donner Lake-Contract A Project to Hard Line Excavating from the District in the approximate amount of $70,925.00 (installed quantities may differ from those used for the price estimate), bringing the total of their contract to $684,254.25. ROLL CALL: Director Sutton, abstain (problem with new work not contemplated as part of the contract, now becoming a change order); All other Directors, aye. SO MOVED. CONSIDERATION OF CONTRACT CHANGE ORDER NUMBER 3 TO THE DONNER LAKE PIPELINES—2004 PROJECT Director Van Gundy moved and Director Hemig seconded, a motion to authorize Contract Change Order No. 3 for the Donner Lake Pipelines-2004 Project to Jurin Construction from the District in the amount of$37,538.78, bringing the total of their contract to $1,324,044.63. ROLL CALL: Director Sutton, no (concerned about activity next to the wet lands issue); All other Directors, aye. SO MOVED. CONSIDERATION OF ADJUSTING THE SALARY SCALE OF MANAGEMENT AND EXEMPT EMPLOYEES Director Hemig moved and Director Van Gundy seconded, a motion to adopt the amended sal- ary scale for management and exempt employees affecting a 3% increase, retroactive to Janu- ary 1, 2004; and schedule a public hearing on October 6 for an ordinance to consider the salary scale of the general manager. ROLL CALL: Director Sutton, no (feels the negotiated agreement with IBEW does not automati- cally accrue to the management staff, but instead management staff should negotiate directly with the board); All other Directors, aye. SO MOVED. CONSIDERATION OF APPROVING THE WESTERN AREA POWER ADMINISTRATION AS- SIGNMENT OF CITY OF FALLON BASE RESOURCE TO THE DISTRICT Director Van Gundy moved and Director Hemig seconded, a motion to authorize the Board President to sign the Letter of Agreement for Assignment Administration (in substantially the same form) enabling the District to accept assignment of the City of Fallon's Base Resource En- titlement of the WAPA resource; authorize the Board President to sign other WAPA contracts and exhibits as required; and follow an eight step process for assigning City of Fallon Base Re- source Allocation to Truckee Donner PUD. ROLL CALL: All Directors, aye. SO MOVED. 2 Minutes: Sept. 15, 2004 WORKSHOP ITEMS DISCUSSION OF DISTRICT ORGANIZATION ISSUES Glenn Reiter of Reiter- Lowry Consultants gave a presentation of the Business Plan Develop- ment workshop: • Purpose: District is Growing • Response: District Wants to Improve • Phase I — Overview o District Organization o Accounting o The Number of Funds o Job Costing o Purchasing and Warehouse o GIS o Planning and Scheduling o Operations versus Capital Construction o Management Information System Dept o Allocation of Tasks o Warehouse Operations • General Services (Provides Support to the Operating Departments) o Human Resources o Insurance o Risk Management o Safety Programs o Public Information • Finance and Administration o Budgeting o Financial Planning o Rate Analysis o Job Costing o Auditing and Accounting o Management Information o General Service o GIS o IT • Operations o Water o Electric o Broadband • Next Step o Identify Information Required by Board of Directors and Management o Key Indicators for Service Levels o Identify Who Needs What Information by Department o Coordinate With Software Vendor o Integrate GIS into MIS o Customer Service and Call Center o Job Costing/Activity program/Work Order Control/Developer Deposits o Coordinate Work Order System With Job Costing o Financial Plan Model o Budget Reporting and Report Formats 3 Minutes: Sept. 15, 2004 o Capital Funding o Establishment of Funds o Integration of Financial Information with GIS o Tracking/Billing/Collection of Developer Related Expenses o CIP Cost Estimating and Cost Control o Reporting Structure o Management Succession o Management Training o Organization Relations Guide o Staffing Plan o Feasibility of MIS Section o Potential Integration of Dispatching and Call Center • Board Guidance • Policy Drives Cost Board discussion revolved about having adequate staff to perform the work load, setting a time line for the business plan, phasing in the business plan, the need for the board to work with key staff and assurance of high-quality customer service. This workshop is the beginning of a whole organizational process. The goal is to take the resources and spend them wisely to get what the community wants. STAFF REPORTS There were no board comments. Ed Taylor gave a report about a chlorine issue on September 14, 2004 when a valve was inad- vertently left open, allowing chlorine to back flush into the Truckee water system. Required agencies were contacted immediately. There was never any health hazard to the customers and the water quality was well within safe drinking levels. Areas affected were the school, Donner Trails tank, Sierra tank and lower part of Tahoe Donner. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 8:53 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT James Maass President Prepared byL111 � Barbara Cahill, Deputy District Clerk bhc 4 Minutes: Sept. 15, 2004 DONNERTRUCKEE Public Utility District Resolution No. 2004 - 40 AUTHORIZING INVESTMENT OF RESERVE FUND MONIES IN THE LOCAL AGENCY INVESTMENT FUND FOR THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT COMMUNITY FACILITIES DISTRICT NO. 04-1 (GRAY'S CROSSING) WHEREAS, pursuant to Chapter 730 of the statutes of 1916, Section 16429.1 was added to the California Government Code to create a Local Agency Investment Fund in the State Treasury for the deposit of money of a local agency for purposes of investment by the State Treasurer; and WHEREAS, THE Board of Directors does hereby find that the deposit and withdrawal of money in the Local Agency Investment Fund in accordance with the provisions of Section 16429.1 of the Government Code for the purpose of investment as stated therein as in the best interests of the Truckee Donner Public Utility District Community Facilities District No. 04-1 (Gray's Crossing). NOW THEREFORE, BE IT RESOLVED, that the Board of Directors does hereby authorize the Trustee, currently Carl Becker of the Bank of New York Western Trust, of the Truckee Donner Public Utility District Communities Facility District No. #04-1 (Gray's Crossing) to invest Reserve Fund monies in the Local Agency Investment Fund in the State Treasury in accordance with the provisions of Section 16429.1 of the Government Code for the purpose of investment as stated therein, and verification by the State Treasurer's Office of all banking information provided in that regard. BE IT FURTHER RESOLVED, that the Board of Directors authorizes the District Treasurer to execute the Application to Deposit Trustee Bond Proceeds with the Local Agency Investment Fund naming the trustee of the Truckee Donner Public Utility District Community Facilities District No. 04-1 (Gray's Crossing). PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the fifteenth of September 2004 by the following roll call vote: AYES: Directors Aguera, Hemig, Maass and Van Gundy ABSTAIN: None NOES: Director Sutton ABSENT: None TRUCKEE DONNER PUBLIC UTILITY DISTRICT BY. _ Ja eJs A. Maass, President ATTEST: Peter L. Holzmeister, Clerk of the Board