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HomeMy WebLinkAbout2006-03-15 Min - Board `-` REGULAR MEETING March 15, 2006 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 perpetually 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 7:02 PM in the TDPUD Board room by Vice President Taylor. ROLL CALL: Directors Joe Aguera, Patricia Sutton, Tim Taylor and Bill Thomason were present. Director Ron Hemig, absent. EMPLOYEES PRESENT: Ed Taylor, Jessica Kosfiszer, Mary Chapman, Sanna Schlosser, Neil Kaufman, Jim Wilson, Peter Holzmeister, Steve Hollabaugh and Barbara Cahill CONSULTANTS PRESENT: None OTHERS PRESENT: Mike Kerton, and Frank and Juanita Schneider PUBLIC INPUT Mike Kerton, a member of the Green Building committee, wanted to inform the Board of a new combined heat and power for the home- a hybrid energy technology. He would like the board to consider allowing this energy source to be eligible for net metering where a part or all of the elec- trical requirements of the customer can be supplied from a Climate Energy Micro-CHP System. The Board agreed to have staff look over the information and come back to the board with more information and a recommendation. They also wanted to include input from district counsel. PUBLIC HEARING — AT 7:00 PM OR AS SOON THEREAFTER AS POSSIBLE A PUBLIC HEARING WILL BE HELD FOR THE PURPOSE OF RECEIVING WRITTEN AND OR ORAL COMMENTS FROM MEMBERS OF THE PUBLIC REGARDING POSSIBLE ADOPTION OF AN INITIAL ENVIRONMENTAL STUDY AND PROPOSED NEGATIVE DECLARATION RELATED TO THE DISTRICT'S PIPELINE REPLACEMENT PROJECT- 2006 There was no public comment. Director Sutton moved and Director Aguera seconded, a motion to keep the Public Hearing period open to April 5, 2006. ROLL CALL: Director Hemig, absent; Director Taylor, no; All other Directors, aye. SO MOVED. ACTION ITEMS CONSIDERATION OF A PROPOSAL TO PERFORM FINANCIAL ANALYST SERVICES RELATING TO POSSIBLE ISSUANCE OF WATER SYSTEM DEBT. Director Aguera moved and Director Thomason seconded, a motion to approve Task 1 of the proposal from Sandra McDonald of McDonald Partners dated March 7, 2006 to develop a funding strategy for two new water system projects and costs associated with the Donner lake improve- ments; and evaluate refunding opportunities related to outstanding Certificates of Participation; cost of Task 1 in the range of $10,000 to $15,000. 1 Minutes: March 15, 2006 ROLL CALL: Director Hemig, absent; Director Sutton, no (District did not go out with an RFP; staff made the consultant choice and McDonald Partners consults for the Truckee Meadows Water Authority) All other Directors, aye. SO MOVED. CONSIDERATION OF APPROVING PLANS SPECIFICATIONS AND CONTRACT DOCUMENTS AND ISSUING A CALL FOR BIDS FOR CONSTRUCTION OF THE PIPELINE REPLACEMENT PROJECT—2006 Director Aguera moved and Director Thomason seconded, a motion to approve the plans and specifications for the Pipeline Replacement Project- 2006, Tahoe Donner; and authorize staff to begin advertising for bids with a bid opening date of April 13, 2006. ROLL CALL: Director Hemig, absent; Director Sutton, no (concerned with the District going to bid on a two million dollar project where there is no assured source of funding); All other Directors, aye. SO MOVED. CONSIDERATION OF APPROVING A PUBLIC OUTREACH PROGRAM Director Thomason recused himself from the dais. Pettit Gilwee is one of his tax clients. Director Aguera moved and Director Taylor seconded, a motion to approve the Public Outreach Program for 2006 and authorize District staff to work with Pettit Gilwee Public Relations in implementing the program. ROLL CALL: Director Hemig, absent; Director Thomason, recused; Director Sutton, no (District trying to justify activity- not the intent of the Public Outreach Program; disagrees with how Program has evolved); All other Directors, aye. MOTION FAILED. WORKSHOP DISCUSSION OF THE DISTRICT'S PROCEDURES FOR DEALING WITH NEW DEVELOPMENT Peter Holzmeister gave a presentation about the development agreement process: • Development pays its own way • District does not approve or disapprove development proposals • Developer process: complete application, pay deposit, provide plans and receive District standards • Preparation of the development agreement: plans approved by water and electric planners and engineers, developer requirements established, tasks District will perform, Developer costs to pay • Staff keeps track of time through a work order: Contract Administration Clerk, Planners, Engineers • Project construction: meetings, inspection, District construction, costs recorded • Development agreement close-out: final inspection, final bill, system conveyed to District, easements, bonds, as-builds and project acceptance • Facilities and connection fees: time of collection • Budget overheads: labor, transportation, inventory, administration and construction. ROUTINE BUSINESS 2 Minutes: March 15, 2006 TREASURER'S REPORT Approval of the report: Director Thomason moved, and Director Aguera seconded, that the Board approve the interim report for the month ended January 2006. ROLL CALL: Director Hemig, absent; All other Directors aye, by voice vote. SO MOVED Approval of disbursements: Director Thomason moved, and Director Aguera seconded, that the Board approve the January 2006 disbursements report. ROLL CALL: Director Hemig, absent; Director Sutton, no; All other Directors, aye. SO MOVED. MONTHLY STAFF REPORTS Jim Wilson gave the reasons for recent outages: severe winds, black birds and failed underground switch. CLOSED SESSION CONFERENCE WITH LABOR NEGOTIATOR: SECTION 54957.6 OF THE GOVERNMENT CODE. DISTRICT REPRESENTATIVE: PETER HOLZMEISTER. EMPLOYEE REPRESENTA- TIVE: IBEW LOCAL 1245 RETURN TO OPEN SESSION No reportable action. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 9:58 PM. TRUCKEE NER U IC UTILI ISTRICT J. RoC—Heralla, President Prepared by Barbara Cahill, Deputy District Clerk bhc 3 Minutes: March 15, 2006 Agenda Item # DONNER Public Utility District Staff Report To: Board of Directors From: Peter Holzmeister Date: March 10,2006 Subject: Monthly report MOU Negotiations: Steve Hollabaugh, Nancy Waters and I continue to meet with the Union bargaining committee. We have made good progress, but one item remains unresolved. We will get to talk about this at the meeting on Wednesday, March 15. Broadband: Alan Harry and I are preparing for a workshop which we hope can be scheduled for the evening of Wednesday, March 29. This is a month in which there is an extra Wednesday. Therefore we would like to hold a workshop on Broadband on that evening. Broadband is big enough that it really needs a meeting entirely dedicated to that discussion. Compensation survey: Nancy Waters and I are involved in the compensation survey. Simultaneously, the other districts in the Tahoe area are developing a method to compare full compensation packages. Nancy and I are cooperating with the other agencies by attending meetings and sharing information. COP issue: Mary Chapman and I are working on the new COP issues. This is a matter that will come before the board very quickly and will involve Board action of a series of technical documents. Public outreach: Scott Terrill and I have been working on developing the public outreach program for 2006. This is a matter that will be on the agenda or March 15. Labor Management Committee: Steve Hollabaugh, Nancy Water and I continue to meet monthly with the Labor Management Committee. Topics of discussion include upgrades of employees, assignment of employees and job requirements, and a concern on the part of the Union that certain tasks that the Union considers to be bargaining work migrating to professional staff. Review of development agreement process and policies: I spent time reviewing the development agreement process so we could have a discussion of that topic at the March 15 workshop. Strategic Plan meeting on May 6: 1 have spoken with Bob Rauch about facilitating a discussion of District mission and goal setting. He is available on Saturday, May 6, 2006. 1 hope directors are available on that date. Resignation of Tammie Hoedeman: Tammie Hoedeman has resigned from the position of Senior Accountant/Analyst. We will begin the process of filling that vacancy. Improved monthly finance report: A team of us are working on an improved format for the monthly finance report that goes to the Board of Directors. We want it to be more complete by adding summary information about capital budget items. We hope to present it to the Board soon for your review and comment. Agenda Item # )0r TRUCKEE DONNER DistrictPublic Utility 4o Staff Report To: Board of Directors From: Stephen Hollabaugh Date: March 10, 2006 For the month of: March 2006 ASSISTANT GENERAL MANAGER, ELECTRIC UTILITY MANAGER POWER SUPPLY ENGINEER— Updated by Stephen Hollabaugh Power Supply (future) I attended the UAMPS meeting in February and reviewed an updated SC&E project. This project starts in Jan 2008 and ends March 2009. 1 believe that this is still the lowest cost alternative for the District for this timeframe as was described to the Board at the last meeting. WAPA (Western Area Power Administration): I am also looking into what it will take to have value of the Stampede Generation delivered to Truckee verses having the benefit go to Sierra Pacific. I attended a meeting on March 1, 2006 to discuss this with WAPA. I believe we are making positive progress on this issue. Stay tuned to future updates MOU Negotiation: I have attended several negotiations with the Union. Our current MOU ended at the end of 2005. We are making progress toward a one year MOU with the Union and after the compensation study is completed in 2006, we will have another MOU negotiation for a time period of 2007 forward. ELECTRICAL ENGINEERING — Updated by Joe Horvath 319106 1 have been working on and supervising the electrical line extension designs for numerous developments projects. I have also been reviewing pole attachment applications from Cebridge for new attachments in the Skislope Way area of Tahoe Donner. I continue to prepare and modify electrical construction standard drawings and construction standard units (CUs) for job cost estimating and material staging requirements. In addition, have been modifying the electric SCADA system to incorporate new features and connect to new hardware in District substations. ELECTRIC OPERATIONS & CONSTRUCTION — Updated by Jim Wilson 03107106 Electric Outages: As mentioned in my last report; during the beginning of February the Glenshire subdivision saw four power blinks. The faults occurred on three sunny but cold days and affected the power between the Sierra Pacific substation and our metering point. PUD and Sierra crews searched for the cause of the faults however were unable to locate a definitive cause, however Sierra Power removed a tree that was possibly the problem. There have been no further reports of problems in that area. Pagel of 2 On February 26t" power was lost along West River St., Deerfield Dr. and Coldstream. This was caused by ligght rain causing a flashover of dusty insulators along Deerfield Dr. On February 28t strong winds caused three small outages in the Tahoe Donner area and one outage that affected Keiser St. near Cal-Trans yard and Donner Pass Rd. from the round-a-bout to Armstrong Tract. On the afternoon of March 2"d a black bird caused an outage in the meadow way area, which was quickly restored. Work in Progress: Two more commercial buildings on industrial way were powered up. The Lizondo subdivision in the Armstrong Tract, and phase I of the Donner Crest subdivision on Northwoods Blvd. cable was pulled in and energized. Vacant Positions: The District now has three journeyman lineman positions open since Pat Waite gave notice that he is leaving the District for a position with the Union. We are continuing our search for journeyman linemen in an attempt to fill the three open positions. GEOGRAPHIC INFORMATION SYSTEMS - Updated by Ian Fitzgerald A few new projects the GIS department has begun this year. The first and foremost is the integration of staff members, outside the electric design staff, into the design management process. Beginning this design season, electric work orders, which require designs, will step through 12 stages of completion, with each stage owned by a staff member responsible for the project at that stage. In addition to the project tracking, we have developed, "in-house", a work order management software which will track cost estimates, labor estimates, material estimates, task progress, link documents, and compare estimate costs with actual expenses. The goal is to ensure every staff member involved with a project be on the same page, have access to the same information, and reduce communication disconnects. Infowater, a complex water modeling software package is in the beginning phase of its implementation. The software, we configured, will give water engineers complete access to the GIS water database, in which sophisticated flow, protection, and planning analysis can be performed. It is expected that Infowater will completely be in operations by this summer. Other notable accomplishments this last month: 1. Fire hydrant map books were produced and provided to the Fire District 2. Water conversion is near completion 3. New Electric System wall maps produced. 4. Continuation of Electrical Secondary mapping with Field Redline product. Page 2 of 2 Agenda Item # TRUCKEE DONNER Public Utility District Staff Report To: Board of Directors From: Ed Taylor Date: March 10, 2006 Subject: Water Department Monthly Staff Report Water Department Capital Projects -- District • New Sierra Meadows Pump Station — Construction of this project has not begun and has been postponed until the Summer of 2007 due to other more pressing priorities. Installation of Generators — The 2006 Water Department Budget includes funds for Backup Generation for critical water facilities. It focuses on the seven Hydropneumatic pump stations. Staff is preparing specifications to bid the purchase of the generator units. Old Greenwood Well — The pump and the electrical control system were bid and contract awarded. The delivery time is scheduled for about May 1, 2006. The well should be operational by July 1, 2006. • Brockway Road Transmission Pipeline — The CEQA process has been completed and advertising for Bids has begun. The Bid Open date is set for March 29, 2006 and a pre-bid meeting is scheduled for March 13, 2006. 1 will present a proposal from Inland Ecosystems at the April 5, 2006 meeting to cover construction phase CEQA monitoring. The current project schedule is given below: January 4, 2006—Board Approval of CEQA Initial Study February 1, 2005—Public Hearing on CEQA Initial Study February 15, 2006—Adoption of Final CEQA Document February 15, 2006—Board Authorization to Begin Advertising for Bids. March 29,2006—Bid Opening April 5, 2006—Award of Contract May 1, 2006—Begin Construction • District Pipeline Replacement—2006—The Contract Documents for this project are complete. The CEQA process is ongoing and a public hearing is scheduled for March 15, 2006. It is expected that the CEQA process will be completed on April 5, 2006. 1 will request that the Board authorize advertising for Bids at the March 15, 2006 meeting. The current project schedule is given below: January 18, 2006—Begin CEQA preparation March 1, 2006—Board Approval of CEQA Initial Study March 15, 2006— Public Hearing on CEQA Initial Study March 15, 2006—Board Authorization to Begin Advertising for Bids April 5,2006—Adoption of Final CEQA Document April 13, 2006—Bid Opening April 19, 2006—Award of Contract 1 May 1, 2006—Begin Construction • Interstate 80 Pipeline Crossing at Moraine Road—This issue has been resolved. The District will no longer utilize the westerly highway crossing at Donner Lake above Greenpoint Springs. The easterly crossing from the Biltz Tract to Moraine Road will remain intact and in service. In the event that this pipe needs maintenance in the future, the District will pursue use of a trenchless method such as epoxy lining or pipe splitting. • District Pipeline Replacement — 2007 — I have begun examining the planned pipeline replacement work for 2007. It is expected that some work will be in Tahoe Donner, with other portions in Sierra Meadows, Glenshire and possibly Prosser Lakeview. The GIS budget for 2006 includes LIDAR mapping of the entire District. Completion of this mapping will provide a single topographic map that covers the entire service area and will greatly aid in the future production of design drawings. Water Department Capital Projects— Developers Construction Inspection All construction work has been completed for 2005. Developer Projects —Office Engineering Mike Connell has spent time working on projects submitted by developers. As of March 9, there is no backlog. We are currently awaiting resubmittal on a number of projects. Developer Projects—Construction Inspection Construction by developers is completed for 2005 and construction for 2006 has not yet begun. Other Issues TSD has begun advertising a project to slipline their Tahoe Donner sewer outfall from the intersection of Bridge Street and Indian Jack Road to the intersection of Bridge Street and SE River Street. All of this work is in Town of Truckee right-of-way and TSD will not need easements from the District at this time. TSD is still investigating the remainder of the outfall from Euer Valley Road to Indian Jack Road. A Request for Proposals for Geotechnical Testing Services was issued in January 2006. Eight proposals were submitted and are currently being reviewed. This matter will be presented to the Board at the April 5, 2006 meeting. Water Department — Operations & Maintenance Distribution The distribution crew repaired 5 more mainline leaks. One of the leaks was a major blow out(500 to 600 GPM) over the holiday weekend on Donner Pass Rd in front of Safeway. The crews came in on Saturday to repair the leak. That leaves us as of March 7, 2006 with 11 more leaks on the list to be repaired. Most of these leaks are not even flowing to the surface at this time. The two people assigned to meter replacement changed out another 34 water meters. The rest of the crew time was spent on snow removal. The two people on light duty are doing much needed data entry. They should be back to their normal duties by the end of March. Operations The Operations Crew continues to work on Red Mountain Pump station. The pumps are in and we are waiting for parts to hook them up. The pump station should be on line by the end of March. The new Donner Lake Tank is almost ready to be put on line by the end of March. We are in the middle of changing out the motors and pumps at Ponderosa Palisades to upgrade that hydro station. This project should also be completed by the end of March. Water Quality Water Quality has been working on the backflow program, along with his weekly sampling program. 2 Agenda Item # 10 E DONNER Public Utility District Staff Report To: Board of Directors From: Kathy Neus, Project Manager Date: March 6, 2006 Monthly Activity Report The District's biyearly Wellness program occurred on Thursday Feb 9th, 2006 in TDPUD Board Room from 10:30 — 2:00 pm; there were 26 participants in the Fitness Assessment portion with many others walking through and talking to people in the different booths. The follow-up on the Fitness results will be on Wednesday March 15th with one-on-ones. I have received the appraisal for the Hilltop properties. The District closed on the sale of a parcel on Somerset Dr in Glenshire with the Timinsky Family Trust. The District has hired a real estate agent to handle the sale of the old Del Oro Water Company office building and he has stated that he was hoping to show the property to three prospective buyers. Andregg has also been working on surveying and mapping the distribution and service lines that cross the San Francisco Fly Casters property in Glenshire. This is in preparation for easements for the same. The task should be completed by the end of March. This cleans up the easements for distribution and service lines crossing the Fly Caster's properties. Andregg has submitted to the Town of Truckee the alignment of the new parcels for the new Corporation Yard. At this time, there has been no response but it is early still. have been working on the sale of surplus vehicles, computer and miscellaneous office equipment. We received 13 bids in total for all surplus material. The District received good bids on the vehicles and most of the office equipment was bid on but not for much dollars. In regards to the surplus computer equipment, the prison authorities, computer recyclers said our equipment is to old. Their interest is in computers that run Windows 2000 or newer; most of these computers were Windows 95 or 98.