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Home My WebLink About9 Draft Minutesenda Item MINUTES To: Board of Directors From: Shanna D. Kuhlemier, CIVIC Title: Deputy District Clerk Date: March 15, 2017 Minutes for the Meeting Dates Approval of Minutes for March 1, 2017 REGULAR MEETING MINUTES March 1, 2017 1. CALL TO ORDER The meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 6:02 P.M. in the TDPUD Board room by President Bender, 2. ROLL CALL Directors: Paul Warmerdam, Joe Aguera, Bob Ellis, Vice President Tony Lali- otis and President Jeff Bender. EMPLOYEES PRESENT: Steven Poncelet, Kim Harris, Regina Wise, Steve Hollabaugh, Joe Horvath, Michael Holley, and Shanna Kuhlemier, CONSULTANTS PRESENT —Steve Gross, District Counsel. OTHERS PRESENT — Jody Zirelli, Truckee Resident. 3. PLEDGE OF ALLEGIANCE Director Warmerdam led the Pledge of Allegiance. 4. CHANGES TO THE AGENDA — 5. PUBLIC INPUT President Bender called for public comment. Jody Zirelli, Truckee resident: • Stated District staff has done an outstanding job during the outages. • Appreciates the work the District has done. • Stated it appears there are more outages than past years. • Requested research on undergrounding utilities in the Tahoe Donner area. • Questioned if there is possible financial assistance through grants or other avenues to help pay for undergrounding electric. • Requested the Board to agendize the item for a future meeting for education and dis- cussion. Per President Bender, Michael Holley responded: • TDPUD completed a study almost 15 years ago; the result was 30k -40k range to un- derground using trenching in the side of the roadways. o This did not include the cost to of infrastructure from the roadway to residences. • Now some of that right-of-way is utilized by other utilities. That amount could be upwards of about 120k per home to trench and repave in the road way. • Could do an assessment district o The trick is to get AT&T and Suddenlink to underground at the same time. o The District underground the alley way in Downtown and both companies agreed to underground, after 15 years there are still poles down in the core with commu- nication on them. 1 March 1, 2017 Board consensus was to agendize for a workshop in the summer. Clarification on transmission outages and distribution outages. President Bender closed public comment. 6. DIRECTOR UPDATE CONSENT CALENDAR 7. Consideration to Authorize the Purchase of Electric Meters (Minute Order 2017-08). • Authorize the General Manager to procure electric meters for FY17 from General Pacific on an as needed basis not to exceed $54,490, plus shipping and tax. 8. Consideration of Continuing the District's Safety Incentive (Minute Order 2017-09). • Approve a safety incentive of $250 to each District employee provided he or she incurs no lost -time accidents occur through December 31, 2017. President Bender called for public comment, there were none. Vice President Laliotis moved, and Director Warmerdam seconded, that the Board approve the consent calendar. The motion passed unanimously 5.0, by a roll call vote. ACTION 9. Consideration of Purchasing Transformers for Truckee Substation. (Minute Order 2017-10). 1. Make findings that there is an urgent and immediate need to replace two trans- formers damaged in the recent storms and that the time required to follow a com- petitive bidding process would not produce an advantage to the District because it would take too long to obtain and place in service the two transformers without risking the District's ability to provide reliable electric service to its customers; and 2. Dispense with competitive bidding for the purchase of two transformers and au- thorize the General Manger to execute a contract or purchase order for the trans- formers from R.E. Uptegraff Manufacturing Co., in the amount of $240,000, plus a 10 percent change order allowance in the amount of $24,000 for an amount not to exceed $264,000 plus tax and shipping. Joe Horvath provided a presentation which is available upon request. President Bender called for public comment, there were none. Director Comments: • If we "loose" the Truckee substation we will transfer load to another substation however that is problematic during winter with loads. • Lead times to receive a transformer are about six months. • These transformers ensure reliability. Director Aguera moved, and Vice President Laliotis seconded, that the Board approve the staff recommendation. The motion passed unanimously 5-0, by a roll call vote. 2 March 1, 2017 10. Mid -Cycle Budget Review. (Minute Order 2017-11). • Review FY16 Year -End Financial Results • Consideration of Routine Transfers Regina Wise provided a presentation which is available upon request. President Bender called for public comment, there were none. Director Comments: • Next budget cycle process this year through the fall • Directed staff to ensure through the budget cycle that the employee reserve fund is fully vetted and the Board understands the purpose and impacts on the District and employ- ees. Director Warmerdam moved, and Director Aguera seconded, that the Board approve staff rec- ommendation. The motion passed unanimously (5-0), by a roll call vote. 11. Consideration of Adopting Resolution 2017-03 for Storm Event Cost and Recovery Mech- anisms. 1. Receive this report and direct staff to pursue any available emergency relief funding; and 2. Approve Resolution 2017-03 officially designating the General Manager, Michael Holley, as the District's agent for the Office of Emergency Services. Regina Wise provided a presentation which is available upon request. President Bender called for public comment, there were none. Director Comments: • This is going to be a long process, upwards of year to see any funding. Director Ellis moved, and Director Warmerdam seconded, that the Board approve staff recom- mendation. The motion passed unanimously (5-0), by a roll call vote. 12. Consideration of Water Supply and Drought Plan. (Minute Order 2017-12). • Direct the General Manager to rescind Stage 1 of Ordinance 2014-05 effective immedi- ately. Steven Poncelet provided a presentation which is available upon request. President Bender called for public comment, there were none. Director Comments: • This action sanctions the District's credibility with customers. Director Warmerdam moved, and Director Ellis seconded, that the Board approve staff recom- mendation. The motion passed unanimously (5-0), by a roll call vote. 3 March 1, 2017 13. Participating in California's Low Carbon Fuel Standard (LCFS) Market. (Minute Order 2017- 13). • Direct the District's General Manager to register and establish an account with the Cak ifornia Air Resource Board's Low Carbon Fuel Standard Reporting Tool Credit Bank & Transfer System (LRT-CBTS). Steven Poncelet provided a presentation which is available upon request. President Bender called for public comment, there were none. Director Ellis moved, and Director Warmerdam seconded, that the Board approve staff recom- mendation. The motion passed unanimously (5-0), by a roll call vote. 14. Consideration of Unrepresented Employees Pay Adjustment. (Minute Order 2017-14). • Approve the 2017 Unrepresented (Management and Technical) Wage Ranges that re- flect a 3.2% increase from 2016 wage ranges effective January 1, 2017 and the 1 % 2017 year-end merit bonus for performance for un-represented employees. Kim Harris provided a presentation which is available upon request. President Bender called for public comment, there were none. Vice President Laliotis moved, and Director Aguera seconded, that the Board approve staff recommendation. The motion passed unanimously (5-0), by a roll call vote. WORKSHOP 15. Discussion Regarding Continuing Storm Event Operations. Stephen Hollabaugh provided a presentation which is available upon request. Director Comments: • Stated again, the appreciation for staff and a job well done. • Valued the amount of hours involved in the storms with no accidents or injuries. President Bender called for public comment, there were none. 16. Discussion of 2016 Purchase Power Load, Resources, Peaks, and Comparison to 2016 Budget Forecast. Stephen Hollabaugh provided a presentation which is available upon request. President Bender called for public comment, there were none. Director Comments: • Stated, Steve Hollabaugh has done a great job. • Discussion on budget and actual figures. 4 March 1, 2017 ROUTINE BUSINESS President Bender called for public comment, there were none. 17. Treasurers Report: February 28, 2017 a) Approval of the Treasurers report of fund balances as of January 31, 2016. Vice President Laliotis, and Director Ellis seconded, that the Board approve the disbursements. The motion passed unanimously (5-0). b) Approval of disbursements for February 2017. Director Aguera moved, and Vice President Laliotis seconded, that the Board approve the bursements. The motion passed unanimously (5-0). 18. Approval of Minutes for February 1, 2017. Director Ellis moved, and Vice president Laliotis seconded, that the Board approve the minutes. The motion passes unanimously (4-0). Director Ellis was absent. CLOSED SESSION — 7:26 p.m. 19. Closed Session Pursuant to Government Code section 54957, Public Employee Perfor- mance Evaluation — General Manager's Performance Plan Review. No reportable action 20. Closed Session Conference with labor negotiators: Section 54957.6 of the Government Code, District Representative: Michael D. Holley. Employees: Un-Represented Employees. Staff pulled this item from the agenda. 21. Closed Session Pursuant to Government Code Section 54956.9(d)(2), Exposure to Litiga- tion, one case. No reportable action. President Bender recused from the item for a potential conflict of interest. ADJOURNMENT - 8:32 p.m. Director Warmerdam moved, and Director Ellis seconded, that the Board adjourn the meeting at 10:50 p.m. The motion passed unanimously (5-0). There being no further business before the Board, the meeting was adjourned at 8:32 p.m. to the next scheduled meeting of the Truckee Donner Public Utility District on March 15, 2017 at 6:00 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Prepared by Shanna D. Kuhlemier, CMC, Deputy District Clerk 5 March 1, 2017