HomeMy WebLinkAbout23-MinutesAgenda Item # 23
MINUTES
To:
Board of Directors
From:
Barbara Cahill
Date:
June 06, 2012
Minutes for the Meeting Dates
Approval of Minutes for May 2, 2012
REGULAR MEETING
May 2, 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 pre-
served perpetually 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, Laura Clauson Ferree, Ron Hemig, and Tony Laliotis
were present. Director Jeff Bender was absent.
PLEDGE OF ALLEGIANCE
Director Aguera led the Board and public in the Pledge of Allegiance.
EMPLOYEES PRESENT Steve Hollabaugh, Rosana Matlock, Nancy Waters, Bob
Mescher, Neil Kaufman, Steven Poncelet, Michael Holley and Barbara Cahill
CONSULTANTS PRESENT None
OTHERS PRESENT Juanita Schneider, Scott Parker and Bob Ellis
CHANGES TO THE AGENDA
General Manager Holley stated there were no changes to the agenda.
PUBLIC INPUT
DIRECTOR UPDATE
Director Ferree said her official last day is June 1, 2012.
CONSENT CALENDAR
CONSIDERATION OF APPROVING THE NCPA AND TRUCKEE DONNER PUBLIC
UTILITY DISTRICT POWER MANAGEMENT AGREEMENT AMENDMENT NO. 5 This
Amendment between NCPA and TDPUD extends the term of the Power Management
Agreement for Scheduling services to June 30, 2013.
CONSIDERATION OF APPROVING A RESOLUTION FOR THE NCPA LEGISLATION
AND REGULATION PROGRAM AGREEMENT This item involves an NCPA L&R Pro-
gram Agreement.
Minutes: May 2, 2012
CONSIDERATION OF THE AWARD OF A CONTRACT FOR PROPERTY, LIABILITY
AND WORKERS' COMPENSATION INSURANCE This item concerns the annual re-
newal of the District's property, liability and workers' compensation insurance.
CONSIDERATION OF AN EXTENSION TO THE FUEL CONTRACT WITH WESTERN
ENERGETIX This item involves extending the current contract with Western
Energetix to provide gasoline and diesel for District vehicles.
Director Hemig moved, and Director Ferree seconded, that the Board approve the consent
calendar.
ROLL CALL: Director Bender, absent; All other Directors aye, by voice vote. SO MOVED
ACTION ITEMS
CONSIDERATION OF A PROPOSED NEGATIVE DECLARATION AND ENVIRONMEN-
TAL INITIAL STUDY FOR THE 2012 WATER MASTER PLAN UPDATE This item
involves a review of the 2012 Water Master Plan Update CEQA Initial Study and
related actions.
Director Hemig moved, and Director Ferree seconded, that the Board:
• Authorize staff to file the proposed Negative Declaration and environmental Initial
Study with the Office of the Nevada County Clerk
• Authorize staff to file the proposed Negative Declaration and environmental Initial
Study with responsible and interested agencies and with the State Clearinghouse
• Authorize staff to publish a notice of public review period on the proposed Negative
Declaration
• Set a public hearing date of June 6, 2012
ROLL CALL: Director Bender, absent; All other Directors aye, by voice vote. SO MOVED
WORKSHOPS
DISCUSSION OF POSSIBLE REVISIONS TO THE DISTRICT CODE AND DISTRICT
BYLAWS This workshop involves updates, additions, and clarification of District
code sections and to District Bylaws.
Rosana Matlock and Robert Mescher gave a presentation:
• Board periodically reviews and updates District Code and District Bylaws
o New or changed Board policies
o New applicable laws and regulations
o New or changed District procedures
• Bylaws revised in 2007
• Board completely updated code in 2010
• Staff has reviewed District Code and District Bylaws
• Staff recommends changes and updates in a few general areas in order to:
o Conform to industry standards and current practices
o Describe the current employee and retiree benefits
o Clarify existing code
2 Minutes: May 2, 2012
o Tighten the District's credit policy
• Proposed Changes to Code
o To conform to industry standards and current practices
■ Chapter 3.10 Capitalization limits
■ Chapter 3.16 Treasurer's reporting requirements
■ Chapter 5.12 General Manager authorized to adjust connection fees for
reconnections
■ Chapter 7.83 Renewable Portfolio Standards
■ To describe the current employee and retiree benefits
■ Chapter 4.07 employment and post -retirement benefits
■ No Changes to benefits
o To clarify existing code
■ Chapter 5.01 definition of a "Co -Signer"
■ Chapter 5.09 customers' responsibility to notify the District
■ To tighten the District's credit policy
■ Chapter 5.02 deposit waiver conditions
■ Chapter 5.04 deposit payment requirement for more than two 48-hour Notices in
12 months
■ Chapter 5.12 ramifications of non -sufficient funds payments or failure to comply
with District rules, regulations and code
• Bylaws require an update to be consistent with District Code
o Allows documents and notices to be provided via electronic format
o Clarifies that the Board appoints Treasurer, Assistant Treasurer, and Accountant
o Updates the order of business of Board meetings
There was no public input.
Board discussion:
• Perfect explanations
• Good to update and make clear
• As much as possible, provide customers with a much information as possible with
policies that apply to them
• Good attention to detail
• Is the capital limit for all but District land
• 5.12.050.5 what does existing and operational water service mean
• Why was there a change of language to medical benefits
• Good to tighten the credit policy to avoid collections and write offs
• Addition of language about water and electric rates being at sole discretion of the
District
• Good for District to keep up with the code and to update
• Deposit for residential customers is now more consistent- now all new residential
customers must have a deposit with only a couple exceptions
• Electronic Funds Transfer can help people to pay their bill on time and keep down
collections
• The credit letter from a utility is now deleted
3 Minutes: May 2, 2012
DISCUSS THE STATUS OF WATER SYSTEM SUPERVISORY CONTROL AND DATA
ACQUISITION (SCADA) REPLACEMENT PROJECT This item involves an update of
the Water SCADA system project.
Mark Thomas gave a presentation:
• SCADA systems were built in the early 1990's
o Three systems include the District's main area, Glenshire, and Donner Lake
o Systems normally last 6 to 10 years
o Current systems are not expandable and cannot interact with each other
o Do not meet current industry standards
• In July 2009, the Board awarded a contract to Carollo Systems for engineering services
o Phase 1 dealt with collection of system information and evaluation
o Phase 2 involved design, specifications and cost estimates
Carollo Systems has compiled a Technical Memorandum (TM) with the results of
Phase 1 and 2:
o Why the District should upgrade
o General and basic SCADA system requirements
o Network communication design
o Integrated energy management features
o Remote terminal unit (RTU) design
o Specifications for bidding of system components
o Work breakdown structure of construction and implementation of Phase 3
o Engineer's cost estimate for Phase 3
Staff has reviewed the TM and recommends the following proposal
o Dividing Phase 3 into 4 parts
o Performing implementation services of Phase 3 with in-house labor and an outside
panel fabricator
Dividing Phase 3 into 4 parts enables:
o Ability to spread total cost over time
o Flexibility of development
o Increase project control
o Significant cost savings of $670,000 from Carollo estimate
Time line for completion of Phase 3A
o Issue RFB for 10 RTUs Summer 2012
o Issue RFP for radios and communication network Summer 2012
o Procurement of hardware and software Summer 2012
o Programming would begin Summer 2012
o Installation would begin Fall 2012
Completion of Phase 3A Summer 2013
o The cost for the total SCADA project is projected to be $2.3M
■ Phase 3A $802,000
■ Phase 3B $302,000
■ Phase 3C $544,000
■ Phase 3D $618,000
• Funding
o $2M has been appropriated in FY12 and FY13 budgets for Water System SCADA
replacement project
4 Minutes: May 2, 2012
There was no public input.
Board discussion:
• RTU stands for remote technical unit
• Break Phase 3 into 4 parts — good to save $670,000- take in bite size pieces
• Very technical
• Does the PUD install the panels at each station
• How many panels are there
• The fabricator prepares the panels
• Really need a new system as the old system is outdated
• What is the life span of the new system- will it last much longer
• With a new system, will there be a large monetary expenditure again the future or
can it be easily upgraded
• Is it better to break phase 3 into parts as the District does not have all the money
now
• What if part of the old system breaks down and we need to get the project done
faster
• Appreciate all the hard work on this project
• Working with proprietary systems are difficult- District needs to deal with this old
system and replace
• Is there someone in house that can do the programming
• Panels are pretty large- is this a standard size for a SCADA system
• Will each pump station have a panel or is the system designed for what we need
• Using a lot of point to point or pier to pier — is that good. Is the District confident that
if there was a failure of the base facilities that the water system would run on its
own, without any interface
• What about an overlap with the electric system
• Do we anticipate a lot of processes being used by the RTU's or just the basic
monitoring
• Imagery for security purposes- is the system robust enough for data transfer and
surveillance at tank sites
• A lot of dollars- one of the problems to replace a SCADA system after a long time,
Technology improves, but so does the price.
• This system will last a long time for the District and will provide a good back bone- it
is a good product.
ROUTINE BUSINESS
TREASURER'S REPORT April 30, 2012
Approval of the fund balances as of March 31, 2012 Director Hemig moved, and Direc-
tor Ferree seconded, that the Board approve the treasurer's report for the month ended
March 31, 2012.
ROLL CALL: Director Bender, absent; All other Directors aye, by voice vote. SO MOVED
5 Minutes: May 2, 2012
Approval of disbursements for April 2012 Director Aguera moved, and Director Ferree
seconded, that the Board approve the April 2012 disbursements report.
ROLL CALL: Director Bender, absent; All other Directors aye, by voice vote. SO MOVED
APPROVAL OF MINUTES FOR APRIL 4 AND 18, 2012
Director Ferree moved, and Director Hemig seconded, that the Board approve the
minutes of April 4 and 18, 2012.
ROLL CALL: Director Bender, absent; All other Directors aye, by voice vote. SO MOVED
ADJOURNMENT
There being no further business before the Board, the meeting was adjourned at 6:50 PM.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Tony Laliotis, President
Prepared by
Barbara Cahill, Deputy District Clerk
6 Minutes: May 2, 2012