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HomeMy WebLinkAbout2008-05-21 Min - Board REGULAR MEETING May 21, 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 listeninq 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 6:03 PM in the TDPUD Board room by President Taylor. ROLL CALL: Directors Joe Aguera, Patricia Sutton, Tim Taylor and Bill Thomason were present. Director Ron Hemig was absent. EMPLOYEES PRESENT: Kathy Neus, Mary Chapman, Sanna Schlosser, Ed Taylor, Bob Mescher, Neil Kaufman, Scott Terrell, Michael Holley and Barbara Cahill CONSULTANTS PRESENT: Steve Gross OTHERS PRESENT: Juanita Schneider, Dan Warren, Bill Quesnel and one other member of the public. CHANGES TO THE AGENDA General Manager Michael D. Holley asked to remove Closed Session item No. 17, Conference with real property negotiator pursuant to Section 54956.8 of the Government code. Property: 14630 Glenshire Drive. PUBLIC INPUT There was no public input. DIRECTOR UPDATE There were no updates or requests. CONSENT CONSIDERATION OF MINUTES FOR APRIL 16 AND MAY 79 2008 Director Thomason moved, and Director Aguera seconded, that the Board approve the minutes of April 16 and May 7, 2008. ROLL CALL: Director Hemig, absent; All other Directors aye, by voice vote. SO MOVED. ACTION ITEMS AWARD OF PROPERTY AND LIABILITY INSURANCE This item concerns the annual renewal of the District's property and liability insurance. The Board gave Mr. Grand of Marsh Risk direction to return with a quote for additional earthquake coverage in the amount of $5 million. 1 Minutes: May 21, 2008 Director Thomason moved, and Director Sutton seconded, that the Board approve the property and liability insurance renewal package as presented by Marsh Risk & Insurance Services in the amount of $328,712.97 for the period beginning June 1, 2008 through June 1, 2009.. ROLL CALL: Director Hemig, absent; All other Directors aye, by voice vote. SO MOVED. GRANTING OF LEGACY BIKE TRAIL EASEMENTS This item involves providing easements to the Town of Truckee to allow for maintenance of the Truckee River Trail. Director Thomason moved, and Director Aguera seconded, that the Board adopt a motion express- ing its intent to convey easements to the Town of Truckee for the purpose of maintaining the Truckee River Legacy Trail as described in the letter from Dan Wilkins dated July 23, 2007 and its attachments; APN's 19-450-45, 19-450-53 and 19-450-54. ROLL CALL: Director Hemig, absent; All other Directors aye, by voice vote. SO MOVED. CONSIDERATION OF SCHEDULING PUBLIC HEARINGS RELATED TO ADOPTION OF WATER AND ELECTRIC STANDBY CHARGES. This item relates to holding public hearings to consider renewing the existing water and electric standby charges on vacant parcels in the District Director Aguera moved, and Director Thomason seconded, that the Board call for a public hearing on June 4, 2008 at 7:00 PM for the purpose of receiving input on the adoption of water and electric standby charges. ROLL CALL: Director Hemig, absent; Director Sutton, no; All other Directors aye, by voice vote. SO MOVED. VOTING FOR LAFCO: BALLOT FOR ELECTION OF SPECIAL DISTRICT MEMBER This item involves casting a ballot for the election of Special District Member of the Nevada County Local Agency Formation Commission. Director Aguera moved, and Director Thomason seconded, that the Board cast a ballot for Kurt Grundel (Penn Valley Fire Protection District) to serve as Special District Member on the Nevada County Local Agency Formation Commission. ROLL CALL: Director Hemig, absent; All other Directors aye, by voice vote. SO MOVED. APPROVAL OF DEVELOPMENT AGREEMENT FOR THE GRAY'S CROSSING ROUNDABOUT Gray's Crossing Roundabout (at HWY 89 and Alder Drive) Counsel Steve Gross recused himself as Porter Simon represents East West Partners as clients, but does not act on behalf of them in this project. Director Aguera moved, and Director Thomason seconded, that the Board authorize the President of the Board to approve the Development Agreement for the Gray's Crossing Roundabout project with a total estimated value of electric work of $321,000. ROLL CALL: Director Hemig, absent; Director Sutton, no (do not comprehend what this is all about); All other Directors aye, by voice vote. SO MOVED. APPROVAL OF WATER SUPPLY ASSESSMENT FOR THE RAILYARD PROJECT This item involves approval of a Water Supply Assessment for the proposed Truckee Railyard Master Plan Project. Counsel Steve Gross recused himself as Porter Simon represents the developer in this project. 2 Minutes: May 21, 2008 Director Aguera moved, and Director Thomason seconded, that the Board adopt the resolution for the Water Supply Assessment for the Truckee Railyard Master Plan project. ROLL CALL: Director Hemig, absent; Director Sutton, abstain (do not think the Board has considered this as much as they should have); All other Directors aye, by voice vote. SO MOVED. S131 Solar Program Update and Program Change Review of SB 1 Solar Program application process. Director Thomason moved, and Director Sutton seconded, that the Board decrease the 2008 solar rebate dollars by 10%for 2009 ($4.50 per watt installed) and to reduce the 2009 solar rebate dollars by 10% for 2010 ($4.05 per watt installed); and to make all corrections to the Handbook and application as it relates to the new dollar amounts. ROLL CALL: Director Hemig, absent; All other Directors aye, by voice vote. SO MOVED. WORKSHOPS DISTRICT CODE- TITLE 3, FINANCE & ACCOUNTING This concerns proposed revisions to Title 3 of the District Code. Mary Chapman gave a presentation: • Adopted a new Process and Procedure for Retention of Consulting Services • Reviewed at prior board meetings: Financial Goals and Power supply sections • Highlights of major changes: o Transition to 2 year budget cycles with reviews every 6 months o Change from a 5 year capital improvement plan to a 10 year plan o Establish a vehicle and equipment reserve fund o Increase Electric Rate Reserve from $1 million to $3 million o Expanded the audit section o Created language for Government Accounting Standards Board (GASB) o Increased department head purchasing authority from $5,000 to $10,000 per purchase o Increased contractor insurance requirements o Added section allowing for capitalization of "like items" o Improved processes, authorizations and internal controls o Changed from providing monthly financial statements and budget reports to semi-annual reports with Board meeting presentations o Clarified positions that can act in absence of the Treasurer o Updated old banking information o Clarified categories of restricted funds o Clarified that interest earnings can be used to offset principal & interest payment on associated loans o Added language to reference that the District can use a third party vendor to manage the assessment billings and collections Board discussion: • Why wait until 2010 to do a 2-year budget? • In purchasing: why when calling for bids is there only a small display ad in the local paper, but if equipment is not available locally, then an ad is placed in the public notice section? • Change orders- what if the accumulative is more than $15,000, would it come to the board? • In capitalization, the minimum cost for capitalization is not a GAP requirement- but a District policy • Process for consulting services- feel weighting should be included in the RFP 3 Minutes: May 21, 2008 • Have covered 75%of Title 3, Finance and Accounting in the last two months in workshops • Good changes, good job • Suggest restructure language when the Treasurer is gone- add a Board appointed position of Assistant Treasurer to act when Treasurer is absent. • Next step is an action item- but there will still be an opportunity to comment. 2008 CONSERVATION PROGRAMS & MARKETING UPDATE This item is an update on the status of the District's existing conservation programs. Scott Terrell gave a presentation: • District has retained the services of Switchback Marketing & PR to promote the conservation programs in 2008 • Conservation programs: rebates, refrigerator recycling, low/moderate income energy assistance program, green schools & education, green partners (retail, restaurants, hospital- ity), green builder/installer, million CFL, LED holiday light swap • Rebate counts: rebate programs 109, appliance 68, building efficiency 10, residential CFLs 22, business lighting projects 7 • Marketing services plan/promotions: group/organizations partnerships, Home Show, website/outreach (Green Challenge), Green Partners (lighting, pre-rinse spray valves), low- moderate income energy assistance Board discussion: • Good to bring the Board up to date • What is the Green Challenge? • Recently saw something where people submit suggestions on how to reduce energy • Does the CFL 12-pack give away require people to show they are Truckee residents? • District commitment to conservation should show no bounds- anyone interested ought to be entitled to the CFL packs • Good program • Good report • A lot of customers in Glenshire are water customers only- do they qualify for programs? • What is the timing on a rebate- can a person go back five years later? Is there an income limit? • People are not aware of the programs and rebates • Is there enough time in 2008 to roll out all the programs? It would be helpful for the Board to see the rollout schedule. Shelly Purdy of Switchback Marketing explained that the Green Challenge will allow people to par- ticipate in a contest to lower water and power consumption. It lets individuals, businesses and schools to sign up and show how they reduce consumption. TREASURER'S REPORT Approval of the report: Director Thomason moved, and Director Aguera seconded, that the Board approve the month ended March 31, 2008. ROLL CALL: Director Hemig, absent; All other Directors aye, by voice vote. SO MOVED Approval of disbursements: Director Aguera moved, and Director Thomason seconded, that the Board approve the disbursements report through March 31, 2008. ROLL CALL: Director Sutton, no (feels the Board should approve the checks before they are mailed); Director Hemig, absent; All other Directors, aye. SO MOVED. 4 Minutes: May 21, 2008 CLOSED SESSION CONFERENCE WITH REAL PROPERTY NEGOTIATOR PURSUANT TO SECTION 54956.8 OF THE GOVERNMENT CODE. PROPERTY: 14630 GLENSHIRE DRIVE Closed session item pulled from the agenda. CONFERENCE WITH REAL PROPERTY NEGOTIATOR PURSUANT TO SECTION 54956.8 OF THE GOVERNMENT CODE. PROPERTY: 10297 EAST RIVER STREET, APN 19-160-34. Director Sutton recused herself as Sutton Paving owns property on East River Street. RETURN TO OPEN SESSION No reportable action. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 9:08 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Tim F. Taylor, Pr ident Prepared by p Barbara Cahil eputy District Clerk 5 Minutes: May 21, 2008