The URL can be used to link to this page

Home My WebLink About2012-05-02 Min - Board REGULAR MEETING May 2, 2011 In accordance with District Code Section 2.08.010 the TDPUD minutes are action only minutes All Board meetings are recorded on a digital format which is reserved perpetually and made available for listening to anv 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 6:00 PM in the TDPUD Board room by President Laliotis. ROLL CALL: Directors Joe Aguera, Laura Clauson Ferree, Ron Hemig, and Tony Laliotis were present. Director Jeff Bender was absent. PLEDGE OF ALLEGIANCE Director Aguera led the Board and public in the Pledge of Allegiance. EMPLOYEES PRESENT Steve Hollabaugh, Rosana Matlock, Nancy Waters, Bob Mescher, Neil Kaufman, Steven Poncelet, Michael Holley and Barbara Cahill CONSULTANTS PRESENT None OTHERS PRESENT Juanita Schneider, Scott Parker and Bob Ellis CHANGES TO THE AGENDA General Manager Holley stated there were no changes to the agenda. PUBLIC INPUT DIRECTOR UPDATE Director Ferree said her official last day is June 1, 2012. CONSENT CALENDAR CONSIDERATION OF APPROVING THE NCPA AND TRUCKEE DONNER PUBLIC UTILITY DISTRICT POWER MANAGEMENT AGREEMENT AMENDMENT NO. 5 This Amendment between NCPA and TDPUD extends the term of the Power Management Agreement for Scheduling services to June 30, 2013. CONSIDERATION OF APPROVING A RESOLUTION FOR THE NCPA LEGISLATION AND REGULATION PROGRAM AGREEMENT This item involves an NCPA L&R Program Agreement. 1 Minutes: May 2, 2012 CONSIDERATION OF THE AWARD OF A CONTRACT FOR PROPERTY, LIABILITY AND WORKERS' COMPENSATION INSURANCE This item concerns the annual renewal of the District's property, liability and workers' compensation insurance. CONSIDERATION OF AN EXTENSION TO THE FUEL CONTRACT WITH WESTERN ENERGETIX This item involves extending the current contract with Western Energetix to provide gasoline and diesel for District vehicles. Director Hemig moved, and Director Ferree seconded, that the Board approve the consent calendar. ROLL CALL: Director Bender, absent; All other Directors aye, by voice vote. SO MOVED ACTION ITEMS CONSIDERATION OF A PROPOSED NEGATIVE DECLARATION AND ENVIRONMEN- TAL INITIAL STUDY FOR THE 2012 WATER MASTER PLAN UPDATE This item involves a review of the 2012 Water Master Plan Update CEQA Initial Study and related actions. Director Hemig moved, and Director Ferree seconded, that the Board: Authorize staff to file the proposed Negative Declaration and environmental Initial Study with the Office of the Nevada County Clerk • Authorize staff to file the proposed Negative Declaration and environmental Initial Study with responsible and interested agencies and with the State Clearinghouse Authorize staff to publish a notice of public review period on the proposed Negative Declaration • Set a public hearing date of June 6, 2012 ROLL CALL: Director Bender, absent; All other Directors aye, by voice vote. SO MOVED WORKSHOPS DISCUSSION OF POSSIBLE REVISIONS TO THE DISTRICT CODE AND DISTRICT BYLAWS This workshop involves updates, additions, and clarification of District code sections and to District Bylaws. Rosana Matlock and Robert Mescher gave a presentation: • Board periodically reviews and updates District Code and District Bylaws o New or changed Board policies o New applicable laws and regulations o New or changed District procedures • Bylaws revised in 2007 • Board completely updated code in 2010 • Staff has reviewed District Code and District Bylaws • Staff recommends changes and updates in a few general areas in order to: o Conform to industry standards and current practices o Describe the current employee and retiree benefits o Clarify existing code 2 Minutes: May 2, 2012 o Tighten the District's credit policy Proposed Changes to Code o To conform to industry standards and current practices ■ Chapter 3.10 Capitalization limits ■ Chapter 3.16 Treasurer's reporting requirements ■ Chapter 5.12 General Manager authorized to adjust connection fees for reconnections ■ Chapter 7.83 Renewable Portfolio Standards ■ To describe the current employee and retiree benefits ■ Chapter 4.07 employment and post-retirement benefits ■ No Changes to benefits o To clarify existing code ■ Chapter 5.01 definition of a "Co-Signer" ■ Chapter 5.09 customers' responsibility to notify the District ■ To tighten the District's credit policy ■ Chapter 5.02 deposit waiver conditions ■ Chapter 5.04 deposit payment requirement for more than two 48-hour Notices in 12 months ■ ufficient funds payments or failure to comply Chapter 5.12 ramifications of non-s with District rules, regulations and code • Bylaws require an update to be consistent with District Code o Allows documents and notices to be provided via electronic format ~- o Clarifies that the Board appoints Treasurer, Assistant Treasurer, and Accountant o Updates the order of business of Board meetings There was no public input. Board discussion: • Perfect explanations • Good to update and make clear • As much as possible, provide customers with a much information as possible with policies that apply to them • Good attention to detail • Is the capital limit for all but District land • 5.12.050.5 what does existing and operational water service mean • Why was there a change of language to medical benefits • Good to tighten the credit policy to avoid collections and write offs • Addition of language about water and electric rates being at sole discretion of the District • Good for District to keep up with the code and to update • Deposit for residential customers is now more consistent- now all new residential customers must have a deposit with only a couple exceptions • Electronic Funds Transfer can help people to pay their bill on time and keep down collections • The credit letter from a utility is now deleted 3 Minutes: May 2, 2012 DISCUSS THE STATUS OF WATER SYSTEM SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) REPLACEMENT PROJECT This item involves an update of the Water SCADA system project. Mark Thomas gave a presentation: • SCADA systems were built in the early 1990's o Three systems include the District's main area, Glenshire, and Donner Lake o Systems normally last 6 to 10 years o Current systems are not expandable and cannot interact with each other o Do not meet current industry standards • In July 2009, the Board awarded a contract to Carollo Systems for engineering services o Phase 1 dealt with collection of system information and evaluation o Phase 2 involved design, specifications and cost estimates Carollo Systems has compiled a Technical Memorandum (TM) with the results of Phase 1 and 2: o Why the District should upgrade o General and basic SCADA system requirements o Network communication design o Integrated energy management features o Remote terminal unit (RTU) design o Specifications for bidding of system components o Work breakdown structure of construction and implementation of Phase 3 M o Engineer's cost estimate for Phase 3 • Staff has reviewed the TM and recommends the following proposal o Dividing Phase 3 into 4 parts o Performing implementation services of Phase 3 with in-house labor and an outside panel fabricator • Dividing Phase 3 into 4 parts enables: o Ability to spread total cost over time o Flexibility of development o Increase project control o Significant cost savings of $670,000 from Carollo estimate • Time line for completion of Phase 3A o Issue RFB for 10 RTUs Summer 2012 o Issue RFP for radios and communication network Summer 2012 o Procurement of hardware and software Summer 2012 o Programming would begin Summer 2012 o Installation would begin Fall 2012 • Completion of Phase 3A Summer 2013 o The cost for the total SCADA project is projected to be $2.3M ■ Phase 3A $802,000 ■ Phase 3B $302,000 ■ Phase 3C $544,000 ■ Phase 3D $618,000 Funding o $2M has been appropriated in FY12 and FY13 budgets for Water System SCADA replacement project 4 Minutes: May 2, 2012 '"- There was no public input. Board discussion: • RTU stands for remote terminal unit • Break Phase 3 into 4 parts— good to save $670,000- take in bite size pieces • Very technical • Does the PUD install the panels at each station • How many panels are there • The fabricator prepares the panels • Really need a new system as the old system is outdated • What is the life span of the new system- will it last much longer • With a new system, will there be a large monetary expenditure again the future or can it be easily upgraded • Is it better to break phase 3 into parts as the District does not have all the money now • What if part of the old system breaks down and we need to get the project done faster • Appreciate all the hard work on this project • Working with proprietary systems are difficult- District needs to deal with this old system and replace • Is there someone in house that can do the programming • Panels are pretty large- is this a standard size for a SCADA system • Will each pump station have a panel or is the system designed for what we need • Using a lot of point to point or peer to peer — is that good. Is the District confident that if there was a failure of the base facilities that the water system would run on its own, without any interface • What about an overlap with the electric system • Do we anticipate a lot of processes being used by the RTU's or just the basic monitoring • Imagery for security purposes- is the system robust enough for data transfer and surveillance at tank sites • A lot of dollars- one of the problems to replace a SCADA system after a long time, Technology improves, but so does the price. • This system will last a long time for the District and will provide a good back bone- it is a good product. ROUTINE BUSINESS TREASURER'S REPORT April 30, 2012 Approval of the fund balances as of March 31, 2012 Director Hemig moved, and Director Ferree seconded, that the Board approve the treasurer's report for the month ended March 31, 2012. ROLL CALL: Director Bender, absent; All other Directors aye, by voice vote. SO MOVED 5 Minutes: May 2, 2012 Approval of disbursements for April 2012 Director Aguera moved, and Director Ferree seconded, that the Board approve the April 2012 disbursements report. ROLL CALL: Director Bender, absent; All other Directors aye, by voice vote. SO MOVED APPROVAL OF MINUTES FOR APRIL 4 AND 18, 2012 Director Ferree moved, and Director Hemig seconded, that the Board approve the minutes of April 4 and 18, 2012. ROLL CALL: Director Bender, absent; All other Directors aye, by voice vote. SO MOVED ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 6:50 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Tony Laliotis, President Prepared by1 -- Barbara Cahill,,beputy District Clerk 6 Minutes: May 2, 2012