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Home My WebLink About17 minutes-July 6Agenda Item # 17 TRUCKEE DONNER Public Utility District MINUTES To: Board of Directors From: Barbara Cahill Date: August 03, 2011 Minutes for the Meeting Dates Approval of Minutes for July 6, 2011 REGULAR MEETING July 6, 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 preserved per- petually 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 6:03 PM in the TDPUD Board room by President Bender. President Bender announced that Director John Hillstrom gave his resignation dated June 22, 2011. Agenda item number 10 will consider the process to fill the position on the Board. ROLL CALL: Directors Joe Aguera, Jeff Bender, Ron Hemig, and Tony Laliotis were present. PLEDGE OF ALLEGIANCE President Bender led the Board and public in the Pledge of Allegiance. EMPLOYEES PRESENT: Nancy Waters, Bob Mescher, Ian Fitzgerald, Steve Hollabaugh, Kathy Neus, Michael Holley and Barbara Cahill CONSULTANTS PRESENT: Steve Gross OTHERS PRESENT: Juanita Schneider, Scott Farber, Laura Ferree, Josh Susman and Jamie Briner CHANGES TO THE AGENDA General Manager Michael Holley stated there are no changes to the agenda. PUBLIC INPUT There was no public input. DIRECTOR UPDATE Director Hemig wanted to let everyone know about the Lake of the Sky Garden Club 2011 Truckee Garden Tour on Saturday, July 30, 2011. Director Laliotis did not attend the last NCPA meeting, so does not have anything to report. CONSENT CALENDAR CONSIDERATION OF THE APPOINTMENT OF GENERAL MANAGER AS THE LABOR NEGOTIATOR TO NEGOTIATE WITH THE DISTRICT'S UNREPRESENTED EMPLOYEES Terms and Conditions of Employment for the Unrepresented Employees of the District. 1 Minutes: July 6, 2011 CONSIDERATION OF ADOPTING AN ORDINANCE TO DISCONTINUE THE GREEN TAG PROGRAM This item involves adopting an ordinance discontinuing the District's Voluntary Green Tag Program. CONSIDERATION OF THE AWARD OF A CONTRACT FOR THE INSTALLATION OF AUDIO EQUIPMENT IN THE DISTRICT BOARDROOM This item involves awarding a contract to install new audio equipment in the District Boardroom. Director Laliotis moved, and Director Hemig seconded, that the Board approve the consent calendar. ROLL CALL: All Directors aye, by voice vote. SO MOVED ACTION ITEM CONSIDERATION OF A PROCESS TO FILL A POSITION ON THE BOARD This item involves the process to fill a Board vacancy. Director Hemig moved, and Director Laliotis seconded, that the Board place a Public Notice of Vacancy in the Sierra Sun on July 8, 2011, and place vacancy notices in three places within the District; and hold the regularly scheduled Board meeting on august 17, 2011 6:00 PM to interview candidates and appoint a director. ROLL CALL: All Directors aye, by voice vote. SO MOVED CONSIDERATION OF ADOPTING AN ORDINANCE TO REDUCE THE MONTHLY GLENSHIRE WATER SYSTEM UPGRADE CHARGE This item involves adoption of an ordinance to reduce the Glenshire Surcharge. Director Aguera moved, and Director Laliotis seconded, that the Board adopt the Ordinance reducing the monthly Glenshire Water System Upgrade Charge to $4.75 effective August 25, 2011 through November 30, 2017. ROLL CALL: All Directors aye, by voice vote. SO MOVED UPDATE ON STATUS OF NEVADA COUNTY LAFCO AND CONSIDERATION OF A PROFESSIONAL SERVICES AGREEMENT WITH BARACCO AND ASSOCIATES This item involves an agreement for professional services regarding the LAFCo Sphere of Influence. Director Aguera moved, and Director Laliotis seconded, that the Board: • Approve the Consulting Services Agreement with Baracco Associates totaling $22,675 plus a 10 percent change order authorization for an amount not to exceed $24,642.50 • Wishes to annex properties currently served by the District, and direct staff to begin the annexation process • Wishes to correct the jurisdictional boundaries to be compliant with previous Board actions, and direct staff to pursue this issue with the desired outcome for these areas to be accepted by LAFCo as being in the District's jurisdictional boundaries • Direct staff to work with the Nevada and Placer County Registrar of Voters to resolve voting inconsistencies ROLL CALL: All Directors aye, by voice vote. SO MOVED 2 Minutes: July 6, 2011 WORKSHOP DISCUSSION OF THE PROCESS TO SELECT AN ANNUAL AUDIT FIRM This item involves a discussion about selection of an auditing firm to perform the 2011 annual audit. Bob Mescher gave a presentation: • Annual audits are required • Baker Tilly / Virchow Krause is the 16th largest CPA firm in the U.S. o Has performed the District's annual audits since 2005 o Tom Unke has been an Engagement Partner since 1991, is a utility industry specialist and teaches APPA seminars o Jodi Dobson Engagement Manager has been with the firm since 1998, is a utility industry specialist and teaches APPA seminars o Field Auditors are full-time professional auditors and CPA's or CPA's -in -training o Baker Tilly field auditors change regularly and therefore have a fresh perspective • Prudent to consider changing audit firms for a fresh eyes review documents and processes • Audit firm needs to be selected for the 2011 audit o Extend contract with Baker Tilly or o Advertise a request for proposal • The cost of the 2010 audit was $60,000 There was no public input. Board discussion: • PUD works well with Baker Tilly, and they are satisfied with us • Baker Tilly has done good research; and the first year, they had recommendations • Audits go smoothly • Stay with them • Tahoe City PUD has extended audit contracts • The price was reasonable for the 2010 audit- can Baker Tilly come in with the same price or close for the 2011 audit • Would support extending the agreement with Baker Tilly for another year, and then do an RFP for future years • Make sure the price is reasonable • Baker Tilly is outstanding, but we should consider a change. People become familiar. • Our job is to produce a rigorous perspective on the financials • It is time to do a Request for Proposals- make sure it is good and cost effective • Do not want to get too familiar with the auditors • Are there any issues to do an RFP at this time • Staff should do the RFP, and the Board can do the interviews • Depending on the number of responses, staff may need to do a preliminary selection and then the Board can interview the final three • The District should send a letter to Bake Tilly explaining the reason for an RFP 3 Minutes: July 6, 2011 • We need to check what is going on in the marketplace • May get a good price variation- more competition • The Board directed staff to advertise a request for proposal from other audit firms ROUTINE BUSINESS TREASURER REPORT: JUNE 30, 2011 Approval of the report: Director Laliotis moved, and Director Aguera seconded, that the Board approve the treasurer's report for the month ended May 31, 2011. ROLL CALL: All Directors, aye. SO MOVED. Approval of disbursements: Director Aguera moved, and Director Laliotis seconded, that the Board approve the June 2011 disbursements report. ROLL CALL: All Directors, aye. SO MOVED. APPROVAL OF MINUTES FOR JUNE 1 AND JUNE 7, 2011 Director Hemig moved, and Director Laliotis seconded, that the Board approve the minutes of June 1 and June 7, 2011. ROLL CALL: All Directors, aye. SO MOVED CLOSED SESSION CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54957.6, CONFERENCE WITH LABOR NEGOTIATOR. DISTRICT REPRESENTATIVE: MICHAEL D. HOLLEY; UNREPRESENTED DISTRICT EMPLOYEES 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 7:30 PM/ TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Prepared by Barbara Cahill, Deputy District Clerk 4 Minutes: July 6, 2011