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Home My WebLink About2005-10-19 Min - Board REGULAR MEETING October 19, 2005 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 per- petually 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 President Hemig. ROLL CALL: Directors Joe Aguera, Ron Hemig, Patricia Sutton, Tim Taylor and Bill Thomason were present. EMPLOYEES PRESENT: Ed Taylor, Mary Chapman, Neil Kaufman, Kim Szczurek, Pat Waite, Nancy Waters, Mark Thomas, Steve Hollabaugh, Peter Holzmeister, Jessica Kosfiszer and Barbara Cahill CONSULTANTS PRESENT: Steve Gross OTHERS PRESENT: Frank & Juanita Schneider, Pat Davison, Shirley Mueller, Jody Sweet and 1 other member of the public PUBLIC INPUT President Hemig wanted to draw attention to the board two articles in the Sacramento Bee: SMUD Aims to Bury Light (move power underground) and Agencies Face Loss of Leaders ACTION ITEMS CONSIDERATION OF (1) A CONTRACT ADDENDUM RELATED TO THE DISTRICT'S PARTICIPATION IN DAMPS PROJECT AND (2) A POOLING AGREEMENT. Director Taylor moved and Director Aguera seconded, a motion to approve the First Amendment to Amended and Restated Agreement for Joint and Cooperative Action with Utah Associated Municipal Power Systems (UAMPS); and to approve the Power Pooling Agreement between Utah Associated Municipal Power Systems and Truckee Donner PUD. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF A PROPOSAL FOR SURVEY WORK AT THE SITE OF THE PROPOSED DISTRICT CORPORATION YARD Director Aguera moved and Director Taylor seconded, a motion to approve tasks three, four and five of the Andregg proposal dated August 30, 2005 in the amount of $8,550 for the survey work at the Corporation Yard: APN's 19-400-13, 19-420-37 & -38. ROLL CALL: All Directors, aye. SO MOVED. 1 October 19, 2005-minutes CONSIDERATION OF A RESOLUTION ADOPTING A NONDISCRIMINATION AND ANTI-HARASSMENT POLICY Director Sutton made a motion to require the Nondiscrimination and Anti-Harassment Policy provide a confidential list of complaints to the board during a stated period of time in order for the board to keep track how the policy is working. There was no second. The motion was not carried. Director Aguera moved and Director Thomason seconded, a motion to adopt the resolution enacting a Nondiscrimination and Anti-Harassment Policy. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF A RESOLUTION AMENDING DONNER LAKE ASSESSMENT FOR NANCY JOHNSON, APN 18-390-24 Director Aguera moved and Director Taylor seconded, a motion to adopt the resolution amending the Donner Lake assessment applied to 13274 Donner Pass Road, APN 18-390- 24 to $10,388.28 (owner Nancy Johnson). ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF CONTINUING THE EMERGENCY ACTION RELATED TO REPLACING A TRANSFORMER AT THE TAHOE DONNER SUBSTATION Director Taylor moved and Director Thomason seconded, a motion that the Board continue the emergency action relating to the Tahoe Donner Substation Transformer. ROLL CALL: All Directors, aye by voice vote. SO MOVED. WORKSHOP ITEMS DISCUSSION OF POSSIBLE ESTABLISHMENT OF A NEW AFTER HOURS CALL ANSWERING SERVICE Dan Otteson with Cooperative Response Center gave a presentation on the company's 24/7 answering and dispatch service: • Serves 143 member electric cooperatives and 42 associate members in 37 states with more that 2.4 million consumers • Membership eligibility includes public utility districts • Values: member-driven, service excellence, fiscal responsibility, employee-focused, communication, teamwork, innovation, continuous improvement and community involvement • Industry expertise in electric utility and unique training programs. • Customized solutions: dispatch, customer care and specialty services • Customer service approach: live interactions, minimize busy signals, automation during extreme call volume, custom outage status greetings, prompt dispatching and record all calls • Personalized services: power outage, lineman check-in, dispatch call and emergency call 2 October 19, 2005-minutes Member Services: product information, update consumer information, generate service, billing questions and handle after hours reconnects Dispatch: quick response to outage restoration, updated outage restoral times and outage status greetings Fees, service pricing and options Shirley Meehler of High Country Communications currently handles the District's after hours calls. She wants to address any issues the District may have with the answering service. The Board agreed they would like to have another workshop to discuss the technology of the Cooperative Response Center and also invite High Country Communication to talk about issues such as use of text paging and response. DISCUSSION OF THE CALCULATION OF BUDGET OVERHEADS Mary Chapman detailed what calculations go into the overheads: • Costs are incurred relating to labor: benefits, vehicle fleet, warehouse and capital projects • To fully capture the cost of performing an activity, costs are spread to capital projects and to operation & maintenance activities through allocations • Process: calculations are done at budget time, flat percentage is used all year round for staff to prepare costs to bill customers & developers, and at year end a complicated allocation process is completed. • Overhead detail figures: labor, transportation, inventory, administrative and construction • Where does the District go from here?: use overhead calculations for billing purposes, overhead float each month, allow accounting software to allocate actual overheads each month so there would not be a balance to allocate at year end, and evaluate at the end of 2006. DISCUSSION OF A DRAFT WATER PIPELINE REPLACEMENT PROGRAM Ed Taylor gave a presentation of the water Department pipeline replacement needs: • Maps of areas with leak history: Tahoe Donner, Sierra Meadows, Glenshire, Prosser Lakeview, Gateway • Length (28.5 miles) and Cost to replace all pipelines identified = $23,353,950 • Current Bond Debt is $1,106,437 and will be complete in year 2021 • Options: continue replacing pipelines at current rate ($500,000/year), bond $8,000,000 & increase rates over 3 years to restore annual replacement fund or bond $24,000,000 & increase rates to cover bond debt. STAFF REPORTS No action taken. ROUTINE BUSINESS ITEMS 3 October 19, 2005-minutes APPROVAL THE MINUTES OF AUGUST 17, SEPTEMBER 15, 21 (REGULAR & SPECIAL), AND OCTOBER 5, 2005 Director Taylor moved, and Director Thomason seconded, that the Board approve the minutes of August 17, September 15, 21 (regular & special) and October 5, 2005. ROLL CALL: All Directors aye, by voice vote. SO MOVED. TREASURER'S REPORT Approval of the report: Director Thomason moved, and Director Thomason seconded, that the Board approve the month ended September 30, 2005. ROLL CALL: All Directors aye, by voice vote. SO MOVED Approval of disbursements: Director Aguera moved, and Director Thomason seconded, that the Board approve the September 2005 disbursements report. ROLL CALL: Director Sutton, no; All other Directors, aye. SO MOVED. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 10:35 PM. TRUCKEE ONN PUBLIC TILITY DISTRICT J. Ron I-Wmig, President Prepared by Barbara Cahil , Deputy District Clerk bhc 4 October 19, 2005-minutes