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Home My WebLink About17 Draft Minutesenda Item # M1NU I Cz To: Board of Directors From: Shanna D. Kuhlemier, CIVIC Title: Deputy District Clerk Date. June 01, 2016 Minutes for the Meeting Dates Approval of Minutes for May 4, 2016 17 REGULAR MEETING MINUTES May 4, 2016 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 preserved in per- petuity and made available for listening to any interested party upon their request. 1. CALL TO ORDER The meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 6:00 P.M. in the TDPUD Board room by President Aguera. 2. ROLL CALL Directors: Paul Warmerdam, Bob Ellis, Tony Laliotis, and. Vice President, Jeff Bender. Absent: President Joe Aguera EMPLOYEES PRESENT: Steven Poncelet, Jeremy Popov, Kim Harris, Neil Kaufman, Regina Wise, Kathy Neus, Ian Fitzgerald, Brian Wright, Joe Horvath, Regina Wise, Jim Wilson, Mk chael Holley, and Shanna Kuhlemier. CONSULTANTS PRESENT —Steve Gross and Ari Lauer. OTHERS PRESENT —none. 3. PLEDGE OF ALLEGIANCE Director Laliotis led the Pledge of Allegiance. 4. CHANGES TO THE AGENDA —none. 5. PUBLIC INPUT Vice President Bender called for public comment. Seeing none, closed public comment. 6. DIRECTOR UPDATE —none. PUBLIC HEARING 7. Hold a Public Hearing Related to adoption of the Annual Electric and Water Standby Charges and Adopt Resolutions Related to the Item. Jeremy Popov provided a presentation which is available upon request. 1) Conduct a Public Hearing to accept comments on the proposed action. Vice President Bender opened the public hearing asking if anyone who wished to speak in support or opposition for the Annual Electric and Water Standby Charges. Vice President Bender confirmed with staff there was not any written comments. Vice President Bender closed the public hearing. 1 May 4, 2016 2) Adopt the following four resolutions: 1) Resolution 2016-10 Continuing and Fixing Electric Standby Charges for Fiscal Year 2016-2017 2) Resolution 2016-11 Continuing and Fixing Water Standby Charges for Fiscal Year 2016-2017 3) Resolution 2016-12 Fixing and placing Electric and Water Standby Charges on County of Nevada Tax Roll for Collection 4) Resolution 2016-13 Requesting Collection of Electric and Water Standby Charges on Placer County Tax Roll Director Laliotis moved, and Director Ellis seconded, that the Board approve the staff recom- mendation. The motion passed unanimously (4-0), by a roll call vote. President Aguera was absent. CONSENT CALENDAR 8. Consideration to Award a Contract for Foyer and Lobby Design. (Minute Order 2016-28) • Authorize the General Manager to execute a contract for Foyer and Lobby Update to Fringe Studio in the amount of $43,900 plus a 10% change order for an amount not to exceed $48,290, 9. Consideration of State Mandated Resolution to Consolidate the General Election on No- vember 8, 2016. (Minute Order 2016-29) • Approve the resolutions to conduct and consolidate the District's November 2016 elec- tion: 1) Resolution 2016-08 Calling a General District Election (Nevada County). 2) Resolution 2016-07 Notice of Governing Board Member Election and/or Notice to Submit Measure(s) to a Vote of the Voters (Placer County). 10. Consideration of Extending a Contract for Evaluation, Measurement & Verification of the 2016 Conservation Programs. (Minute Order 2016-30) • Authorize the General Manager to execute an amendment to extend the EM&V contract with ADM Associates, Inc. for one year for an additional amount not to exceed $30,000 at the current contract terms and conditions. 11. Consideration to Purchase a Compact Excavator. (Minute Order 2016-31) • Award the purchase of one Catepillar 305.5E2 Compact Excavator to Cashman Equip- ment Inc. for the amount of $81,076 with a 5% change order authorization, not to exceed $85,130 plus tax. 12. Consideration of the Award of a Contract for Aerial Mapping Services. (Minute Order 2016- 32) • 1) Authorize the General Manager to execute a contract with Aero-Graphics for aerial mapping services in the amount of $124,600, plus a 10% change order authorization for an amount not to exceed $137,060. • 2) Authorize the General Manager to execute individual agreements with each agency that describes financial requirements. 13. Purchase of an Integration Software for Outage Management System. (Minute Order 2016- 33) • 1) Dispense with competitive bidding of a Responder OMS Integration Framework soft- ware in order to ensure real-time integration and compatibility with Alcara AMI meters and the District's OMS, 2 May 4, 2016 • 2) Authorize the General Manager to purchase the Responder Integration Framework sys- tem from Schneider Electric in an amount of $15,000 plus a 10% change order allowance, for an amount not to exceed 16,500.00 plus sales tax. • 3) Authorize the General Manager to execute a professional services agreement with Schneider Electric in an amount not to exceed $10,000. 14. Consideration of a Letter of Intent for CEC DC Fast Charging Grant. (Minute Order 2016- 34) • Authorize the General Manager to execute the Letter of Intent with Placer County Air Pollution Control District, City of Auburn, and City of Colfax to pursue CEC grant funding opportunity, GFO-15.603 for "DC Fast Chargers for California's Interregional Corridors". Vice President Bender called for public comment, there were none. Director Ellis moved, and Director Laliotis seconded, that the Board approve the consent cal- endar. The motion passed unanimously (4-0), by a roll call vote. President Aguera was absent. ACTION 15. Consideration of the 2006 COPs Financing Approval Documentation. • Adopt Resolution 2016-09 to authorize the finalization and execution of certain financing documents for the refunding of the remaining balance of 2006 Certificates of Participa- tion (COPs). Jeremy Popov provided a presentation which is available upon request. Vice President Bender called for public comment, there were none. Director Comments: • Clarified the three bidders. • The lock agreement has been completed. Director Ellis moved, and Director Warmerdam seconded, that the Board approve the consent calendar. The motion passed unanimously (4-0), by a roll call vote. Presidenguera was ab- sent. 16. Consider Scheduling a Public Hearing for Comments on the Urban Water Management Plan. 1) Provide comment on the draft UWMP. 2) Schedule the public hearing for June 1, 2016. Neil Kaufman provided a presentation which is available upon request. Vice President Bender called for public comment, there were none. Directors Comments: • Studies have been done over the years to know the Martis Valley Groundwater Basin sustainable yield. o The numbers are conservative, staff continues to monitor as new information be- comes available. 3 May 4, 2016 • The District has done an excellent job in conservation, which has saved the District of constructing infrastructure early Director Laliotis moved, and Director Ellis seconded, that the Board approve the consent cal- endar. The motion passed unanimously (4-0), by a roll call vote. President Aguera was absent. 17. Consideration of the Award of a Contract for Property, Liability and Workers' Compensation Insurance. (Minute Order 2016-XX) 1) Award contracts presented in the InterWest Renewal Proposal for the property, liability, and workers' compensation insurance for the period beginning June 1, 2016 and ending June 1, 2017. 2) Authorize the General Manager to execute contracts associated with the contracts 3) Adopt Resolution 2016-14 Approving the Form of and Authorizing the Execution of a Sixth Amended and Restated Joint Powers Agreement and Authorizing Participation in the Special District Risk Management Authority Workers' Compensation Program. 4) Adopt Resolution 2016-15 Authorizing Application to the Director of Industrial Relations, State of California for a Certificate of Consent to Self -Insure Workers' Compensation Liabilities. Kim Harris provided a presentation which is available upon request. Vice President Bender called for public comment, there were none. Directors Comments: • Risks are associated with self -insuring, if the whole pool exceeds premium they would pay a prorated share of the amount. • The SDRMA has 415 members in the Workers' Compensation pool. • SDRMA provides tools for its members to lower costs. • Concern with higher workers' comp offenders due to catastrophic event that would affect the District. There is a separated level in Workers' comp from Northern to Southern CA. Southern CA is higher in claims and payouts. The JPA does look at that. Director Ellis moved, and Director Warmerdam seconded, that the Board approve the consent calendar. The motion passed unanimously (4-0), by a roll call vote. President Aguera was ab- sent. WORKSHOP 18. Review the 2015 TDPUD Consumer Confidence Reports (Water Quality Reports). • Receive this report and provide staff with any additional feedback. Brian Wright provided a presentation which is available upon request. Vice President Bender called for public comment, there were none. Board Comments: • Notification will be in the June billing as an insert. • Staff has not seen any trends of contaminants) change in the last few years. 4 May 4, 2016 It was the Board's consensus to accept this report. 19. Review of Water Quality Regulations Associated with Lead, Copper, and Radon. • Receive this report and provide staff with any additional feedback. Brian Wright provided a presentation which is available upon request. Vice President Bender called for public comment, there were none. Board Comments • A third party lab does the testing. It was the Board's consensus to accept this report. 20. Review of the SCADA Reliability Improvement Project for 2016. • Receive this report and provide staff with any additional feedback. Joe Horvath provided a presentation which is available upon request. Vice President Bender called for public comment, there were none. Board Comments: • Almost the entire Glenshire section is existing conduit, some overhead. • The conduit in Glenshire Drive was installed in 2002. • Southside well is offline and being utilized for construction water. • There will be about three to five future phases. • Staff will utilize any existing conduit, if possible in future phases. It was the Board's consensus to accept this report. ROUTINE BUSINESS Vice President Bender called for public comment, there were none. 21. Treasurers Report: April 30, 2016. a) Approval of the Treasurers report of fund balances as of March 31, 2016. b) Approval of disbursements for April 2016, President Ellis moved, and Director Laliotis seconded, that the Board approve the disburse- ments. The motion passed unanimously (4-0), by a roll call vote. President Aguera was absent. 22. Approval of Minutes for April 6 and 26. Vice President Bender abstained from April 6, 2016. Director Laliotis moved, and Director Ellis seconded, that the Board approve the minutes. The motion passes unanimously (4-0), by a roll call vote. President Aguera was absent. Vice President Bender held the meeting in abeyance at 7:18 p.m. 5 May 4, 2016 Vice President Bender reconvene at 7:20 p.m. CLOSED SESSION — 7:20 p.m. 23. Closed Session Pursuant to Government Code Section 54956.9(d)(2), Exposure to Litiga- tion, two cases — No reportable action. Steve Gross recused from one of the two cases. ADJOURNMENT - 8:50 P.M. Director Laliotis moved, and Director Ellis seconded, that the Board adjourn the meeting at 8:20 p.m. The motion passed unanimously (4-0). President Aguera was absent. There being no further business before the Board, the meeting was adjourned at 8:50 p.m. to the next scheduled meeting of the Truckee Donner Public Utility District on June 1, 2016 at 6:00 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, Vice President Prepared by Shanna D. Kuhlemier, CMC, Deputy District Clerk 6 May 4, 2016