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Home My WebLink About2006-11-01 Min - Board REGULAR MEETING November 1, 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 President Hemig. ROLL CALL: Directors Joe Aguera, Ron Hemig, Patricia Sutton, Tim Taylor and Bill Thomason were present. EMPLOYEES PRESENT: Ed Taylor, Mary Chapman, Kim Szczurek, Steve Hollabaugh, Peter Holzmeister, Nancy Waters, Neil Kaufman and Barbara Cahill CONSULTANTS PRESENT: Steve Gross OTHERS PRESENT: Christine Stanley, Al Farrantine, Patrick Flora and Pat Davison PUBLIC INPUT There was no public input. PUBLIC HEARING - AT 7:00 PM OR AS SOON THEREAFTER AS POSSIBLE A PUBLIC HEAR- ING WILL BE HELD FOR THE PURPOSE OF RECEIVING WRITTEN AND OR ORAL COMMENTS FROM MEMBERS OF THE PUBLIC REGARDING POSSIBLE ADOPTION OF AN ORDINANCE AMENDING THE DISTRICT'S CONFLICT OF INTEREST CODE. There was no public input. ACTION ITEMS CONSIDERATION OF AN ORDINANCE AMENDING THE DISTRICT'S CONFLICT OF INTEREST CODE Director Sutton moved and Director Aguera seconded, a motion to adopt an ordinance amending the District's Conflict of Interest Code. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF APPROVING A CODE OF BUSINESS ETHICS POLICY Director Taylor moved and Director Thomason seconded, a motion to approve and adopt the Code of Business Conduct policy. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF APPROVING A POWER SALES AGREEMENT BETWEEN THE DISTRICT AND THE UTAH ASSOCIATION OF MUNICIPAL POWER SYSTEMS RELATED TO THE IPP-3 GENERATION FACILITY. Counsel Steve Gross went over contract definitions and reviewed various sections of the 50 year Intermountain Unit 3 Project Power Sales Contract between Utah Associated Municipal Power systems and Truckee Donner PUD: term, acquisition and construction, payments and debt service, 1 Minutes: Nov. 1, 2006 operations and maintenance of IPP#3, billing and payment, scheduling, transmission, interruption, availability, termination of project, representations and warranties, obligation of participants, transfer of electric energy share, and liability of parties. No action taken. Item will return on November 15, 2006. CONSIDERATION OF PROPOSALS AND POSSIBLE AWARD OF A CONTRACT RELATED TO CONDUCTING A TELEPHONE SYSTEM NEEDS ASSESSMENT Director Thomason recused himself as one of the bidders — Insight Technology Solutions— is his client. Director Aguera moved and Director Taylor seconded, a motion to hire the phone system consulting services of Insight Technology Solutions, Inc. out of Reno, Nevada to perform consulting services for the purpose of acquiring a new phone system of a not to exceed price of $8,400. ROLL CALL: Director Thomason, recused; Director Sutton, no (concerned that a director cannot participate in board activity on this item because of a business relationship); All other Directors, aye. SO MOVED. Counsel Gross clarified that Director Thomason cannot act on the contract, but can act on Insight Technology Solutions' recommendation. CONSIDERATION OF A CLOSE OUT CHANGE ORDER AND RESOLUTION ACCEPTING THE PIPELINE REPLACEMENT PROJECT — 2006 AS COMPLETE AND AUTHORIZING THE FILING OF THE NOTICE OF COMPLETION Director Taylor moved and Director Aguera seconded, a motion to authorize Contract Change Order No. 1, in the amount of a $66,140 credit from Longo Incorporated to the District (making the revised contract amount $1,147,344); and adopt a resolution accepting the District Pipeline Replacement- 2006-Contract B as complete and authorize the filing of the Notice of Completion. ROLL CALL: Director Sutton, abstain (uneasy as project paid by the 2006 COP's); All other Directors, aye. SO MOVED. CONSIDERATION OF PLANS SPECIFICATION AND CONTRACT DOCUMENTS AND ISSUING A CALL FOR BIDS FOR CONSTRUCTION OF THE PIPELINE REPLACEMENT PROJECT 2007 — CONTRACT A Director Taylor moved and Director Aguera seconded, a motion to approve the plans and specifica- tions for the District Pipeline Replacement-2007-Contract A; and authorize staff to begin advertising for Bids with a Bid Opening Date of December 13, 2006. ROLL CALL: Director Sutton, abstain (uneasy as project paid by the 2006 COP's); All other Directors, aye. SO MOVED. CONSIDERATION OF PROPOSALS AND POSSIBLE AWARD OF A CONTRACT FOR JANITOR- IAL SERVICES AT THE DISTRICT HEADQUARTERS BUILDING Director Thomason recused himself as one of the bidders — Dependable Cleaning Service— is his client. Director Taylor moved and Director Aguera seconded, a motion to award the contract for janitorial services, as detailed in the District's RFP, to A Better Clean at a cost of $65,382 annually for a two year contract. ROLL CALL: Director Thomason, recused; All other Directors, aye. SO MOVED. 2 Minutes: Nov. 1, 2006 CONSIDERATION OF CASTING A BALLOT FOR ALTERNATE SPECIAL DISTRICT MEMBER ON NEVADA COUNTY LAFCO Director Sutton moved and Director Aguera seconded, a motion to cast a ballot for Mr. Kurt Grundel, of Penn Valley Fire Protection District to serve as LAFCo (Nevada County Local Agency Formation Commission) Alternate Special District Member. ROLL CALL: All Directors, aye. SO MOVED. WORKSHOP ITEM DISCUSSION OF THE DRAFT BUDGET FOR 2007 As a time saver, Al Farrantine suggested the PUD consider having the developer hire their own engineer to design the electric and use the District staff to review and inspect the design Peter Holzmeister and Kim Szczurek gave a small presentation on Budget information the Board had requested: • District office expense (split between electric and water): maintenance, electric usage and jointly used asset depreciation less building rental income: $527,129 • Broadband budget comparison of 2006$218,198 and 2007 $330,580 • Wellness Program comparison between 2006 and 2007, explaining the change of the expense from the Support Services Dept. to the General Manger Dept. • Standby engineering study to incorporate Glenshire and Donner Lake will be done in house • No current changes on facilities fees • Corporation yard project is waiting for the Town to approve the review Board comments: • Request to add funding for a Water Bottling Study to the Board budget for $10,000 and fund from the Land Sales Trust Fund • Treatment of labor costs for paid time off: stay with current methodology to allocate all costs and remain consistent • Broadband budget 2007: must decide where to cover possible expenses • Request for employee count by position and budget ROUTINE BUSINESS CONSIDERATION OF MINUTES: OCTOBER 4 AND 18, 2006 Director Thomason moved, and Director Taylor seconded, that the Board approve the minutes of October 4 and 18, 2006. ROLL CALL: All Directors aye, by voice vote. SO MOVED. CLOSED SESSION — CONFERENCE WITH LABOR NEGOTIATOR: SECTION 54957.6 OF THE GOVERNMENT CODE. DISTRICT REPRESENTATIVE: PETER HOLZMEISTER. EMPLOYEE REPRESENTATIVE: IBEW LOCAL 1245 3 Minutes: Nov. 1, 2006 RETURN TO OPEN SESSION No reportable action. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 10:54 PM. TRUCKEE ONN PUBLIC UT ITY DISTRICT J. R emig, PresJdent Prepared bya Barbara Cahill, [deputy District Clerk 4 Minutes: Nov. 1, 2006