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HomeMy WebLinkAbout2008-03-19 Min - Board A REGULAR MEETING March 19, 2008 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 6:02 PM in the TDPUD Board room by President Taylor. ROLL CALL: Directors Ron Hemig, Patricia Sutton, Tim Taylor and Bill Thomason were present. Director Joe Aguera, absent. EMPLOYEES PRESENT: Nancy Waters, Ed Taylor, Mary Chapman, Kathy Neus, Scott Terrell, Joe Horvath, Neil Kaufman, Bob Mescher, Ian Fitzgerald, Steve Hollabaugh, Michael Holley and Barbara Cahill CONSULTANTS PRESENT: Steve Gross and Jill Vacchina OTHERS PRESENT: Juanita Schneider, Glenn Merron, Andrew Bell, Cliff Wilson, Doug Grandy, Jenny Goldsmith and Pat Waite CHANGES TO THE AGENDA Michael Holley, General Manager, asked to remove agenda item #8: Consideration of transformer bid award. PUBLIC INPUT Juanita Schneider asked the Directors speak into the microphones so television viewers can hear. DIRECTOR UPDATE Director Hemig would like to work a consent calendar into the schedule. ACTION ITEMS CONSIDERATION OF THE PUBLIC INFORMATION/CONSERVATION MANAGER POSITION a. This matter involves approving the job description, salary range and organization chart. Director Thomason moved and Director Sutton seconded, a motion to adoption job description for the Public Information and Conservation Manager and adopt the salary range 41 ($89,172-$108,384) for the Public Information and Conservation Manager. ROLL CALL: Director Aguera, absent; All other Directors, aye. SO MOVED. Director Hemig moved and Director Sutton seconded, a motion to appoint Director William Thomason as a member of the Board to serve on the interview committee. . ROLL CALL: Director Aguera, absent; All other Directors, aye. SO MOVED. 1 Minutes: March 19, 2008 CONSIDERATION OF A BID AWARD FOR AN EMERGENCY/STANDBY POWER SYSTEM a. This item involves the purchase of emergency generator sets Director Hemig moved and Director Thomason seconded, a motion to find the bid from Cashman Equipment non-responsive; award the purchase of seven emergency generator sets to Cummins Rocky Mountain of Sparks, NV in the total amount of $193,741.70 not including tax; and authorize a budget transfer from the Water Department Facility Fees Fund to the Water Department General Fund for this purchase. ROLL CALL: Director Aguera, absent; All other Directors, aye. SO MOVED. CONSIDERATION OF TRANSFORMER BID AWARD RECOMMENDATIONS. a. This item involves the purchase of electric transformers to meet customer obligations. Item removed from the agenda. CONSIDERATION OF THE REASSIGNMENT THE DEVELOPMENT AGREEMENTS FOR TRUCKEE PALISADES TOWNHOMES (THE TIMBERS) a. This involves the approval of reassigned water and electric development agreements. Director Hemig recused himself as he has represented both the past and present developers. Counsels Steve Gross and Jill Vacchina recused themselves as Porter Simon provides legal service to Scripps. Director Thomason moved and Director Sutton seconded, a motion to authorize the Board President to sign the agreement that assigns the existing water and electric Development Agreements for Truckee Palisades Townhomes (The Timbers) to Scripps Palisades, LLC. ROLL CALL: Director Aguera, absent; Director Hemig, recused; All other Directors, aye. SO MOVED. CONSIDERATION OF AWARDING A CONTRACT TO PERFORM ENVIRONMENTAL CONSULT- ING SERVICES. a. This item relates to securing the services of a firm to monitor and report on compliance with environmental regulations during the summer of 2008 associated with the District's construction projects. Director Hemig moved and Director Thomason seconded, a motion to award the contract to Inland Ecosystems in an amount not to exceed $59,934; and authorize the transfer of $23,304 from COP funds to the Water Department General Fund, $29,020 from Water Facility Fees to the Water Department General Fund and $7,610 from Electric Facility Fees to the Water Department General Fund cover the cost of the contract. ROLL CALL: Director Aguera, absent; Director Sutton, no (has to do with the cost playing a role in the selection process); All other Directors, aye. SO MOVED. CONSIDERATION OF A PROCESS AND PROCEDURE TO BE USED FOR RETAINING PROFESSIONAL CONSULTANTS. a. This item involves defining a process or procedure for hiring of"professional services". Director Sutton requested this item return as part of the review for District Code Title 3 Finance and Accounting. 2 Minutes: March 19, 2008 Director Hemig moved and Director Thomason seconded, a motion to adopt the Process and Procedures for Retention of Professional Services. ROLL CALL: Director Aguera, absent; All other Directors, aye. SO MOVED. WORKSHOPS REPORT FROM THE CONSERVATION COMMITTEE a. This item involves the Conservation Committee report. Doug Grandy, Conservation Committee Chair gave a presentation: • Highlighted the reconciliation of the draft Water & Power Conservation Plan report chapters o Events that lead to development of the Plan at State and District levels o Analysis of opportunities o Different aspects of program delivery o Conclusions and recommendations to the Board for action • Chart of the five bullet points of Resolution 2007-03 and how each chapter applies o The plan needs to satisfy the requirements of the public benefits program related to conservation. o The plan needs to give special attention to assisting low income persons. o The plan must deal with the issue of irrigation water practices. o The plan needs to evaluate the cost/benefit ratio of various conservation methods and recommend those practices that represent the best investment of the District's limited resources. o The District has a preference for established and successful conservation practices. Experimental conservation practices or conservation practices that are still in the experimental or developmental phase are to be avoided. • Drafts of Chapters 7, Loan Profile and 9, Measures Considered will be provided to the Board at the second meeting in April Board discussion: • committee needs to show how the buttlet points are addressed by what they are doing in the chapters. • What is the committee doing on the bullet points • Hope in the last 3 months of the committee year the Board will have an update o what the committee is thinking- where go with load profile and rate design. • Understand that the committee wants a thorough draft of chapters and not just piecemeal. • Maybe the chapters will clarify how the bullet points apply • Committee appointments run out after a year- or is there a time limit? • Committee is to deliver a report at the end of a year. • The committee is comprised of volunteers to provide the PUD with their advise- the Board can accept or reject • Ok with the information and time frame so far • The committee has gotten into complex matters- time devoted to a lot of work DISCUSSION OF AN REQUEST FOR PROPOSAL (RFP) FOR THE ELECTRIC SYSTEM MASTER PLAN a. This item involves an RFP for professional engineering services for this project. Joe Horvath, Electric System Engineer, explained about the need for a new Electric System Master Plan: • Last comprehensive plan was done in 1993 and an update was prepared in 2002 • A new plan should be completed every five years. 3 Minutes: March 19, 2008 A plan provides information on existing District Electric system facilities and current level of services provided to District customers • A plan provides a blueprint for orderly expansion of the District's electric system • A plan evaluate the District's electric facility fees on new development for electric system improvements • A Request for Proposal is needed to access professional engineering services to prepare the plan. Board discussion: • Why is this a workshop- it is a basic need to do • Board should deal more with strategic planning- this is standard- why is it coming to the Board now. • Why did the District miss the five-year revision? Board counts on staff to bring to their attention. Glad it is now to the Board for review and direction. • Who did the original 1993 report? • For selected criteria- staff agreed to include weighting factors in this RFP • Title 3 should include the weighting factors in the process and procedures when modifications are presented. • Staff and the Board agreed that the weighting factors should vary depending upon the project, but that weighting factors should be included in all RFP's. • Finalize the RFP and get it out. DISCUSSION OF A CALL FOR NOMINATIONS TO FILL A VACANCY ON THE NEVADA COUNTY LOCAL AGENCY FORMATION COMMISSION (LAFCO) a. This involves nominations for the next four-year term of a regular(voting) District Member Director Sutton agreed to contact other agencies to see if they would have a possible candidate. DISCUSSION OF THE NEW TDPUD BILLING STATEMENT a. This item involves revisions to the customer billing statement Mary Chapman, Administrative Services Manager, pointed out some of the changes on the billing: • Rearranged information to make it easier to understand • Moved the billing summary to a more prominent position on the page • Increased the size of the message box • Added new lines for the California Solar Initiative and our Green Tag program • Moved the usage chart and data to the back of bill and expanded information to 24 months • Added a usage chart for metered water accounts • Updated the text on the back of the bill and added CA Solar Initiative and Conservation Program information Board discussion: • The information on the back is no longer standard, but now custom with the customer usage graph • Public benefit program information: o Need to show on the back of the statement o How much a customer pays o Mandated by the state o Message needs to go on the part of the statement the customer keeps • Payment policy—bill should be due 19 days after it is dated • Stub comment about Public Benefits should be above on part customer keeps 4 Minutes: March 19, 2008 DISCUSSION OF THE PROPOSED REVISIONS TO DISTRICT CODE, TITLE 4 PERSONNEL a. This involves the revisions made to Title 4 of the District Code Nancy Waters, Human Resources, gave a presentation of major changes and additions: • Chapter 4.01 (adopted in 1982) states that the District has a civil service system, administered by a civil service commission; this statement was rewritten to be more self-explanatory and state that the District's intent is to maintain and administer a fair, comprehensive and equitable personnel system. • Chapter 4.08.024 (1990) Nepotism; revised to state the policy's purpose is to avoid conflicts of interest in employment, business, and financial relationships. • Chapter 4.16 Disciplinary Procedures (1983) o Extended list of causes for discipline o Detailed description of Skelly process, notices and meetings o General Manager will act as the hearing officer o Appeal process allows binding arbitration • New policies: o Cell Phones - provides standards for appropriate use of District cell phones; o Tobacco-free Workplace—complies with state law regarding public buildings; o Workplace Violence—District goal is to provide safe workplace for employees & public. Board discussion: • Reviewed the highlights- no problems • Would like a way to review the two separate documents- amendments- strike out words and new in italics • Civil service- this was adopted due to a law suit • Too complicated- can't tell what changed- so reference • Take the new version of Title 4 and read • Looked at discipline action section- could reference back to the old Title 4 • Language on nepotism and discipline were most substantive changes • Discipline section reads well with more narrative, adding affects of the policy- old version was a one liner. More causes for discipline and terms changed • Need to go more into other areas • Better document to work with- up to date- very supportive • Need to read through a couple times • The numbering system needs to be changed to be consistent with other code titles Counsel Steve Gross made a couple suggestions: • Page 4, 1.4- medical records- separate confidential file- who has access • Page 29, 9.5- moving expense reimbursement- only provide to new employee- not exiting em- ployee • Page 34- Skelly meeting- indicate the meeting could be recorded ROUTINE BUSINESS CONSIDERATION OF MINUTES FOR FEBRUARY 20 AND MARCH 5, 2008. Director Thomason moved, and Director Hemig seconded, that the Board approve the minutes of February 20 and March 5, 2008. ROLL CALL: Director Aguera, absent; All other Directors aye, by voice vote. SO MOVED. 5 Minutes: March 19, 2008 TREASURER'S REPORT Approval of the report: Director Thomason moved, and Director Sutton seconded, that the Board approve the interim report for the month ended February 29, 2008 ROLL CALL: Director Aguera, absent; All other Directors aye, by voice vote. SO MOVED Approval of disbursements: Director Hemig moved, and Director Thomason seconded, that the Board approve the February 2008 disbursements report. ROLL CALL: Director Aguera, absent; Director Sutton, no (feels the Board should approve the checks before they are mailed); All other Directors, aye. SO MOVED. STAFF REPORTS No board comment. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL ON PENDING LITIGATION — GOVERNMENT CODE 54956.9: SIERRA PACIFIC POWER TRANSMISSION RATE CASE- SETTLEMENT AGREEMENT CONFERENCE WITH REAL PROPERTY NEGOTIATOR PURSUANT TO SECTION 54956.8 OF THE GOVERNMENT CODE. PROPERTY: 14630 GLENSHIRE DRIVE. CONFERENCE WITH REAL PROPERTY NEGOTIATOR PURSUANT TO SECTION 54956.8 OF THE GOVERNMENT CODE. PROPERTY: 10695 BROCKWAY ROAD, APN 19-450-54. CONFERENCE WITH LABOR NEGOTIATOR: SECTION 54957.6 OF THE GOVERNMENT CODE. DISTRICT REPRESENTATIVE: MICHAEL D. HOLLEY. EMPLOYEE REPRESENTATIVE: IBEW LOCAL 1245. Director Sutton recused herself as she owns property on East River Street. CONFERENCE WITH REAL PROPERTY NEGOTIATOR PURSUANT TO SECTION 54956.8 OF THE GOVERNMENT CODE. PROPERTY: 10297 EAST RIVER STREET, APN 19-160-34. CLOSED SESSION RETURN TO OPEN SESSION No reportable action. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 10:20 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Tim F. Taylor, sident Prepared by G � C6kir Barbara Cah�41, Deputy District Clerk 6 Minutes: March 19, 2008