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Home My WebLink About21-Approval of Minutes for Janaury 16 and 28, 2013Agenda Item # 21 MINUTES To: Board of Directors From: Barbara Cahill Date: February 20, 2013 Minutes for the Meeting Dates Approval of Minutes for January 16 and 28, 2013 REGULAR MEETING January 16, 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 preserved in per- petuity 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, and Ron Hemig were present. Director Tony Laliotis was absent PLEDGE OF ALLEGIANCE Director Hemig led the Board and public in the Pledge of Allegiance. EMPLOYEES PRESENT Jim Wilson, Bob Mescher, Kathy Neus, Ian Fitzgerald, Mark Thomas, Nancy Waters, Steve Poncelet, Kim Harris, Trisha Ruby, Michael Holley and Barbara Cahill CONSULTANTS PRESENT Steve Gross OTHERS PRESENT Juanita Schneider and Gary Waters CHANGES TO THE AGENDA General Manager Holley asked to remove agenda Item Number 13, Consideration of a Material Purchase of Radios for the Water SCADA Equipment. PUBLIC INPUT There was no public input. DIRECTOR UPDATE Director Ellis wanted to thank Mark Thomas and Jim Wilson for the tour of District water and electric facilities on Tuesday. Director Hemig stated there was no Municipal Finance Authority (MUFA) meeting in January. There have not been any purchases of natural gas or other sources of power to consider. The MUFA meetings are now quarterly instead of monthly, with the next meeting in April. President Bender stated he went to Capital Day in Sacramento on Monday with Steven Poncelet. There were many interesting speakers in the assembly and a good speaker from the California Energy Commission. They met Assemblyman Brian Dahle and a staff member from Senator Gaines office. Subjects included what will happen in the future, tighter regulations and shooting for net zero homes. Minutes: January 16, 2013 CONSENT CALENDAR RECEIVE AND ACCEPT ANNUAL REPORTS a) Safety activities for the past year b) 2012 Easements Recorded in favor of the TDPUD c) Use of the Board room by outside organizations in 2012 d) Encroachment Permits CONSIDERATION OF AWARDING A CONTRACT FOR MARTIS WELL MAINTENANCE 2013 This item involves awarding a contract to pull and repair Martis Well pump equipment. CONSIDERATION OF EXTENDING THE CONTRACT FOR LINE CLEARANCE TREE TRIMMING AND POLE CLEARING This item involves extending the contract for line clearance tree trimming services. CONSIDERATION OF AN ANNUAL CONTRACT RENEWAL WITH NETXPERTS FOR IT SUPPORT SERVICES This item involves an annual contract with NetXperts for IT support services. Director Hemig moved, and Director Ellis seconded, that the Board approve the consent calendar. ROLL CALL: Director Laliotis, absent; All other Directors aye, by voice vote. SO MOVED ACTION ITEMS CONSIDERATION OF A RESOLUTION TO COMMEND NANCY WATERS FOR HER MANY YEARS OF SERVICE This item involves adopting a Resolution for Nancy Waters. Director Hemig moved, and Director Aguera seconded, that the Board by acclamation adopt the resolution recognizing Nancy Waters for her many years of service. ROLL CALL: Director Laliotis, absent; All other Directors aye, by voice vote. SO MOVED CONSIDERATION OF THE PURCHASE OF RELIABILITY ENHANCEMENT SOFTWARE AND HARDWARE This item involves a purchase of software and hardware to increase reliability of the District's Water & Electric System. Director Hemig moved, and Director Ellis seconded, that the Board approve the purchase of the proposed server hardware, software, and professional services through NetXperts for a base amount of $232,918.39, plus a 5% change order authorization, for a total contract amount not to exceed $244,564.31. ROLL CALL: Director Laliotis, absent; All other Directors aye, by voice vote. SO MOVED CONSIDERATION OF A MATERIAL PURCHASE OF RADIOS FOR THE WATER SCADA EQUIPMENT This item involves a material purchase of radios for the Water SCADA equipment. Item removed from the agenda. 2 Minutes: January 16, 2013 CONSIDERATION OF ADOPTING ENERGY EFFICIENCY TARGETS TO MEET THE SB 1037/AB 2021 REQUIREMENT This item involves action to establishment the triennial energy efficiency targets for the District. Director Ellis moved, and Director Aguera seconded, that the Board adopt Truckee Donner Public Utility District's energy efficiency targets for the period 2014 through 2023 as follows: - Energy Savings: 12,837 MWh - Demand Savings: 2.037 MW ROLL CALL: Director Laliotis, absent; All other Directors aye, by voice vote. SO MOVED WORKSHOPS REVIEW OF THE 2012 AND PROJECTED 2013 CONSERVATION PROGRAMS This item is a review of the 2012 and Projected 2013 Conservation Programs Steven Poncelet and Trisha Ruby gave a presentation: • District conservation programs o Significant investments in recent years o Optimizing current programs o Investigating new, cost-effective programs o Rebates, give -a -ways, and direct -install programs o Residential and commercial programs • Primary goals of conservation programs o Maximize ROI o Ensure all customer have opportunity to participate o Educate customers on benefits of conservation FY12 conservation program results o Evaluation, Measurement, & Verification (EM&V) largely complete o Historical savings have ranged from ■ -2-3% savings first year ■ <$0.03/kWh o Money in customer's pockets 2013 projected programs o Optimize current programs o Respond to regulatory changes ■ Federal ban on sale of screw -in incandescent light bulbs ■ Federal ban on sale of T12 fluorescent tubes and magnetic ballasts o Investigate potential new programs Recommended new energy programs o Modify Appliance Rebate program ■ Reduce EnergyStar rebate to $75 ■ CEE Tier 2 - $100 and CEE Tier 3 - $125 rebates ■ Discontinue Freezer Purchase Rebate o New Residential Lighting Rebate program: $5 per LED lamp o Commercial Custom Rebate program: accommodate lighting and non -lighting technologies o Continue to investigate new energy efficiency programs ■ Increasing plug -loads ■ Energy saving control systems 3 Minutes: January 16, 2013 ■ All -electric residences • Recommended new water programs o Ultra -high efficiency toilets ■ Additional $25 incentive over current program ■ 1.28 GPF or dual -flush o High -efficiency clothes washers ■ Additional $50 incentive over energy rebate ■ Tiers 2-3 There was no public comment. Board discussion: • Does the PUD have a collection program for CFL's that burn out • Rebate on purchase of freezers is discontinued, but removal program is still in place • What about community events- the neighborhood block parties • What do LED lights cost • Are the commercial programs for new construction or just existing- or does one need to work with Title 24 • How do the budget dollars compare from year to year: 2012 to 2013 • The new residential lighting rebate- is that any retrofit using LED's for a new home or existing home • Commercial custom rebate program- is there a scale of a percent better than Title 24 or is it on a case by case basis to prove the savings • The rebate for buying an LED bulb is $5 per bulb • The fluorescent 4 foot bulbs are phasing out the T12's; when will the T12's no longer be available to purchase • How much more efficient is a T8 than a T12- a savings versus amount of light • The programs are on the right course, good changes to account for saturation of CFL's, get additional savings UPDATE ON THE MARTIS VALLEY GROUNDWATER MANAGEMENT PLAN This item involves an update on the Martis Valley Groundwater Management Plan and model. Steven Poncelet gave a presentation: • District's responsibility to ensure long-term water supply and quality from the Martis Valley aquifer o Last Groundwater Management Plan (GMP) was 1995 • Opportunity to update GMP o New tools o Better information on sustainable yield of aquifer o Evaluate impacts to water quality due to built environment changes o Potential impacts of climate change • Collaborative effort to update Martis Valley GMP o Board adopted Memorandum of Agreement at July 21, 2010 District Board meeting ■ $150K from TDPUD ■ $60K Northstar Community Services District (Northstar CSD) ■ $40K from Placer County Water Agency (PCWA) o Additional $750K from Bureau of Reclamation grants 4 Minutes: January 16, 2013 ■ Desert Research Institute (DRI) modeling ■ Climate change model incorporated into DRI model ■ Lawrence Livermore National Laboratory radio isotope aging study o $1 million total project to study aquifer and develop GMP PCWA was lead agency o Issued Request for Proposal ■ Manage DRI's modeling efforts ■ Develop Martis Valley GMP ■ Lead public outreach effort o Awarded contract to Brown and Caldwell at February 7, 2011 PCWA Board meeting ■ Local Balance Hydrologics is sub -contractor ■ —2-year project • Formal GMP process started in March, 2011 o TDPUD Board set public hearing on intent to adopt GMP o Public hearing and resolution in April, 2011 • State of California has specific requirements for GMPs including: o Initial public hearing o Board resolution to announce the intention to update the GMP o Final public hearing o Board resolution to adopt the final GMP • GMP has been supported by a Stakeholder Working Group o Advisory role in GMP process o Extensive knowledge of local groundwater conditions and uses o Over 20 local water users, environmental groups, and government representatives o Met 5 times • Extensive public outreach o Public notices, press releases, and newsletter o www.martisvalleygmp.org 0 2 public meetings • GMP effort complimented by development of a groundwater model o DRI and LLNL o State-of-the-art tool o Covers entire Martis Valley groundwater basin & watershed o Surface -groundwater interactions o Hydrologic cycle and recharge o Impacts of climate change o Scheduled to be complete mid -year GMP is multi -agency framework to ensure long-term quality & our water supply availability o Reflects current water resource planning o Alignment of groundwater policy GMP is NOT: o Mandatory; o Confidential information; o Regulations; o Enforcement of regulations; o Land use planning; nor o Zoning ordinances GMP consists of three major parts o Physical setting 5 Minutes: January 16, 2013 o GMP goals o Implementation components ■ Groundwater monitoring ■ Groundwater resource protection ■ Groundwater sustainability ■ Stakeholder involvement ■ Integrated planning ■ Implementation, reporting, and updating • Collaborative effort on development of the draft goal, objectives, and actions of the GMP o Partner agencies & Stakeholder Working Group • GMP Goal: "Ensure long term quality and availability of groundwater in the Martis Valley Groundwater Basin." • GMP objectives o Manage groundwater to maintain established and planned uses o Manage groundwater within the provisions of the Truckee River Operating Agreement o Collaborate and cooperate with groundwater users and stakeholders in the Martis Valley Groundwater Basin o Protect groundwater quantity and quality o Pursue and use the best available science and technology to inform the decision making process o Consider the environment and participate in the stewardship of groundwater resources • Schedule a public hearing on the adoption of the GMP for the February 20, 2013 Board meeting There was no public comment. Board discussion: • How is the information gathered; does each agency gather their own well production and quality. So is there not a new data collection center, only the agency footwork and agency information • Does the report go into a deterioration of water quality • Does the plan go into details on what the supply can support • Presentation was outstanding- good job bringing a lot of information to the Board • The goal says to "Ensure long term quality and availability of groundwater in the Martis Valley Groundwater Basin"- there is no reference to a reasonable cost or at the lowest possible cost which the PUD has. Understand it is a different objective, but if you only look at quality and availability without cost — that could be interesting information that the Districts may not be able to work with. • In the model, are there new data points being gathered. • The issue became that current decisions were being made on old data from the 1995 report — needed new accurate coordinated data — that is being addressed now • The actual model is forthcoming- in a month or longer • The plan is to adopt the GMP without the model. • The model information will be presented at a later time when it is finalized • Great- good work • In support of this 6 Minutes: January 16, 2013 ROUTINE BUSINESS TREASURER'S REPORT Approval of the fund balances as of November 30, 2012: Director Aguera moved, and Di- rector Hemig seconded, that the Board approve the treasurer's report for the month ended November 30, 2012. ROLL CALL: Director Laliotis, absent; All other Directors aye, by voice vote. SO MOVED Approval of disbursements for December 2012: Director Aguera moved, and Director Ellis seconded, that the Board approve the December, 2012 disbursements report. ROLL CALL: Director Laliotis, absent; All other Directors aye, by voice vote. SO MOVED APPROVAL OF MINUTES FOR DECEMBER 5 AND 19, 2012 Director Hemig moved, and Director Ellis seconded, that the Board approve the minutes of December 5 and 19, 2012. ROLL CALL: Director Laliotis, absent; All other Directors aye, by voice vote. SO MOVED CLOSED SESSION CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9, SUBDIVISION (B), ANTICIPATED LITIGATION, ONE CASE There was no reportable action. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 8:02 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Prepared by Barbara Cahill, Deputy District Clerk 7 Minutes: January 16, 2013 f,l�' SPECIAL MEETING pi", 0 January 28, 2013 In accordance with District Code Section 2.08.010, the TDPUD minutes are action only minutes. All Regular Board meetings are recorded on a digital format which is preserved in perpetuity and made available for listening to any interested party upon their request. The special meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 10:30 AM in the TDPUD front conference room by Vice President Aguera. ROLL CALL: Directors Joe Aguera, Bob Ellis, Ron Hemig and Tony Laliotis were present. President Jeff Bender arrived at 10:26 AM. PLEDGE OF ALLEGIANCE Vice President Aguera led the Board and public in the Pledge of Allegiance. EMPLOYEES PRESENT Peter Rosales, Michael Holley and Barbara Cahill CONSULTANTS PRESENT Steve Gross OTHERS PRESENT None 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 Hemig attended the NCPA Strategic conference on January 22 and 23 in Sacramen- to, along with two District staff members and Director Bob Ellis. The American Public Power Association presentation was interesting. Cap & Trade has more questions than answers, especially where the money should go. There was a rate report about PG&E's tier rates which are unbelievably high. Director Ellis stated that PG&E's average rate is 19 cents per kilowatt. The District's is 13 cents. We are in good shape. Of the 16 NCPA members, the PUD is 5th in rate structures. Director Hemig added that the PUD is high as a leader in RPS. Minutes: January 28, 2013 ACTION ITEM CONSIDERATION OF A PURCHASE OF RADIOS FOR THE WATER SCADA SYSTEM This item involves a material purchase of radios for the Water SCADA System. Director Ellis moved, and Director Aguera seconded, that the Board award a contract for radio equipment in the amount of $78,134 with a 10% contingency for an amount not to exceed $85,947 excluding taxes to Sage Designs, Inc. ROLL CALL: All Directors aye, by voice vote. SO MOVED WORKSHOP UNDERSTANDING THE RALPH M. BROWN ACT This item involves a presentation regarding the Ralph M. Brown Act. District Counsel Steve Gross gave a PowerPoint presentation. Board discussion followed ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 1:05 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Prepared by Barbara Cahill, Deputy District Clerk 2 Minutes: January 28, 2013