HomeMy WebLinkAbout13 Draft MinutesTRUCKEE DONNER AGENDA ITEM #13
Public Utility District J
MEETING DATE:November 4,2020
TO:Board of Directors
FROM:Shanna D.Kuhiemier,CMC,District Clerk
SUBJECT:Approve the Minutes of the Special Meeting,September 16,
2020,the Regular Meeting,October 7,2020 and the Special
Meeting,October 21,2020
Page 1 of 1
SPECIAL MEETING MINUTES
September 16,2020
1.CALL TO ORDER The meeting of the Board of Directors of the Truckee Donner Public Utility
District was called to order at 4:00 p.m.in the TDPUD Boardroom by President Bender.
Disclaimer:Due to the COVID-19 situation and the California Governor’s Executive Orders,
this Board meeting was conducted with the Board via video/teleconferencing measures and
live streamed on the District website.Public comment was opened using email and questions
and answers on Zoom.
2.ROLL CALL Directors:Joe Aguera,Tony Laliotis,Vice President Christa Finn,Bob Ellis,
and President Jeff Bender.
EMPLOYEES PRESENT:Brian Wright,Ian Fitzgerald,Joe Horvath,Steven Poncelet,Mike
Salmon,and Shanna Kuhiemier
CONSULTANTS PRESENT —Steve Gross,District Counsel and Pam Hobday,Pamela Hurt
Associates.
4.CHANGES TO THE AGENDA -none
RETREAT
5.Strategic Planning Retreat
District’s strategic planning process
President Bender called for public comment.
District Clerk Kuhiemier read from the Zoom Question and Answers.
Kim Harris wrote;
Thank you Pam and Rem for the presentation.I was surprised that senior managers were
included in the process,but glad they were involved.I am requesting the documents in the
Board notebooks that were provided to the Board.And any information that was compelling to
“munch on”when available.I appreciate the transparency the process and look forward to
participating as community member and future Board member.
President Bender closed public input.
ADJOURNMENT -7:21 p.m.
There being no further business before the Board,the meeting was adjourned to the next
scheduled regularly scheduled meeting of the Truckee Donner Public Utility District on October
7,2020 at 6:00 p.m.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Jeff Bender,President
Respectfully Submitted,_______________
Shanna D.Kuhiemier,CMC,District C’erk
REGULAR MEETING MINUTES
October 7,2020
1.CALL TO ORDER The meeting of the Board of Directors of the Truckee Donner Public Utility
District was called to order at 6:01 p.m.in the TDPUD Boardroom by President Bender.
Disclaimer:Due to the COVID-19 situation and the California Governor’s Executive Orders,
this Board meeting was conducted with the Board via video/teleconferencing measures and
live streamed on the District website.Public comment was opened using email and questions
and answers on Zoom.
2.ROLL CALL Directors:Tony Laliotis,Joe Aguera,Bob Ellis,Joe Aguera,Vice President
Finn,and President Bender.
3.
EMPLOYEES PRESENT:Brian Wright,Ian Fitzgerald,Steven Poncelet,Mike Salmon,Joe
Horvath,Rem Scherzinger,and Shanna Kuhlemier.
CONSULTANTS PRESENT —Steve Gross,District Counsel.
3.PLEDGE OF ALLEGIANCE —defer.
4.CHANGES TO THE AGENDA —none.
5.PUBLIC INPUT
President Bender called for public comment,seeing none.
6.DIRECTOR UPDATE
GENERAL MANAGER I CEO UPDATE
7.General Manager/CEO Rem Scherzinger gave updates regarding:
•Customer Service Survey Update
•Internal updates to enhance customer service
•Met with Nv LAFCO to talk about the community broadband.
•Met with CATT and development program,Shanna and her crew is looking at the pro
cess with Mike and his crew.
•Met with the Friends of the Library.
•Met with PCWA and ACWA.
•Working with the COVID-19 situation and the District
•Met with staff and updated the Strategic Planning.All staff has been updated and staff
development is underway.
•Formed a Communication Plan for strategic process.
•Renewable energy front we are working with Sierra Business Council.
•Working with the Town for an intergovernmental agreement for fueling.
•Water Operations is working to form up a carbon free water operations.
•Power Operations is developing a renewable rate structure.Anticipated by end of
year.
o Broadband work through HOA’s for a needs assessment.
•Working other jurisdiction to work with additional equipment for community needs.
•Announced the Community Cleanup day in October for the District.
CONSENT CALENDAR
8.Professional Services Agreement with ADM Associates
Authorize the General Manager to execute a Master Services Agreement with
ADM Associates,Inc.(Attachment 1),and all necessary documents,in the
amount of $83,852 for Evaluation Measurement &Verification (EM&V)consulting
services through September 30,2023.The first Task Order (Attachment 2)will
be to conduct EM&V on the District’s FY20 conservation programs and develop
a report.The first task order is for a not to exceed amount of $25,688,which will
leave $58,164 remaining for future tasks.
9.Water Conservation Toilets Rebate —Sierra Village Apartments -$18,750
Authorize a water conservation rebate of $18,750 to the Celtic Property Manage
ment,manager/operator of Sierra Village Apartments complex to rebate the re
placement of 150 old toilets with new low water use toilets.
10.Northern California Power Agency (NCPA)Commissioner Appointment
The Board of Director’s appoints Remleh Scherzinger,General Manager /CEO
as NCPA Commissioner and confirm Joe Horvath,Assistant General Manager/
Electric Utility Director as the Alternate Commissioner.
11 Award of Contract for Substation Testing Services
Authorize the General Manager to execute the Confirmation of Member Support
Services Agreement (Attachment 1)and Support Services Task Order (Attach
ment 2),and all necessary documents,with Northern California Power Agency
for the procurement of substation testing services from NorCal Power Services
in the amount of $70,245,plus a 10%change order authorization,for an amount
not to exceed $77,270.
12.Master Services Agreement with EES Consulting
Authorize the General Manager to execute a Master Services Agreement with
EES Consulting,Inc.(Attachment 1),and all necessary documents,in the amount
of $70,000 for consulting services focusing primarily on rate design and cost of
service analysis for the Electric Department through December 31,2021.The
first Task Order (Attachment 2)will be to develop a green or 100%renewable
energy rate option.The first Task Order is for a not to exceed amount of $18,000,
which will leave $52,000 remaining for future tasks.
13~Approve an Increase to the 2020 Annual Procurement Authority for TAIT/Harris Communi
cations
Approve an increase in the annual procurement amount with TAIT/Harris Com
munications from $30,000 to $50,000 for FY20.
14.Professional Services Agreement with Proboisky Research
Authorize the General Manager to execute a Professional Services Agreement),
and all necessary documents,with Proboisky Research (Attachment 1)in the
amount of $30,000 for professional services related to a District customer survey.
15.On-Call Agreement with IDEAL WILD
Authorize the General Manager to execute an On-Call Agreement),and all nec
essary documents,with IDEAL WILD (Attachment 1),in the amount of $90,000
for professional services related to digital engagement.
President Bender called for public comment.
District Clerk Kuhlemier read from an email submitted by Kim Harris.
Dear President Bender and Members of the Board,
There are several items on the agenda tonight for review and recommended approval for
“professional services”which are clearly contracts for “consulting services”
District Code 3.08.070 -has established the Process and Procedure for Retention of Consult
ing Services and outlines a 14-step procedure that includes a Request for Proposal (REP)
process for transparent review of costs for consulting services.
It appears that the Board has been skirting this important procedure and classifying consult
ant contracts as Special Services which “includes,but is not limited to professional services”
but further clarifies them “such as legal,engineering,architectural,landscape architecture,
land surveying,construction project management,accounting,financial,economic,energy
advisory,information technology,environmental,payroll services and administrative services,
as included within California Government Code Sections 4525,4526 and 53060~”
Many of the services up for review and approval for the Board at tonight’s meeting clearly are
NOT special services and should be reclassified into “consulting services”and the appropri
ate REP process be followed.
It is the right thing to do for the community to improve the PUD’s transparency,control costs
and ensure that the monies our Public Utility District is collecting from the community,includ
ing your neighbors and local business owners,are being ethically reviewed and spent ac
cording to approved District Code.
If the consulting contracts identified as part of the strategic plan process are approved to
night,the running costs total is nearing a quarter of a million dollars ($250,000).That’s a big
expense for a small,community-owned utility company.Especially when you are asking the
community for an increase of water rates,which will contribute toward this expensive venture.
The community deserves to know what the financial budget is for the strategic plan,including
consultant fees,outside service contracts cost,staff time and contingency amount for this
process.
I appreciate your consideration with the points I have expressed here and look forward to a
response.
Respectfully submitted,
Kim Harris
Resident and local business owner
Board Discussions:
•The Board expressed dismay in the public comment due to District Code and General
Counsel’s work in keeping the District in compliance.
General Counsel Gross stated the Board could pull an item from consent and discuss further.
General Manager /CEO Scherzinger offered the Board take a motion and second and then
speak to general policy.
General Manager /CEO Scherzinger stated the items on the consent calendar were brought
forward under District Code.Either the continuation of contract,member services,ACQA ven
dor program.None rise to the occasion to a request for proposal process.These are profes
sional services under the code section.A request for proposals does not equate to savings as
the proposals are not based on bids.
Board Discussion:
•All the contracts and fiscal impacts are well noted.These projects are needed.
•These items are moving the process forward to Board requested items.
•Requested Steve’s comments.
General Counsel Gross stated he reviewed the items and are defined in special services and
followed code.A consultant services are more of a strategic level,encompassing intellectual
prowess as appose to tactical services.
•Staff was transparent and followed code.
Vice President Finn moved,and Director Ellis seconded,that the Board approve the Consent
Calendar.The motion passed unanimously (5-0),by a roll call vote.
ACTION ITEM(S)
16.Approval of Notice of Completion for the Water Meter Radio Transmitter Replacement —
2020 Project
Adopt Resolution 2020-23 accepting the Water Meter Radio Transmitter Re
placement —2020 project as complete and authorize the filing of the Notice of
Completion.
Brian Wright provided a presentation (available upon request).
President Bender called for public comment,seeing none.
Board Discussion:
•Generation of MTU’s prone to failure have been replaced.
•The benefits for customer service will be huge.
•This has been a needed project.
•Life expectancy of the replacement MTU’s are 20 years.The warranty was pro-rated.
Vice President Finn moved,and Director Ellis seconded,that the Board approve staffs recom
mendation.The motion passed unanimously (5-0),by a roll call vote.
17.Water Utility Rate Study 2020
1.)Approve water rates for FY2021-2025;
2.)Approve the notice of proposed water rate increases for FY2021 -2025 as sub
stantially completed;
3.)Set a Public Hearing for December 2,2020 to receive input related to pro
posed water rate increases.
Brian Wright and Shawn Korn,HDR Engineering provided a presentation (available upon re
quest).
President Bender called for public comment,seeing none.
Board Discussion:
•The Capital Improvement Plan depicts a need for the rate increases.
o There are a lot of projects that are resiliency and reliability driven.
•Need fairness and equity and look ahead at the financial stability of the District.
•Water is a human need,we need to focus on these concerns.
•There needs to be a to be a robust public outreach to educate the needs.
o The District needs to get out front of the outreach.
o Need to let the community understand the reason surrounding the increase.
•The District cannot “kick the can”down the road.
•The District needs the revenue to ensure safe drinking water,reliability,fire suppression,
and climate issues.
•There are many unfunded State mandates.
o The borrowing projection is strategic and timely leveraging resources.
•Staff outlines the Proposition 218 process clearly.
•The unfortunate time is now to pay attention to the water system for the benefit of the
community.
Director Laliotis moved,and Vice President Finn seconded,that the Board approve staff rec
ommendation.The motion passed unanimously (5-0),by a roll call vote.
ROUTINE BUSINESS
18.Approval of the Treasurer’s Report:September 2020
a)Approval of the Treasurer’s report of fund balances for the Month Ended
July 31,2020.
Director Ellis moved,and Director Aguera seconded,that the Board approve the staff recom
mendation.The motion passed unanimously (5-0),by a roll call vote.
b)Approval of disbursements for August 31,2020.
President Bender called for public comment,seeing none.
Director Aguera moved,and Director Ellis seconded,that the Board approve the staff recom
mendation.The motion passed unanimously (5-0),by a roll call vote.
19.Approval of the Treasurer’s Report:October 2020
a)Approval of the Treasurer’s report of fund balances for the Month Ended August
31,2020.
Director Ellis moved,and Director Aguera seconded,that the Board approve the staff recom
mendation.The motion passed unanimously (5-0),by a roll call vote.
b)Approval of disbursements for September 30,2020.
Director Aguera moved,and Director Ellis seconded,that the Board approve the staff recom
mendation.The motion passed unanimously (5-0),by a roll call vote.
President Bender called for public comment,seeing none.
20.Approve the Minutes of 9-2-2020 Regular Meeting
President Bender called for public comment,seeing none.
Director Ellis moved,and Director Laliotis seconded,that the Board approve the staff recom
mendation.The motion passed unanimously (5-0),by a roll call vote.
ADJOURNMENT -7:42 p.m.
There being no further business before the Board,the meeting was adjourned to the next
scheduled regularly scheduled meeting of the Truckee Donner Public Utility District on Novem
ber 2,2020 at 6:00 p.m.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Jeff Bender,President
Respectfully Submitted,________________________________
Shanna D.Kuhlemier,CMC,District Clerk
SPECIAL MEETING MINUTES
October 21,2020
1.CALL TO ORDER The meeting of the Board of Directors of the Truckee Donner Public Utility
District was called to order at 4:10 p.m.at the Cedar House,Truckee Ca.,by Vice President
Finn.
Discl&mer:Due to the COVID-19 situation and the California Governor’s Executive Orders,
this Board meeting was conducted with the Board via video/teleconferencing measures and
live streamed on the District website.Public comment was opened using email and questions
and answers on Zoom.
2.ROLL CALL Directors:Joe Aguera,Tony Laliotis,Vice President Christa Finn,and Bob
Ellis.
President Jeff Bender joined at 4:40 p.m.
EMPLOYEES PRESENT:Brian Wright,Ian Fitzgerald,Joe Horvath,Steven Poncelet,Mike
Salmon,and Shanna Kuhlemier
CONSULTANTS PRESENT —Steve Gross,District Counsel and Pam Hobday,Pamela Hurt
Associates.
4.CHANGES TO THE AGENDA -none
RETREAT
5.Strategic Planning Retreat
District’s strategic planning process
President Bender called for public comment,seeing none.
ADJOURNMENT -6:32 p.m.
There being no further business before the Board,the meeting was adjourned to the next
scheduled regularly scheduled meeting of the Truckee Donner Public Utility District on Novem
ber 2,2020 at 6:00 p.m.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Jeff Bender,President
Respectfully Submitted,_______________
Shanna D.Kuhlemier,CMC,District Clerk