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Home My WebLink About2020-10-07 Min - Board DocuSign Envelope ID:F5C6AA41-8597-483B-875A-FBF53115F88E 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. III 5. PUBLIC INPUT President Bender called for public comment, seeing none. 6. DIRECTOR UPDATE GENERAL MANAGER/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. S S . 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. DocuSign Envelope ID:F5C6AA41-8597-483B-875A-FBF53115F88E • 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 11, 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 Probolsky Research Authorize the General Manager to execute a Professional Services Agreement), and all necessary documents, with Probolsky 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 DocuSign Envelope ID:F5C6AA41-8597-483B-875A-FBF53115F88E 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 (RFP) 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 RFP 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 • DocuSign Envelope ID:F5C6AA41-8597-483B-875A-FBF53115F88E 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. DocuSign Envelope ID:F5C6AA41-8597-483B-875A-FBF53115F88E 17.Water Utility Rate Study 2020 0 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. • 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. DocuSign Envelope ID:F5C6AA41-8597-4838-875A-FBF53115F88E 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. DONNER PUBLIC UTILITY DISTRICT `oA J,ee2cnc14os... Jeff Bender, President DocuSigned by: Respectfully Submitted S" 6WI«r 1B MVO 7 Shanna D. Kuhlemier, C , isVric Clerk III