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Home My WebLink About17-Approval of Minutes for December 4 and 18, 2013Agenda Item #17 To: From: Date: Minutes for the Meeting Dates Board of Directors Barbara Cahill January 15, 2014 Approval of Minutes for December 4 and 18, 2013 MINUTES 1 Minutes: December 4, 2013 REGULAR MEETING December 4, 2013 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 pre- served in perpetuity 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 6:00 PM in the TDPUD Board room by President Bender. ROLL CALL: Directors Joe Aguera, Jeff Bender, Bob Ellis, Ron Hemig, and Tony Laliotis were present. PLEDGE OF ALLEGIANCE Director Laliotis led the Board and public in the Pledge of Allegiance. EMPLOYEES PRESENT Bob Mescher, Kathy Neus, Steven Poncelet, Michael Holley and Barbara Cahill CONSULTANTS PRESENT Steve Gross OTHERS PRESENT Jody Sweet CHANGES TO THE AGENDA General Manager Holley stated there were no changes. PUBLIC INPUT Jody Sweet thanked the PUD again for removing a tree at the Veteran’s Hall and for providing lighting for the Park and Rec downtown building. He stated there are two power poles near the old school in the parking area, and one is in rather bad condition. The Park & Rec is upgrading the building with a new sound system and HVAC. It is going to be made into a preforming arts center. Mr. Sweet wanted to ask the District if the poles could be reengineered to be closer to the building or placed on the other side of the street. There is not lighting in the area, so it is easy to back into the poles. Mr. Sweet would appreciate it if the District would consider a relocation of the two poles. DIRECTOR UPDATE Director Hemig said he heard an interview with Steven Poncelet on NPR (90.5) today about the PUD reducing greenhouse gas by 57% over the last 9 years. Director Ellis wished everyone Happy Holidays and to drive safe. All Directors agreed. 2 Minutes: December 4, 2013 CONSENT CALENDAR CONSIDERATION OF SCHEDULING THE REGULAR BOARD MEETINGS FOR 2014 This item involves scheduling the regular Board meetings for 2014 CONSIDERATION OF ROUTINE ANNUAL PROCUREMENTS AND CONTRACTS This item involves the authorization of routine annual procurements and contracts for FY14. Director Aguera moved, and Director Ellis seconded, that the Board approve the consent calendar with the revision to Attachment 1 of the Annual Procurements and Contracts. ROLL CALL: All Directors aye, by voice vote. SO MOVED SPECIAL BUSINESS CONSIDERATION OF ELECTION OF OFFICERS OF THE BOARD This item involves election of the President and Vice President of the Board for the next twelve months. Director Aguera moved, and Director Hemig seconded, that the Board elect Tony Laliotis as President of the Board and Bob Ellis as Vice President of the Board for the next 12 months. ROLL CALL: All Directors aye, by voice vote. SO MOVED ACTION ITEM CONSIDERATION OF: A) REVIEW OF THE INVESTMENT POLICY B) DELEGATION OF AUTHORITY TO THE TREASURER This item involves a review of the District's investment policy and delegation of au- thority to the Treasurer to perform the duties as described in the investment policy. Director Aguera moved, and Director Ellis seconded, that the Board  Concur with the current District investment policy  Delegate authority to Robert Mescher, District Treasurer, to invest District funds for FY14 according to the District’s investment policy ROLL CALL: All Directors aye, by voice vote. SO MOVED ROUTINE BUSINESS TREASURER’S REPORT Approval of the fund balances as of October 31, 2013: Director Bender moved, and Di- rector Hemig seconded, that the Board approve the treasurer’s report for the month ended October 31, 2013. ROLL CALL: All Directors, aye. SO MOVED. Approval of disbursements for November 2013 Director Aguera moved, and Director Bender seconded, that the Board approve the November 2013 disbursements report. ROLL CALL: All Directors, aye. SO MOVED. 3 Minutes: December 4, 2013 APPROVAL OF MINUTES FOR November 6 and 20, 2013 Director Bender moved, and Director Ellis seconded, that the Board approve the minutes of November 6 and 20, 2013. ROLL CALL: All Directors, aye. SO MOVED. CLOSED SESSION PUBLIC EMPLOYEE PERFORMANCE EVALUATION - GOVERNMENT CODE SECTION 54957 (E) - GENERAL MANAGER'S PERFORMANCE PLAN REVIEW RETURN TO OPEN SESSION Report from Closed Session There was no reportable action. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 8:08 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT _________________________________________ Tony Laliotis, President Prepared by ______________________________ Barbara Cahill, Deputy District Clerk 1 Minutes: December 18, 2013 REGULAR MEETING December 18, 2013 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 pre- served in perpetuity 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 6:00 PM in the TDPUD Board room by President Laliotis. ROLL CALL: Directors Joe Aguera, Jeff Bender, Bob Ellis, Ron Hemig, and Tony Laliotis were present. PLEDGE OF ALLEGIANCE Director Aguera led the Board and public in the Pledge of Allegiance. EMPLOYEES PRESENT Sanna Schlosser, Brian Wright, Kathy Neus, Steven Poncelet, Tricia Phillips, Ian Fitzgerald, Steve Trevino, Kim Harris, Michael Holley and Barbara Cahill CONSULTANTS PRESENT Steve Gross OTHERS PRESENT Juanita Schneider CHANGES TO THE AGENDA General Manager Holley stated there were no changes to the agenda. PUBLIC INPUT There was no public input. DIRECTOR UPDATE Director Aguera wanted to wish Juanita Schneider Happy Birthday. Director Hemig said we have a 90 year old youngster here. She has been the sixth member of the Board for years. Juanita has been generally an advocate, occasionally a critic. She had done more outside for our Board than any of us. Thank-you Juanita. Directors Ellis and Bender agreed. President Laliotis thanked Juanita for her attendance. CONSENT CALENDAR CONSIDERATION OF AUTHORIZING THE RETENTION OF UNCLAIMED FUNDS This item involves the retention funds from unclaimed checks. 2 Minutes: December 18, 2013 CONSIDERATION FOR DESIGNATION OF LABOR NEGOTIATORS FOR THE GENERAL MANAGER CONTRACT RENEWAL This item involves the appointment of negotiators to represent the Board regarding the General Manager's Contract.\ CONSIDERATION OF THE AWARD OF A CONTRACT FOR THE PURCHASE OF LED LIGHTS FOR TRASHION SHOWS This item involves the purchase of LED lights for Trashion Shows. CONSIDERATION OF THE PURCHASE OF AN OVERHEAD LINE CONSTRUCTION SPOOL TRAILER FOR THE ELECTRIC Department This item concerns the purchase of an overhead line construction spool trailer for the Electric Department. Director Ellis moved, and Director Hemig seconded, that the Board approve the consent calendar. ROLL CALL: All Directors aye, by voice vote. SO MOVED ACTION ITEMS CONSIDERATION OF AN AWARD FOR THE ELECTRIC SYSTEM MASTER PLAN STUDY UPDATE This matter concerns the 5 year update to the Electric Master plan. Director Ellis moved, and Director Aguera seconded, that the Board award the Electric System Master Plan Study to Electrical Consultants, Inc. in an amount of $58,164 plus a 10% change order allowance for an amount not to exceed $63,980. ROLL CALL: All Directors aye, by voice vote. SO MOVED CONSIDERATION OF AN INCREASE IN THE CHANGE ORDER AUTHORIZATION FOR SCADA RELIABILITY IMPROVEMENT PROJECT - PHASE 3 This item concerns an increase in the Change Order authorization for this project associated with additional equipment testing and repairs. Director Ellis moved, and Director Aguera seconded, that the Board authorize an increase in the change order allowance to Curtis and Sons Construction for the SCADA Reliability Improvement Project – Phase 3 from $32,804 to $82,804, for a new project total not to exceed $410,845. ROLL CALL: All Directors aye, by voice vote. SO MOVED WORKSHOP OVERVIEW OF DISTRICT VOICE COMMUNICATION REPLACEMENT PROJECT This item involves an overview of the replacement of radios, telephones, and integration of all District voice communication devices. Ian Fitzgerald gave a presentation:  District’s communication technology is beyond useful life o Radios are 20 years old o Phone system developed in early 1990’s  District requires reliable communications o Safety of District personnel – Working with high voltages 3 Minutes: December 18, 2013 – Responding to natural disasters – Flagging for traffic control o Timely restoration of power and water o More efficient communication with customers  Previous IT projects/investments provides basis for an IP based communication o Cisco Network Implementation (2011) – Firewall, Access Control, Switches, & Wireless Access Points – Provides the basis for bandwidth and network security o SCADA Reliability Improvement (2011- Present) – Optical Network will extend radio tower coverage o Virtual Server Data Center (2012) – Reliable, redundant infrastructure to house servers supporting radio, phone, and communication integration systems o Off-site Disaster Recovery Center (2013) – Off-site systems recovery ensures communication continuation, even if District offices are lost  New Information o VOIP Phone System – Replace PBX phone system – Provides foundation for future technologies – Looking at various vendors o Replacement Radio System – Replace analog system with IP based radios – Will allow for GPS, text messages, phone communication – Allow for reduction of cell phones and costs – Looking at various vendors o Communication Integration – Provide for integrated communication – Enable VOIP phones to be radios – Provide future ability to communicate with outside agencies  Estimated fiscal impact o VOIP Phone System - $65,000 o Radio System - $160,000 o Communication Integration - $60,000 o Estimated timeline o VOIP Phone System (Feb – Apr) o Radio System (Jun – Aug) o Communication Integration – (Oct – Nov) There was no public input. Board discussion:  What are the numbers for payback? What about the efficiency in the radio and phone systems?  Significant qualitative and quantities benefits  Is it a secure environment?  Will it be able to communicate with other agencies? What are they using? 4 Minutes: December 18, 2013  Know everything can come together- who else is involved?  How will the truck devices work as a phone and radio?  Good to get together under one umbrella.  Future technology.  Is this part of the 2014 budget?  Project cost is really not the aggregate of the three items as really need to replace the phone system and the radio system.  Payback is short as will be replacing most cells with the radio system  Create a backbone for safety, integration.  Other agencies will recognize the benefits and move to in the future. CLOSED SESSION CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54957.6, CONFERENCE WITH LABOR NEGOTIATORS, DISTRICT DESIGNATED REPRESENTATIVES: AS DESIGNATED IN ITEM # 8 OF THIS AGENDA ABOVE; UNREPRESENTED EMPLOYEE: GENERAL MANAGER RETURN TO OPEN SESSION Report from Closed Session No reportable action. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 7:36 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT _________________________________________ Tony Laliotis, President Prepared by ______________________________ Barbara Cahill, Deputy District Clerk