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HomeMy WebLinkAbout2009-01-07 Min - Board REGULAR MEETING January 7, 2009 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 Hemig. ROLL CALL: Directors Joe Aguera, Jeff Bender, Ron Hemig, John Hillstrom and Pat Sutton were present. EMPLOYEES PRESENT: Neil Kaufman, Mary Chapman, Nancy Waters, Ed Taylor, Steven Poncelet, Rosana Matlock, Bob Mescher, Kathy Neus, Stephen Hollabaugh, Mark Thomas, Michael Holley and Barbara Cahill CONSULTANTS PRESENT: Steve Gross OTHERS PRESENT: Juanita Schneider, Howard Wright and Pat Setter CHANGES TO THE AGENDA There were no changes to the agenda. PUBLIC INPUT There was no public input. DIRECTOR UPDATE Director Bender asked when the work starts for the 2009 District Pipeline Replacement and what the Water Department plans for public notice. Is the District Code update enough for guidelines on public notice? He wanted to call attention to an article in Public Power Weekly on Austin Energy Smart Grid and would like staff to follow how they are doing and update the board periodically and at the end of project in 9-10 months. Director Sutton noticed there is an action item on annual contracts and would like a workshop on this. General Manager Holley said this item will have a presentation that may satisfy her request. ACTION ITEMS APPROVAL OF THE CEQA MITIGATED NEGATIVE DECLARATION FOR THE DISTRICT PIPELINE REPLACEMENT - 2009 PROJECT This item involves the approval of the District Pipeline Replacement CEQA. Director Aguera moved, and Director Sutton seconded, that the Board: • Adopt the Final Mitigated Negative Declaration for the District Pipeline Replacement 2009 project • Approve the project for purposes of CEQA • Approve the Mitigated Monitoring Plan 1 Minutes: Jan. 9, 2009 • 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 De Minimis 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, by voice vote. SO MOVED ADOPT RESOLUTIONS ACCEPTING REVISIONS TO DISTRICT CODES FOR WATER AND ELECTRIC SERVICES THIS ITEM INVOLVES ADOPTING RESOLUTIONS: A. Accepting the revisions to Title 6, Water. Director Bender moved, and Director Aguera seconded, that the Board approve the resolution adopting amendments to the District Code Title 6, Water Service and authorize the President of the Board to sign the resolution. ROLL CALL: All Directors aye, by voice vote. SO MOVED B. Accepting a revision to Title 7, Electric, Section 7.01.010.3, Dispute Resolution. Director Bender moved, and Director Aguera seconded, that the Board approve the resolution adopting amendments to the District Code Title 7, Electric Service, Chapter 7.01, General and authorize the President of the Board to sign the resolution. ROLL CALL: All Directors aye, by voice vote. SO MOVED APPOINT OVERSIGHT COMMITTEE MEMBERS FOR 2006 WATER COP This item involves selecting a Director and a member of CATT to serve on the COP committee to oversee and report to the Board on projects and expenditures of funds. The Board appointed by acclamation Director Jeff Bender to serve on the 2006 COP oversight committee; and Pat Setter of CATT will continue serving on this committee. ADOPT A DIRECTOR'S TRAVEL AND TRAINING PROCEDURE This item involves a policy for Director Travel and Training in compliance with AB1234. Director Bender moved, and Director Aguera seconded, that the Board adopt the amended draft policy and resolution regarding a Director's Travel and Training Procedure. ROLL CALL: All Directors aye, by voice vote. SO MOVED CONSIDERATION OF THE CANCELLATION OF THE BOARD MEETING ON JANUARY 21, 2009 This item involves the cancellation of the second board meeting in January due to Director attendance at a NCPA strategic workshop. Director Aguera moved, and Director Bender seconded, that the Board cancel the regular meeting scheduled for January 21, 2009. ROLL CALL: All Directors aye, by voice vote. SO MOVED APPOINT NCPA COMMISSIONER This involves the appointment of a commission and alternate commissioner to attend Northern California Power Association meetings. Director Aguera moved, and Director Bender seconded, that the Board appoint by acclamation Director John Hillstrom to serve as Northern California Power Association (NCPA) Commissioner, Director Jeff Bender as Alternate Commissioner and Stephen Hollabaugh as the additional Al- ternate Commissioner. 2 Minutes: Jan. 9, 2009 AUTHORIZATION TO TRANSFER FUNDS FROM RESERVE FUNDS TO REIMBURSE THE ELECTRIC AND WATER DEPARTMENT GENERAL FUNDS This item relates to reimbursing the electric and water department general funds for projects authorized in the FY08 Budget Director Aguera moved, and Director Hillstrom seconded, that the Board: • reimburse the electric general fund from the building reserve fund for building improvements in the amount of$13,050.00 • reimburse the water general fund from the water meter reserve fund for project costs to date in the amount of$84,738.45. ROLL CALL: All Directors aye, by voice vote. SO MOVED TRANSFER FROM FACILITIES FEES FUNDS TO REIMBURSE THE ELECTRIC AND WATER DEPARTMENT GENERAL FUNDS This item involves reimbursing the electric and water de- partment general funds for facilities fees projects constructed. Director Hillstrom moved, and Director Aguera seconded, that the Board: • transfer$139,059.03 from the electric facilities fees fund to electric general fund. • transfer$842,541.97 from the water facilities fees fund to the water general fund. • accept the five year report showing that the District does not have facilities fees on deposit that are greater than five years old. ROLL CALL: All Directors aye, by voice vote. SO MOVED CONSIDERATION OF ANNUAL CONTRACTS This item involves the authorization of annual contracts. Director Sutton moved, and Director Aguera seconded, that the Board adopt the amended resolution to dispense with competitive bidding and award the contract to Truckee Tahoe Community Television to provide video services of board meetings for an amount not to exceed $17,600 (includes 10% contingency). ROLL CALL: All Directors aye, by voice vote. SO MOVED Director Sutton moved, and Director Aguera seconded, that the Board authorize the selection of Evergreen Job and Safety Training to provide employee safety training for an amount not to ex- ceed $32,934 (includes 10% contingency). ROLL CALL: All Directors aye, by voice vote. SO MOVED Director Aguera moved, and Director Bender seconded, that the Board authorize the Board President to execute the contracts and authorize the General Manager to issue purchase orders to Truckee Tahoe Community Television and to Evergreen Job and Safety Training. ROLL CALL: All Directors aye, by voice vote. SO MOVED WORKSHOP REVIEW OF INVESTMENT POLICY This involves the annual review of the District's Invest- ment Policy. Mary Chapman gave a presentation: • History o Governmental Accounting Standards Board (GASB 40) describes local government investment reporting requirements and addresses required disclosure of the District's policy relating to the investment of public funds o California State Law: Provides a list of authorized investments and requires delegation of investment duties to be done annually 3 Minutes: Jan. 9, 2009 . The District's policy addressing specific investment priorities and risk are described in Chapter 3.20.012.2 Investments - Statement of Objectives: Safety ("Preservation of Princi- pal"); Liquidity (maturity should meet the District's cash flow needs); Yield (obtain an acceptable rate of return after considering safety of principal and liquidity) • The Treasurer is authorized to invest District funds in the following: US Bank — interest bearing checking or savings; Local Agency Investment Fund — surplus funds; Board approved investments allowed by State law; Temporary investment in money market funds or LAIF pending longer term investment decisions approved by the Board • Reporting: Monthly Treasurer's Report and Quarterly Investment Report • District's policy requires annual policy review for: o Consistency with overall objectives - preservation of principal, liquidity, yield; policy's relevance to current law and financial and economic trends o Diversification of the investments and custodial risk of the portfolio o State Law requires renewing the delegation of authority to the Treasurer to perform investment duties • New Information o November 2008 Investment Report o District investments have not suffered significantly as a result of the turndown in the current market o The December quarterly report will have an update of the change of fair market value of each investment • Future action at the February 4, 2009 board meeting will be to re-authorize delegation of investment authority to the Treasurer for 2009 There was no public input Board discussion: • Is there insurance on the Local Agency Investment Fund (LAIF) • Are the other investment funds liquid • Are we missing an opportunity for interest dollars • Thanks for the report • The Board wanted to continue with LAIF • Is there harm in moving dollars to a money market- are there fees to do this • Good policy/good job DISCUSSION REGARDING CROSS-CONNECTION CONTROL (BACKFLOW) PROTECTION PROGRAM This involves the history, number of customers, the program and future of the program. Ed Taylor gave a presentation: History o The District is required to plan and execute a program of cross-connection control under Federal Public Law 99-339, the Safe Drinking Water Act Amendments of 1986, 1996, 2001; and Title 17 &Title 22 Code of Regulations from the State of California o The District code of regulations, Title 6, addresses cross-connection control with respect to customer service connections and the District's treated water distribution system • Definitions: o Cross-connection is defined as a physical connection, or potential connection, between a public water supply system and a system, or fixture, that could carry a non-potable substance 4 Minutes: Jan. 9, 2009 o Backflow is defined as an undesired reverse flow of any substance into a public water supply • Types of systems or facilities that present potential hazards include: o Sewage Lift/Pumping Systems o Fire Fighting Systems o Irrigation Systems - Commercial o Auxiliary Water Storage/Supply Systems o Solar Water Heating Systems o Photo Processing Equipment o Wells o Sump Pumps o Mortuaries o Hospitals and Medical Offices including Veterinary Facilities o Multi-leveled Buildings o Commercial Laundries o Dry Cleaning Facilities o Boilers o Attachments to hoses to flush antifreeze in cooling systems • Three general methods for addressing cross-connections o Abating the hazard by re-piping or eliminating non- potable substances o Installing an approved backflow prevention device between the District's point of service and the customer's service line o Severing the connection between the customer's service and the District • The type of hazard is divided into three general categories including: o Active Cross-Connection o High Hazard ■ Commonly encountered at commercial properties ■ Include certain types of fire sprinklers, photo processing equipment, etc. ■ All known high hazard situations have been addressed and are monitored per regulations o Low Hazard ■ Found in many commercial locations and in some residences ■ Include sump pumps (not connected in any way to the public water supply system), hydronic heating systems, etc. ■ Largely these types of hazards have not been addressed within the District • Active Cross-Connections o Situations that pose an immediate or on-going risk of contamination to the public water supply and are not permitted under any circumstances o When detected, this type of cross-connection must be severed immediately o There are no cross-connections of this type within the District • Types of systems or facilities that present potential low hazards include: o Wash basins and service sinks o Swimming pools and spas o Food and beverages processing equipment o Ornamental fountains—Water features o Hose bibs o Sump Pumps o Hydronic heating systems • Current Cross-Connection Control Program o There are currently 625 backflow devices in service in the District o Individual customers are responsible for installation, annual testing, and maintenance of backflow prevention devices on their property 5 Minutes: Jan. 9, 2009 o A certified backflow tester charges approximately$50.00 to test a device o Annual testing results are forwarded to the District to verify required testing is done o The District submits an annual report to the California Department of Public Health • To address hazards, the cross-connection control program reviews all new commercial con- struction plans and any commercial building plan upgrades • Next Steps: o Address low hazard conditions o Ongoing Inspection of high hazard sites o Fee structure to cover cost There was no public input. Board discussion: • How much would the District inspection fee be • This was a lot of information • Good workshop and lots of samples • What are come cross connection examples • Some of the current backflow customers may not be happy with a $100 annual fee • What is the fee now • There should be a shared cost between the backflow customers and the rate payers- everyone wants to make sure the water is pure and safe • The community also benefits from the services offered by backflow customers • The Town of Truckee does not tell the PUD what is going on in residential services • Town should provide the PUD with their development code • PUD should not have to preview every residential permit- how can we trigger notification CLOSED SESSION CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9, SUBDIVISION (B), POTENTIAL LITIGATION, ONE CASE. RETURN TO OPEN SESSION There was no reportable action. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 9:31 PM. TRUCKEE DON R PUBLIC UTILITY DISTRICT 14 J. R mig, Pre°sident Prepared by Barbara Cahill.Deputy District Clerk bhc 6 Minutes: Jan. 9, 2009