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Home My WebLink About2006-06-16 Min - Board REGULAR MEETING August 16, 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 7:00 PM in the TDPUD Board room by President Hemig. ROLL CALL: Directors Joe Aguera, Ron Hemig, Patricia Sutton, Tim Taylor and Bill Thomason were present. EMPLOYEES PRESENT: Neil Kaufman, Mary Chapman, Nancy Waters, Steve Hollabaugh, Jim Wilson, Sanna Schlosser, Peter Holzmeister, and Barbara Cahill CONSULTANTS PRESENT: Steve Gross OTHERS PRESENT: Al Farrantine, Pat Davison, Patrick Flora, John Eaton, Pat Waite, Debbie Black and Christian Ray PUBLIC INPUT John Eaton wanted to address three issues: • There will be people to help guide at the McGlashan tour on August 26 • There needs to be a grate to catch water from the seasonal stream near the tank on Donner Lake Road. It is above grade and the water flows along the edge. It needs to be corrected so the water goes through a culvert. • Green Point Springs water is now being collected at two to three devices. It would be better to dismantle the collection to diffuse water flow and infiltration. WORKSHOP ITEM DISCUSSION OF THE DRAFT NEVADA COUNTY 2006 MULTI-JURISDICTION MULTI-HAZARD MITIGATION PROGRAM Dennis Cassella the former Director of Emergency Services for Nevada County put together the Multi- Hazard Program. Mr. Cassella said this does not affect disaster response funding. It is primarily to fund projects that would reduce the risk of threats. In order for an agency to qualify for FEMA funds, they must adopt a risk mitigation plan. Nevada County prepared the report for 32 agencies. The majority of them have already adopted it. The first half of the report identifies the hazards, including the ones in the Truckee area. Nevada County has four significant threats: wild land fire, flooding, severe weather and hazardous materials. The board agreed to bring this back for action at the next board meeting. ACTION ITEMS CONSIDERATION OF SELECTION OF AN UNDERWRITER RELATED TO ISSUANCE OF THE 2006 CERTIFICATES OF PARTICIPATION. Director Aguera moved and Director Taylor seconded, a motion to hire Stone & Youngberg to serve as underwriters for the 2006 Water System improvements certificates of participation financing. ROLL CALL: Directors Sutton, no; Director Thomason, no (against issuance of the COP's); All other Directors, aye. SO MOVED. 1 Minutes: Aug. 16, 2006 CONSIDERATION OF APPOINTING A FIRM TO PERFORM THE AUDIT OF THE DISTRICT'S FINANCIAL STATEMENTS FOR 2006 Director Thomason moved and Director Sutton seconded, a motion to reemploy Virchow Krause to perform the 2006 audit (A133 audit not required) for a fee of $47,000, have the board president send Virchow Krause such notice; and to issue the separate report on the District's core businesses for an additional amount not to exceed $2,500 ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF A REPORT ON BIDS RECEIVED AND POSSIBLE AWARD OF A CONTRACT FOR PURCHASE OF ELECTRIC SYSTEM PAD MOUNT SWITCH GEAR Director Taylor moved and Director Aguera seconded, a motion to award electric system pad mount switch gear Schedules A, B, D, E and F to Cooper Power Systems with pricing good for one year, with each Schedule subject to a one time price increase after the first six months as written in the contract (not less than 5% or greater than 8% of unit price); award is subject to the District's attorney approving the Contract language modifications proposed by Cooper Power Systems; and to order 2 of Schedule B and 1 of Schedule F for a price not to exceed $57,609. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF A REPORT ON BIDS RECEIVED AND POSSIBLE AWARD OF A CONTRACT FOR PAVING SERVICES AT DONNER LAKE Director Taylor moved and Director Aguera seconded, a motion to award the Donner Lake Paving — 2006 project to Teichert Construction, in the amount of $97,670.00; and authorize the transfer of monies from the Donner Lake Surcharge Fund to the Water Department General Fund to pay for the project. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF CASTING A BALLOT FOR ELECTION OF A SPECIAL DISTRICT MEMBER OF NEVADA LAFCO Director Aguera moved and Director Thomason seconded, a motion to cast a ballot for Mr. John H. Drew to serve as a Special District Member on the Local Agency Formation Commission of Nevada County, with a term to expire in May 2010. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF SCHEDULING A PUBLIC HEARING RELATED TO POSSIBLE ADOPTION OF AN ORDINANCE ESTABLISHING AN ELECTRIC FEE SCHEDULE FOR REIMBURSING THE DISTRICT THE COST OF PERFORMING SERVICES REQUESTED BY CUSTOMERS. Director Taylor moved and Director Thomason seconded, a motion to schedule a public hearing on September 6, 2006 related to possible adoption of an ordinance establishing an electric fee schedule for reimbursing the District the cost of performing services requested by customers. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF AN AMENDED BUDGET CALENDAR AND BUDGET PROCESS No official action taken. The Board agreed to accept the amended 2007 budget calendar. 2 Minutes: Aug. 16, 2006 CONSIDERATION OF THE PROCESS FOR REVIEW AND ACCEPTANCE OF THE EMPLOYEE COMPENSATION SURVEY No official action taken. The Board thinks the initial compensation presentation should be in public session. But the actual salary negation process should be in closed session. Pat Davison of CATT encourages a public presentation of the factual study and information. Then a policy discussion of how this applies to a salary range for the District. WORKSHOP ITEMS DISCUSSION OF REPLACING THE DISTRICT'S CURRENT PHONE SYSTEM Mary Chapman talked about the need for a new phone system: • Current system is quite old- purchased in 1993 • Surveyed local agencies: o Some have older systems: Merlin Legend, Lucent Magix, Executone, Lucent o Some have upgraded: Toshiba, Shoretel o Variety of Vendors: Avaya, AT&T, Lucent, CTI Solutions, Inter-Tel • Staff needs o Caller ID o Headsets o Better individual phone options o Clearer connection • Types of systems o Voice Over Internet Protocol o Digital o Hybrid systems (digital and VOIP) Board discussion: • Operations/communication are key to the business • Careful selection of phone options-for example the caller ID • Bid specs need to be more specific • Consider hiring a consultant for a needs assessment and idea of cost • Come back to the board with a plan and a process DISCUSSION OF OPTIONS FOR MANAGING THE DISTRICT'S AFTER HOURS ANSWERING SERVICE Mary Chapman covered information about the after hours answering service: • Current service: High Country sold to Professional Communications Messaging Service (PCMSI) out of Erie, Pa. • Other local agencies use various after hours call solutions. Some have been using High Country or just do not have the same needs as the PUD for a high volume of calls during outages • A company in Chico handles after-hours answering, but they are involved in telecommunica- tions and do not answer after-hours for any electric utilities • Found other answering service agencies who only deal with very large volumes and have various answering centers. • Revisiting the proposal from Cooperative Response Center (CRC) �.- o Familiar with electric industry o Secondary site in addition to main site o Sufficient staffing o Backup to District building in case of local emergency o Interface with outage management 3 Minutes: Aug. 16, 2006 o View incoming phone calls over the internet on real-time basis o Backup call assistance during office hours during outages o Interface with customer billing system after hours regarding customer account o Outage call reporting • Proposals o Stay with PCMSI- similar costs to High County o Transfer to CRC as full member o Transfer to CRC on trial basis o Continue to research for alternative after hours answering services Board discussion: • It is good CRC would be up if the power were out in Truckee • See how Professional Communications Messaging Service (PCMS) will do • There was a loyalty to local company when High Sierra was in business • How do other agencies handle after hours? The Board asked staff to come back with an action item selecting a full membership with CRC and the costs involved. ROUTINE ITEMS TREASURER'S REPORT Approval of the report: Director Thomason moved, and Director Taylor seconded, that the Board approve the month ended July 31, 2006. ROLL CALL: All Directors aye, by voice vote. SO MOVED Approval of disbursements: Director Thomason moved, and Director Aguera seconded, that the Board approve the July 2006 disbursements report. ROLL CALL: Director Sutton, no; All other Directors, aye. SO MOVED. STAFF REPORTS Director Taylor asked what is happening with the Broadband survey. Mr. Holzmeister said an item is scheduled for September 6 for a final look at the survey outline. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 9:55 PM. TRU7DO R PUBLIC1ILITY DISTRICT ,k! . R emd, resident Prepared by a -� Barbara Cahill, Deputy District Cl rk bhc 4 Minutes: Aug. 16, 2006