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Home My WebLink About2007-03-21 Min - Board REGULAR MEETING March 21, 2007 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 7:01 PM in the TDPUD Board room by President Taylor. ROLL CALL: Directors Joe Aguera, Ron Hemig, Patricia Sutton, Tim Taylor and Bill Thomason were present. EMPLOYEES PRESENT: Ed Taylor, Steve Hollabaugh, Mary Chapman, Peter Holzmeister, Nancy Waters, Mark Thomas, Sanna Schlosser, Alan Harry, Ian Fitzgerald and Barbara Cahill CONSULTANTS PRESENT: Steve Gross OTHERS PRESENT: Juanita Schneider, Chris Worcester, Neal Mock, Ellie Hyatt, Pat Waite and Geoff Stevens PUBLIC INPUT Neal Mock gave the Board an update on the agencies that have rejected the UAMPS IPP3 contract and some of the cost escalation in Kwhr between original quotes and current quotes: .�. Heyburn, Idaho and Logan, Utah. CONSENT ITEM CONSIDERATION OF A RESOLUTION AMENDING THE DISTRICT'S RENEWABLE PORTFOLIO STANDARD This item relates to revising the District's current RPS to strengthen its commitment to development of renewable energy sources. Note that this item was previously approved by the Board at the March 7, 2006 meeting and is on the Consent Calendar for resolution approval only. Director Hemig moved and Director Aguera seconded, a motion to approve a resolution adopting the revised Renewable Portfolio Standard ROLL CALL: All Directors, aye. SO MOVED. Director Thomason asked if Closed Session item No. 18, Performance Evaluation: General Manager could be moved up, so in the spirit of public outreach, agenda item No. 19 could be covered earlier in the meeting. The Board's general feeling was to keep the agenda as is and not move items up in sequence. Director Sutton moved and Director Thomason seconded, a motion to postpone agenda item No. 19 to the meeting of April 4, 2007 ROLL CALL: Directors Aguera and Hemig, no; All other Directors, aye. SO MOVED. 1 Minutes: March 21, 2007 ACTION ITEMS (Action item discussions will utilize the following format: (a) staff report, (b) public input, and (c) Board discussion and action CONSIDERATION OF ADOPTING A POLICY DEFINING BOARD MEETING PROCESS. This item relates to establishing a process to promote orderliness and professional decorum at Board meetings. President Taylor distributed a sample of the policy resolution he would like the Board to consider establishing a code of conduct for the Board of Directors: • General- Board shall: o Make decisions based on merit and substance o Conduct business that supports a positive and constructive work place o Prepare in advance of Board meetings o Participate in Board meetings while demonstrating respect, consideration &courtesy • Directors Conduct with One Another o Practice civility and decorum in discussions and debate o Honor role of Board President o Board President shall control communication between Directors, staff and public o Respectful of other people's time- act efficiently. o Staff presents information as a resource to the Directors o District Counsel acts as Parliamentarian to assist the Board President o Board President may limit the time a Director or speaker has to address the Board • Rules Regarding Public Input- Directors shall: o Listen to public input in respectful and civil manner o Not engage presenter in dialog, but at conclusion, discuss and give direction o Limit public to 3 minutes- or as deemed appropriate from the Board President o Public shall be respectful of Board of Directors and other participating in the meeting • Procedural Considerations: annual review and submit questions to staff prior to meeting in order for staff to be prepared to respond at the meeting. • Debate Forum o Discussion and deliberations are to secure mature and reasoned decision on matters appearing on the agenda o Discussion must be relevant to motion o Protocol of agenda item Board discussion: • Three minute limit for public input is too restrictive— ok to say no repetition • Request copies of other agency codes • After public input, the Board gives direction to staff or schedules on an agenda • Defer to Board chair for a decision on how public input should be handled • All communication needs to move through the Board chair • Three minute limit ok • Already have Roberts Rules of Order • Roberts Rules of Order are complex and hard to understand • The Golden Rule extends to public, staff, board- basic courtesy- we are all part of a team • Each Director is 1/5 of the Board 2 Minutes: March 21, 2007 Public input: • Large items should be tabled until all the Directors understand; do not make decisions in a short time • Like the efforts for more civility Director Thomason moved and Director Hemig seconded, a motion to postpone adopting a policy defining Board meeting process to the April 4, 2007 meeting. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF THE PURCHASE OF TWELVE PEN-TABLE FIELD COMPUTERS. This item relates to use of GIS software in the field to provide better tools for crews like tracing, navigation, redlining and inspections. Director Aguera moved and Director Thomason seconded, a motion to approve the purchase of twelve (12) tc4400 HP pen-tablets from Computerland, located at 1315 Greg Street, #103, Sparks, NV 89431 in the amount of $22,952.84, plus taxes. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF A REPORT ON BIDS RECEIVED AND POSSIBLE AWARD OF A CONTRACT FOR THE VEHICLE PURCHASE. This item relates to the purchase of four long bed 'h ton pick-up trucks and one 4WD, SUV. Director Sutton feels the Board should be involved in the bidding process where specifications are presented to the Board, the Board calls for bids and the results are brought back to the Board for action. Director Hemig moved and Director Aguera seconded, a motion to award the bid for the purchase of vehicles to Champion Chevrolet, 800 Keitzke Lane, Reno, NV. in the amount of $99,215.25 plus tax: Schedule A (4- pickups 1-Ton 4 X 4 Cab & Chassis: $77,877.00) and Schedule B (1- 4 X 4 SUV $21,338.25). 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 TRANSFORMERS. This item relates to the District's annual purchase of transformers required to meet our cus- tomer obligations. Director Sutton feels the Board should be involved in the bidding process where specifications are presented to the Board, the Board calls for bids and the results are brought back to the Board for action. Director Hemig moved and Director Aguera seconded, a motion to approve the use of biodegrad- able oil for all District transformers and award Schedules A (Polemount-1 Phase), B (Padmount-1 Phase), C (Padmount- 3 Phase 120/20/v) and D (Padmount- 3 Phase 277/480v) to the biodegrad- able oil transformer vendor Cooper as shown on the attached Bid Award Recommendation table with pricing good for 1 year, subject to 3 quarterly escalation/descalation price adjustments until the end of the contract period. ROLL CALL: All Directors, aye. SO MOVED. 3 Minutes: March 21, 2007 CONSIDERATION OF APPROVING THE ENVIRONMENTAL REVIEW FOR THE ALDER DRIVE PUMP STATION PROJECT. This item relates to possible adoption of the Final Negative Declaration; approval of the project for purposes of CEQA; authorize the filing of the Notice of Determination with the Nevada County Clerk, and the Governor's Office of Planning and Research; adoption of the De Minimis Impact Finding and authorize the filing of the Certificate of Fee Exemption with the Nevada County Clerk; and adoption of a finding that the draft documents as circulated and the Negative Declaration reflect the District's independent judgment. Director Hemig moved, and Director Aguera seconded, that the Board take the following action regarding the environmental review for the Alder Drive Pump Station Project: • Adopt the Final Mitigated Negative Declaration • Approve the project for purposes of CEQA • Approve the Mitigated Monitoring Plan • Authorize the filing of the Notice of Determination with the Office of the Nevada County Clerk and the Governor's Office of Planning and Research • Adopt the DeMinimus Impact Finding and authorize the filing of the Certificate of Fee Exemption with the Nevada County Clerk • Adopt a finding that the draft documents as circulated and the negative declaration reflect the District's independent judgment. ROLL CALL: All Directors, aye. SO MOVED. CONSIDERATION OF CASTING A BALLOT FOR ELECTION OF ALTERNATE SPECIAL DISTRICT MEMBER ON NEVADA COUNTY LAFCO. This matter involves casting a ballot to fill a vacancy on the Nevada County LAFCo representing special districts. Director Aguera moved and Director Hemig seconded, a motion to cast a ballot for Mr. Perea to be Alternate Special District Member of Nevada County LAFCo. ROLL CALL: All Directors, aye. SO MOVED. WORKSHOP ITEMS DISCUSSION OF ESTABLISHING AN EMPLOYEE ASSISTANCE PROGRAM. This item relates to entering into a contract for counseling services available to District employees. Nancy Waters explained that employee assistance programs are a management and employee resource and it is common for organizations to offer this service. The premium is $3 per month per employee, making it affordable for the District. This service is for immediate needs and the stan- dard medical insurance is more for long term counseling services. Board comments: • Is this available to directors? • Would the employee have to go on their own time? • Does this service make recommendations for permanent services? • Covers substance abuse for both drug and alcohol • Good program 4 Minutes: March 21, 2007 • What other companies offer this? • Are there any local agencies who have this program? The Board agreed to bring the employee assistance program back for action at the April 4 meeting. DISCUSSION OF THE PROPOSED DEVELOPMENT OF A NEW DISTRICT CORPORATION YARD. This item involves a discussion of sale of land to finance proposed corporation yard and implementation of phase 1 development plan. Peter Holzmeister: • Presented maps showing the size of the three parcels with all easements and dedicated rights-of-way • Clarify agency providing low and moderate housing: Nevada County Department of Housing & Community Services • How does the Board wish to sell the land: sealed bid process or list with real estate agent? • Some preliminary work needs to be done this year to establish temporary storage. Materials are currently spread over 5 sites. Money could be borrowed funds from Land Sale Trust Fund to get started and repaid by sale of parcels. • Corporation yard will take time: architect to design, survey/topo, tree survey, permits and build • Next agenda action items: o Declare surplus (notice to all agencies) o Authorize appraisal o Reach consensus on method of sale of land o Temporary Storage Plan DISCUSSION OF SALE OF DISTRICT OWNED LAND ON GLENSHIRE DRIVE This item involves sale of land on Glenshire Drive acquired from the Glenshire Mutual Water Company. Peter Holzmeister discussed: • The need for a complete settlement of the Glenshire acquisition costs and revenues • Lowering the current $10.75 monthly surcharge • Seven acres of property is split by Glenshire Drive: there is a building on the north side and the Town of Truckee has said the south side is off limits to build • Glenshire Drive property has been declared surplus, appraised &would like to offer for sale Board comments: • Land use on south side is open space- zoned RC (resource conservation) • If a bid process is used, there needs to be multiple bidders • Agent could bring interested parties • Appraisal should be made public • Refinance the Glenshire debt, pay down to reduce term or pay down to reduce monthly Geoff Stevens of Glenshire Homeowners Association stated that changing the zoning of the Glenshire Drive property would be a long process with the Town of Truckee. 5 Minutes: March 21, 2007 ROUTINE BUSINESS TREASURER'S REPORT Approval of the report: Director Aguera moved, and Director Hemig seconded, that the Board approve the Treasurer's report for the month ended February 2007. ROLL CALL: All Directors aye, by voice vote. SO MOVED Approval of disbursements: Director Aguera moved, and Director Hemig seconded, that the Board approve the February 2007 disbursements report. ROLL CALL: Director Sutton, no (feels the Board should approve the checks before they are mailed); All other Directors, aye. SO MOVED. CONSIDERATION OF MINUTES: JANUARY 30, 2007 Director Aguera moved, and Director Thomason seconded, that the Board approve the minutes of January 30, 2007. ROLL CALL: All Directors aye, by voice vote. SO MOVED. STAFF REPORTS No board action. CLOSED SESSION CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION PURSUANT TO SUB- DIVISION (B) OF SECTION 54956.9 THE GOVERNMENT CASE. ONE CASE. SECTION 54957 OF THE GOVERNMENT CODE. PUBLIC EMPLOYEE PERFORMANCE EVALUATION - TITLE: GENERAL MANAGER. RETURN TO OPEN SESSION No reportable action. ACTION ITEM (Action item discussions will utilize the following format: (a) staff report, (b) public input, and (c) Board discussion and action CONSIDERATION OF AN ORDINANCE INCREASING THE SALARY OF THE GENERAL MANAGER. This item relates to a review of the salary of the General Manager and implementation of findings from the compensation survey conducted by Koff & Associates. The board postponed this item to the April 4, 2007 agenda. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 11:50 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Tim F. Taylor, P ident Prepared by ° �1; Barbara Cahn, Deputy District Clerk 6 Minutes: March 21, 2007