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HomeMy WebLinkAbout2014-04-16 Min - Board • REGULAR MEETING April 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 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 6:03 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 Hemig led the Board and public in the Pledge of Allegiance. EMPLOYEES PRESENT Stephen Hollabaugh, Bob Mescher, Trisha Ruby, Kathy Neus, Neil Kaufman, Michael Holley and Barbara Cahill CONSULTANTS PRESENT Steve Gross OTHERS PRESENT Juanita Schneider, Jody Sweet, and Paul Warmerdam CHANGES TO THE AGENDA General Manager Holley stated there were no changes to the agenda. PUBLIC INPUT Jody Sweet stated he is on the commission for the Downtown Rec Center. They have spent about $200,000 redoing the Performing Arts Center. He distributed copies of the capital improvements and costs to date. He came before the Board six months ago about two power poles near the Rec Center. People are notorious for backing up into the poles because of their location. The reason he is bringing this up again is there have been so many improvements. The PUD helped out with the lights. The electric has been upgraded and floors done. They have received help from George Lucas Inc with the sound. Things are coming to fruition. The first opening will be the Truckee Follies. He has talked to Steve Hollabaugh about this and wonders if there could be a plan to move the poles as it would be a great help. There will be more events in that area. DIRECTOR UPDATE • There were no Director updates. 1 Minutes: April 16, 2014 CONSENT CALENDAR CONSIDERATION OF DECLARING EQUIPMENT SURPLUS This item concerns de- claring District equipment surplus. CONSIDERATION OF THE AWARD OF A CONTRACT FOR THE PURCHASE OF LED HOLIDAY LIGHTS This item involves the annual purchase of LED Holiday Lights. CONSIDERATION OF A POWER SALES CONTRACT FOR THE UAMPS VEYO HEAT RECOVERY PROJECT This item involves consideration of a contract for the UAMPS Veyo Heat Recovery Project. Director Bender 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 VOTING FOR A NEVADA COUNTY LOCAL AGENCY FORMATION COMMISSION (LAFCO) SPECIAL DISTRICT MEMBER This item involves casting a ballot for the election of a Special District Member of the Nevada County Local Agency Formation Commission. • Director Ellis moved, and Director Bender seconded, that the Board authorize the Board President to mark the attached ballot casting a vote for Nick Wilcox, Nevada Irrigation District for the election of a Special District Member of the Nevada County LAFCo. ROLL CALL: all Directors aye, by voice vote. SO MOVED CONSIDERATION OF SETTING CONTRACT PARAMETERS FOR THE SPRING STREET PIPELINE REHABILITATION PROJECT This item involves authorization of the Spring Street Pipeline Rehabilitation Construction Contract. Director Ellis moved, and Director Bender seconded, that the Board: • Authorize the award of the Spring Street Pipeline Rehabilitation construction contract to the lowest responsive and responsible bidder for an amount not to exceed $60,000 • Establish a 10 percent change or allowance in an amount not to exceed $6,000 • Authorize the transfer of up $66,000 from the Water Department Capital Replace- ment Fund to the Water Department General Fund ROLL CALL: all Directors aye, by voice vote. SO MOVED 41111 2 Minutes: April 16, 2014 • WOKSHOPS DISCUSSION OF POSSIBLE REVISIONS TO THE DISTRICT BYLAWS, CODE AND FEES This workshop involves updates, additions, and clarification of District Bylaws, Code and Fees. Bob Mescher gave a presentation: • Board periodically reviews and updates District Bylaws and Code • Bylaws and Code last revised in June 2012 • Staff reviewed District Bylaws and District Code • 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 o Update fees • Proposed Changes to Bylaws o Bylaws require an update to conform to industry standards and current practice — District officers are elected in December; not necessarily the first meeting in December — Allows meeting notices to be provided via electronic format • Proposed Changes to Code • o To conform to industry standards and current practices — Chapter 2.40 General Manager reports to Board — Chapter 2.56 Continued education for Board — Chapter 3.08 Procurements — New Section 5.13.010.4 Formal requests of public records — Chapter 5.37 Definition of important issues — Chapter 8.04 Easements o To describe the current benefits for employees and retirees — Chapter 4.07 employment and retirement benefits — No changes to benefits o To clarify existing code — Chapter 3.08 Procurement change orders — Chapter 5.02 Deposits — Chapter 5.12 Temporary reconnection — Chapter 5.16 Billing disputes — Chapter 5.40 Formal complaints — Chapter 5.20 and 5.28 Miscellaneous service fees • Proposed Changes to Fees o Consolidate redundant Electric fees o Update to reflect average actual cost to provide service — Electric overhead relocation from $371 to $467 — Electric temporary overhead service from $773 to $1,245 . — Electric underground relocation from "actual cost" to — $1,248 up to 200 amp service — $2,364 for 400 amp service 3 Minutes: April 16, 2014 • - Fire sprinkler meter box upgrade fees from "actual cost" to — $600 for water meter box not previously upgraded — $150 for water meter box previously upgraded • Next Step o May 21, 2014 Board Meeting — Adopt a resolution modifying District Bylaws — Adopt a resolution modifying District Code — Adopt an ordinance modifying Electric and Water fees • Fiscal Impact o Two fees recommended to increase to reflect the average actual cost o Based upon 2013 activity the fiscal impact would increase revenue by less than $1,000 annually There was no public input. Board Discussion: • Describe electric underground relocation- what is District doing now? • What does the electric underground relocation flat fee of $1,248 cover? What is the District physically doing? • Why would people want to do an underground relocation? • Who uses 400 amp service — mainly commercial? • Is electric temporary service for new construction? • • Will this affect contractors? • Build a house and apply for service. Have a temporary service. Is there more cost when the temporary service is put into a panel? • Thought temporary was a residential construction panel. • What is the current water meter box fee now? • So some water meter boxes were previously upgraded? • Keep up with costs and times. • Single 122/142 amp service could be overhead or underground for $1,248. • Permanent connection to structure can be either overhead or underground? • This cleans the fee page up- simpler. • Does the District as part of its fee structure have a meter test fee? • A customer can request a meter test. REPORT OF TECHNOLOGICAL ENHANCEMENTS TO IMPROVE CUSTOMER SER- VICE AND COMMUNICATION This item involves a report of the recent technological enhancements to improve customer service and communication. Bob Mescher gave a presentation: • District's Mission Statement includes: o Provide high quality water and electrical power services while meeting customer demand • • District's objectives and goals include: o Develop and implement high standards of customer service o Utilize modern, cost effective work methods and equipment 4 Minutes: April 16, 2014 • • Technological enhancements in past two years o Credit Card Payments — Call Capture telephone interactive voice response (IVR) — Mini Kiosk — Recurring credit card payments in lieu of deposits — E-bill o Fisery — Bill presentment that allows customers to view and pay their bill from their personal banking software o Payment arrangement tracking system — Efficiently monitors status of payment plans and quickly identifies broken payment arrangements o Document Vault — Digital document archiving system to be compatible with newer computer operating systems o Smart Hub (coming soon!) — One-stop on-line hub with access to billing, payments, rebates, water usage, and more TRUCKEE DONNER Po,14s- Public Utility District Dm„� aunaa a reymoam ur ronro W uay. a,.m.,rv» ",...ill. %Kw M1 Ile.o a rynro..?r;m(l 1p• WkAlJnb View and Manage My Usage Communication/Alert ... . I want to Welcome to Smertliub 04/16/2011 • • • We've improved your usage management tools! s..uan caaxmn�Ya • Key Fuhvaa High Alert ae.hxe eM uM.r.uM u..q.treble to 01/162114 AM VA O Mok.mwaaam can p gn RnA'.aM1pM1 YM ma.Mere.rb e.v.MeM.s the}EaM untlx ln.YM taO uO.y• • utla Saepmt .e9e nerve to rdnpen • • Owk out an ae a.a AN/J.u.hM.,.,I App Store Account Overview ROBERT t+na ou.: /0ni 2. rma Due. wkn 06A06r2014 a $ AAak.asyoce,. see woe • Other technological enhancements o User-friendly web site at http://www.tdpud.org TRUCKEE iDONNER tty UtilAy l) ,tric+ 10ME atlS/UI US M+RCCUUNI UEraWIME.1S SW1D 0. i rt)4,,.. fT,ti ©OC Via*YourWater Usage Latest News Events • a� ter Meg Mammas R* rim A..mna•a.,: iP3A wru �n e.a .k.. 5 Minutes: April 16, 2014 • o Water usage tool o Social media accounts: Facebook, Twitter, Linkedln o On-line customer rebate site o Interactive display in the foyer o Telephone system interfaced with customer service software, radio dispatch, and mobile devices • Fiscal Impact o Annual credit card fees of approximately $8,000 is more than offset by: — Decreased write-offs (about $17,000 annual savings) — Less staff time handling payments — Reduced cash and check processing costs — Reduced paper billing — Faster deposit times Public input: • Will the equal payment plan still be available to customers? Board discussion: • Ebill- is it the same data that is available in the printed mailed version? • Smart Hub- will it be on line or only physical at the PUD office? • • Will there be a link to Smart Hub on the PUD web site? • How safe is the PUD against cyber-attacks with the system? • Is the PUD internally protected against getting credit card numbers? • Good report- impressed that the PUD is state of the art-big jump forward. • A lot of progress and thanks for the update. • Bank emailed that Fisery was available at the PUD for on line banking. Is there a fee for this service? • Good report ROUTINE BUSINESS APPROVAL OF THE FUND BALANCES AS OF FEBRUARY 28, 2014: Director Bender moved, and Director Hemig seconded, that the Board approve the treasurer's report for the month ended February 28, 2014. ROLL CALL: All Directors, aye. SO MOVED. APPROVAL OF DISBURSEMENTS FOR MARCH 2014 Director Aguera moved, and Di- rector Ellis seconded, that the Board approve the March 2014 disbursements report. ROLL CALL: All Directors, aye. SO MOVED. APPROVAL OF MINUTES FOR MARCH 19 AND APRIL 2, 2014 Director Ellis moved, and Director Bender seconded, that the Board approve the minutes of March 19 and April 2, 2014 with an amendment to April 2 to read Special Meeting. • ROLL CALL: All Directors, aye. SO MOVED. 6 Minutes: April 16, 2014 ID CLOSED SESSION CLOSED SESSION PURSUANT TO GOVERNMENT CODE 54956.9(D)(1), CONFER- ENCE WITH LEGAL COUNSEL ON PENDING LITIGATION: ONE CASE CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54957 (E), PUBLIC EMPLOYEE PERFORMANCE EVALUATION - GENERAL MANAGER'S PERFORMANCE PLAN REVIEW RETURN TO OPEN SESSION Report from Closed Session Agenda item No. 16, Closed Session Pursuant to Government Code 54956.9(d)(1), Con- ference with Legal Counsel on Pending Litigation: One Case: The Board has reached a settlement with Yolkens on their claim with the District. The settlement was approved by roll call vote of 4 to 1 with Directors Hemig, Bender, Ellis and Aguera voting yes. President Laliotis voting no. No reportable action on Agenda item No. 17. • ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 7:29 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Tony Laliotis, President Prepared by Barbara Cahill, Deputy District Clerk • 7 Minutes: April 16, 2014 TRUCKEE DONNER • Resolution No. 2014 - 05 Public Utility Dis trict A RESOLUTION AUTHORIZING AND APPROVING THE VEYO HEAT RECOVERY PROJECT POWER SALES CONTRACT WITH UTAH ASSOCIATED MUNICIPAL POWER SYSTEMS; AND RELATED MATTERS. Whereas, Truckee Donner Public Utility District (the "Participant') is a member of Utah Associated Municipal Power Systems ("UAMPS') pursuant to the provisions of the Utah Associated Municipal Power Systems Amended and Restated Agreement for Joint and Cooperative Action, as amended (the "Joint Action Agreement'); Whereas, one of the purposes of UAMPS under the Joint Action Agreement is the acquisition and construction of electric generating, transmission and related facilities in order to secure reliable, economic sources of electric power and energy for its members; Whereas, UAMPS proposes to acquire a waste heat recovery electric generation • project to be located in Veyo, Utah, known as the Veyo Heat Recovery Project (the "Project"); Whereas, the Governing Body has reviewed (or caused to be reviewed on its behalf) certain descriptions and summaries of the Project, the Power Sales Contract and the Project Agreements (the "Project Agreements" and other capitalized terms used and not defined herein shall have the meanings assigned to them in the Power Sales Contract), and representatives of the Participant have participated in discussions and conferences with UAMPS and others regarding the Project and have received from UAMPS all requested information and materials necessary for the decision of the Governing Body to authorize and approve the Power Sales Contract; Whereas, the Power Sales Contract provides that the Participant may make a Capital Contribution to UAMPS prior to the issuance of any Bonds to finance the Cost of the Project, thereby reducing the Debt Service Costs that would otherwise be payable by the Participant; Whereas, any Capital Contribution made by the Participant will be deposited with the trustee appointed under the Financing Documents (the "Trustee"), will be held in a special account and will be used solely for the payment of the Cost of the Project; Whereas, the Participant acknowledges that the obligation of the Participant to • make the payments provided for in the Power Sales Contract will be a special obligation of the Participant and an operating expense of the Participant's electric system, payable from 1 Resolution -2014 05 the revenues and other available funds of the electric system, and that the Participant shall • be unconditionally obligated to make the payments required under the Power Sales Contract whether or not the Project or any portion thereof is acquired, constructed, completed, operable or operating and notwithstanding the suspension, interruption, interference, reduction or curtailment of the output thereof for any reason whatsoever; and Whereas, the Participant now desires to authorize and approve the Power Sales Contract; Now, Therefore, Be It Resolved by the Governing Body of Truckee Donner Public Utility District, as follows: Section 1. Execution and Delivery of the Power Sales Contract; Participant's Representative. (a)The Power Sales Contract, in substantially the form attached hereto as Annex A, is hereby authorized and approved, and the President is hereby authorized, empowered and directed to execute and deliver the Power Sales Contract on behalf of the Participant, and the Clerk is hereby authorized, empowered and directed to attest and countersign such execution and to affix the corporate seal of the Participant to the Power Sales Contract, with such changes to the Power Sales Contract from the form attached hereto as Annex A as shall be necessary to conform to the Participant's legal status, to complete the form of the Power Sales Contract or to correct any minor irregularities or ambiguities therein and as are approved by the President, his execution thereof to • constitute conclusive evidence of such approval. (b) An Entitlement Share representing up to 1,972 kW of capacity, as such capacity amount may be adjusted by the Project Management Committee pursuant to the Power Sales Contracts, is hereby authorized and approved. (c) The appointment of Steve Hollabaugh as the Participant's Representative to UAMPS is hereby confirmed. Such Representative (or, in his or her absence, such alternate(s)) is hereby delegated full authority to (i) approve any appendix to the Pooling Agreement between UAMPS and the Participant that may be necessary or desirable in connection with the utilization of the Participant's Entitlement Share and (ii) act on all matters that may come before the Project Management Committee established by the Power Sales Contract, and shall be responsible for reporting regularly to the Governing Body regarding the activities of the Project Management Committee. Section 2. Approval and Authorization of Capital Contribution. The Participant hereby elects to make a Capital Contribution in an amount equal to$500,000,which is less than or equal to the Capital Contribution amount that may be elected by the Participant under the terms and provisions of the Power Sales Contract. Pursuant to the Power Sales Contract, it is hereby found and determined that amounts used to make such Capital Contribution are derived from retained earnings of the Participant's electric enterprise fund or other legally available moneys of the Participant not derived from any external • borrowing, including legally available funds now on deposit in the Participant's margin account with UAMPS. The Participant's representative to UAMPS is hereby authorized 2 Resolution 2014-05 • and directed to determine the source of the moneys to be used to make the Capital Contribution from the sources authorized by this Resolution at such time as shall be directed by UAMPS. The Participant shall deposit its Capital Contribution with the Trustee in accordance with the escrow instructions to be provided by UAMPS. Section 3. Compliance with Tax Covenants. The Participant agrees in the Power Sales Contract that it will apply all of the energy acquired under the Power Sales Contract to a Qualified Use and that it will not take or omit to take any action which could adversely affect the Tax Status of any Bond or Bonds theretofore issued or thereafter issuable by UAMPS. Section 4. Miscellaneous; Effective Date. (a) This resolution shall be and remain irrepealable until the expiration or termination of the Power Sales Contract in accordance with its terms. (b) All previous acts and resolutions in conflict with this resolution or any part hereof are hereby repealed to the extent of such conflict. (c) In case any provision in this resolution shall be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. • (d) This resolution shall take effect immediately upon its adoption and approval. Adopted and Approved this sixteenth day of April, 2014. AYES: Directors Aguera, Bender, Ellis, Hemig and Laliotis NOES: None ABSTAIN: None ABSENT: None Truckee Donner Public Utility District By Tony Laliotis, President / 1 Attest: Michael D. Holley, P.E. Clerk of the Board • [Seal] 3 Resolution 2014-05