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HomeMy WebLinkAbout18 Minutes September 6, September 20, September 25, October 4, October 18, November 1 AGENDA ITEM #18 Public Utility District m MEETING DATE: December 6, 2023 TO: Board of Directors FROM: Brian Wright, General Manager SUBJECT: Minutes for Meetings September 6, September 20, September 25, October 4, October 18, and November 1, 2023 ATTACHMENTS: 1. September 6, 2023 Minutes 2. September 20, 2023 Minutes 3. September 25, 2023 Board Minutes 4. October 4, 2023 Minutes 5. October 18, 2023 Minutes 6. November 1, 2023 Minutes Page 1 of 1 Page 41 of 85 REGULAR MEETING MINUTES SEPTEMBER 6, 2023 1. Call to Order The meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 6:07 pm by President Bender. 2. Roll Call Directors: Harris, Finn, Vice President Laliotis, and President Bender. Absent: Director Aguera. EMPLOYEES PRESENT: Brian Wright, Mike Salmon, Chad Reed, Scott Crow, Neil Kaufman,Trey Griffin, Jared Carpenter, Steven Keates, Steven Poncelet, Shanna Kuhlemier. CONSULTANTS PRESENT: Steve Gross, District Counsel, Pam Hobday, Pamela Hurt Associates. 3. Pledge of Allegiance Vice President Laliotis led the pledge of allegiance. 4. Changes to the agenda No changes to the agenda. 5. Public Comment — This is time set aside for the public to address the Board on any matter not on the agenda. Testimony related to any agendized matter should be addressed at the time that that item is considered. (The public may comment on any subject that is not on the agenda. Each speaker will be limited to three minutes, but speaker time may be reduced at the discretion of the Board President if there are a large number of speakers on any given subject.) President Bender called for public comment, seeing none. DIRECTOR UPDATE 6. This item provides time for Directors to comment on any item within the purview of the District. DEPARTMENT UPDATES 7. General Manager Updates Page 42 of 85 CONSENT CALENDAR 8. Consideration of Resolution 2023-10, Approving Submission and Attesting to the Veracity of the 2022 Power Source Disclosure Report and Power Content Label Adopt Resolution 2023-10 approving the submission and attesting to the veracity of the 2022 Power Source Disclosure Report and Power Content Label. 9. Consideration of Appointing Jared C. Carpenter as Northern California Power Agency (NCPA) Commissioner Appointment The Board of Directors appoint Jared C. Carpenter, Electric Utility Director, as NCPA's Commissioner and appoint Steven Poncelet, Legislative and Regulatory Affairs Director/Public Information Officer as the Alternate Commissioner 10. Consideration of Resolution 2023-09, Appointing Jared Carpenter as District Representative to Utah Associated Municipal Power Systems Adopt Resolution 2023-09 appointing Mr. Jared Carpenter as District Representative to Utah Associated Municipal Power Systems, effective September 21, 2023 11. Consideration of the Annual Community Facilities District Foreclosures in Grays Crossing and Old Greenwood. a.) Adopt foreclosure Resolution 2023-11 authorizing staff and special counsel to proceed with the foreclosure process on all parcels with delinquent assessments within the CFDs as required by Bond covenant; and b.) Authorize the General Manager to execute a contract for legal services with Stradling, Yocca, Carlson, & Rauth for their work relating to the foreclosure on delinquent parcels. 12. Consideration of a Contract with Orbis Intelligent Systems Inc. to purchase hydrant-mounted leak detection equipment Authorize General Manager to execute a contract with Orbis Intelligent Systems Inc. to purchase Fire Hydrant Mounted Leak Detection Correlators for the amount of $37,375 plus a 10% change order authorization for a total not to exceed $44,608. 13. Final Closeout of the Roundhill Tank Rehabilitation Construction Contract Adopt Resolution 2023-12 accepting the Roundhill Tank Rehabilitation project as complete and authorize the filing of the Notice of Completion. Page 43 of 85 14. Authorization Additional Expenditure for Environmental Services with Inland Ecosystems Authorize the expenditure of an additional $10,500 for environmental services with Inland Ecosystems for a total contract amount not to exceed $25,000. President Bender called for public comment, seeing none. Vice President Laliotis moved, Director Harris seconded to approve the consent calender. The motion passed (4-0), by roll call vote. Director Aguera was absent. President Bender recused himself from item #11 due to financial conflict. WORKSHOP 15. Utah Associated Municipal Power Systems (UAMPS) Power presentation Receive this workshop item and provide strategic feedback and direction to staff regarding the power supply portfolio. President Bender opened the floor up to questions and public comments. The public, UAMPS, NuScale and Idaho National Laboratory, and the Board exchanged educational information, concerns and ideas. Attendance; Jackie Coombs, Managing Director of Corporate and Member Relations, UAMPS Mason Baker, General Manager, UAMPS George Griffiths, Idaho National Laboratory Chuck Goodnight, NuScale Power Public Attendance: John Sorrenson, Tracy Ceno, Dedre Henderson, Erin deLafontane, John Henry Wider. 16. Strategic Plan Update - Community Circles The Board receive information on the upcoming community circle process. President Bender called for public comment, seeing none. The Board of Directors signed up for community circles. 17. Greenhouse Gas Inventory Results Staff recommends that the Board receive the presentation/workshop which provides an overview of the Greenhouse Gas Inventory recently compiled by staff. ROUTINE BUSINESS Page 44 of 85 d e 18. Approve the Treasurer's Report September 2023 President Bender called for public comment, seeing none. Director Finn moved, Vice President Laliotis seconded to approve the treasurer's report for September 2023. The motion passed (4-0), by roll call vote. Director Aguera was absent. 19. Approve Minutes of August 2, 2023 and August 16, 2023. President Bender called for public comment, seeing none. Director Harris moved, Vice President Laliotis seconded to approve August 2, 2023 minutes, with the correction for item #10 to include addition of directions for staff to consider other room rentals in the area that are more economical. The motion passed (4-0), by roll call vote. Director Aguera was absent. CLOSED SESSION 9:55pm 20. Closed Session Pursuant to Government Code Section 54956.9(d)(2), Conference with Legal Counsel, Potential Litigation, Two Cases. No reportable action. ADJOURNMENT Adjourned 10:31 pm There being no further business before the Board, the meeting was adjourned to the next regularly scheduled meeting of the Truckee Donner Public Utility District on September 20, 2023 at 6:00 pm. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Respectfully Submitted, Shanna D. Kuhlemier, CMC, District Clerk Page 45 of 85 REGULAR MEETING MINUTES SEPTEMBER 20, 2023 1. Call to Order The meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 6:00 pm by President Bender. 2. Roll Call Directors: Harris, Finn , Vice President Laliotis, and President Bender. Absent: Director Aguera. EMPLOYEES PRESENT: Brian Wright, Mike Salmon, Jillian Steward, Brian Yohn, Alex Spychalsky, Chad Reed, Scott Crow, Jared Carpenter, Steven Poncelet, Shanna Kuhlemier. CONSULTANTS PRESENT: None. 3. Pledge of Allegiance Director Finn led the pledge of allegiance. 4. Changes to the agenda Staff recommended moving item #10 Budget Workshop to action. Due to needing the Board to make a motion on item B. Director Finn moved, Director Harris seconded to move item #10 to action. Motion passed (4-0) vote. Director Aguera was absent. 5. Public Comment — This is time set aside for the public to address the Board on any matter not on the agenda. Testimony related to any agendized matter should be addressed at the time that that item is considered. (The public may comment on any subject that is not on the agenda. Each speaker will be limited to three minutes, but speaker time may be reduced at the discretion of the Board President if there are a large number of speakers on any given subject.) Nate Underwood- From Sierra Meadows • Would an Opt-In Time of use rate be considered by the Board? • Would like the Data for Peak and Off Peak energy rates to be open to the public. • Looking for telemetric space for an opt-in rate for EV charging stations. Page 46 of 85 DIRECTOR UPDATE 6. This item provides time for Directors to comment on any item within the purview of the District. CONSENT CALENDAR 7. Consideration of a Rental Agreement for a 2020 Freightliner Model: 2106 COMM 6060 Digger Derrick for Electric Utility Operations. Authorize the General Manager to enter into a rental agreement with Custome Truck One Source for the rental of a 2020 Freightliner Model: 2106 COMM 6060 Digger Derrick for Electric Operations for a monthly rental cost of $9,851 , with a budget not to exceed $50,000 in FY2023. President Bender called for public comment, seeing none. Vice President Laliotis moved, Director Harris seconded to approve the consent calender. The motion passed (4-0), by roll call vote. Director Aguera was absent. ACTION ITEMS 8. Consideration of Resolution 2023-13, celebrating the service of Joe Horvath. Adopt Resolution 2023-13, memorializing the comendation of Joe Horvath for his years of service with the District. President Bender called for public comment, seeing none. Director Harris moved, Director Finn seconded to approve to adopt Resolution 2023-13. The motion passed (4-0), by roll call vote. Director Aguera was absent. 9. Authorization of a Development Agreement with the Town of Truckee for the West River Street Undergrounding Project. A. Authorize the General Manager to enter into a development agreement with the Town of Truckee for the West River Street Undergrounding Project for a total cost to the District not to exceed $700,000 as to form approved by District Counsel; and B. Authorize the General to execute a licensing agreement with Union Pacific Railroad (UPRR) for the undergrounding of electric utility infrastructure on West River Street for a one-time fee of $129,425.40, to be divided equally between the District and the Town of Truckee. President Bender recused himself on item #9 due to financial reasons and left the room. Page 47 of 85 Vice President Laliotis asked for public comment, seeing none. Director Harris moved, Director Finn seconded staff recommendation. The motion passed (4-0), by roll call vote. Director Aguera was absent. 10. FY2024-2025 Budget - Workshop #2 a) Receive the information from this workshop item and provide strategic direction to staff regarding Budget 2024 & 2025 preparations. b) Schedule the Budget Public Hearing on 11/1/2023 for the Budget 2024 & 2025. President Bender called for public comment, seeing none. The board received information from this workshop. Vice President Laliotis moved, Director Finn seconded to approve item B, the scheduling of the hearing for the FY 2024&2024 Budget. The motion passed (4-0), by roll call vote. Director Aguera was absent. ADJOURNMENT Adjourned at 8:05pm. 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 October 4, 2023 at 6:00 pm. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Respectfully Submitted, Shanna D. Kuhlemier, CMC, District Clerk Page 48 of 85 SPECIAL MEETING MINUTES SEPTEMBER 25, 2023 1. Call to Order The meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 4:09pm by President Bender. 2. Roll Call Directors: Harris, Vice President Laliotis, and President Bender. Absent: Directors Aguera and Finn. EMPLOYEES PRESENT: Brian Wright. CONSULTANTS PRESENT: Pam Hobday, Pamela Hurt Associates. 3. Changes to the agenda No changes to the agenda. 4. Public Comment— This is time set aside for the public to address the Board on any matter not on the agenda. Testimony related to any agendized matter should be addressed at the time that that item is considered. (The public may comment on any subject that is not on the agenda. Each speaker will be limited to three minutes, but speaker time may be reduced at the discretion of the Board President if there are a large number of speakers on any given subject.) CLOSED SESSION 5. Closed Session Pursuant to Government Code Section 54957 Public General Manager's Performance Plan Review No reportable action. ADJOURNMENT 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 October 4, 2023 at 6:00 pm. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Page 49 of 85 Respectfully Submitted, Shanna D. Kuhlemier, CIVIC, District Clerk Page 50 of 85 REGULAR MEETING MINUTES OCTOBER 4, 2023 1. Call to Order Vice President Laliotis called the meeting to order at 6:00 p.m. 2. Roll Call Directors: Aguera and Finn, and Vice President Laliotis. Absent: Director Harris and President Bender. 3. Pledge of Allegiance Director Aguera led the pledge of allegiance. 4. Changes to the agenda 5. Public Comment— This is time set aside for the public to address the Board on any matter not on the agenda. Testimony related to any agendized matter should be addressed at the time that that item is considered. (The public may comment on any subject that is not on the agenda. Each speaker will be limited to three minutes, but speaker time may be reduced at the discretion of the Board President if there are a large number of speakers on any given subject.) Staff requested Vice President Laliotis to hold the item in abeyance until later in the meeting. DIRECTOR UPDATE 6. This item provides time for Directors to comment on any item within the purview of the District. DEPARTMENT UPDATE 7. This item provides time for the General Manager to update the Board CONSENT CALENDAR 8. Consideration to Dispense with Competitive Bidding and Negotiate Directly with Vendors for the FY23 Procurement of a new Electric Line Crew UTV a.) Make a finding to dispense with competitive bidding for a Line Crew UTV. b.) Authorize the General Manager, or their designee, to negotiate directly with vendors for the FY23 Procurement of a new Line Crew UTV. Vice President Laliotis called for public comment, seeing none. Page 51 of 85 Director Aguera moved, Director Finn seconded to approve the Consent Calendar. The motion passed (3-0), by roll call vote. Director Harris and President Bender were absent. ACTION ITEMS 9. Consideration for a Contract Amendment with Construction Materials Engineers (CME) to Perform Construction Inspection in 2023. Authorize the General Manager to execute a contract amendment with Construction Materials Engineers (CME) to perform construction inspection services for an additional amount of$150,000 and a new not to exceed total contract amount of $450,000 for calendar year 2023. Vice President Laliotis called for public comment, seeing none. Director Aguera moved, Director Finn seconded to approve staff's recommendation. The motion passed (3-0), by roll call vote. Director Harris and President Bender were absent. WORKSHOP 10. Residential Electrification Survey Results Receive this presentation and provide feedback and direction to staff. Vice President Laliotis called for public comment, seeing none. ROUTINE BUSINESS 11. Approve the Treasurer's Report October 2023 Vice President Laliotis called for public comment, seeing none. Director Aguera moved, Director Finn seconded to approve the Treasures report for October 2023. The motion passed (3-0), by roll call vote. President Bender and Director Harris were absent. 12. Approve Minutes for September 6, September 20, Board Meetings Vice President Laliotis called for public comment, seeing none. Director Finn moved, Director Aguera seconded to approve Minutes for September 6, and September 20, 2023. The motion passed (3-0), by roll call vote. President Bender and Director Harris were absent. Page 52 of 85 Vice President Laliotis returned to item 5. Public Comment. Seeing None. ADJOURNMENT 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 October 18,2023 at 6.00 pm. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Respectfully Submitted, Page 53 of 85 REGULAR MEETING MINUTES OCTOBER 18, 2023 1. Call to Order The meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 6:00 pm by President Bender. 2. Roll Call Directors: Harris, Finn, Aguera, Vice President Laliotis, and President Bender. EMPLOYEES PRESENT: Brian Wright, Mike Salmon, Jillian Steward, Jared Carpenter via zoom, Chad Reed, Scott Crow, Steven Poncelet,Sarah Kraker, Brad Wuest. CONSULTANTS PRESENT: Steve Gross, District Counsel , Pam Hobday Hurt and Associates, Shawn Koorn HDR. 3. Pledge of Allegiance Director Aguera led the pledge of allegiance 4. Changes to the agenda No changes to the Agenda. 5. Public Comment— This is time set aside for the public to address the Board on any matter not on the agenda. Testimony related to any agendized matter should be addressed at the time that that item is considered. (The public may comment on any subject that is not on the agenda. Each speaker will be limited to three minutes, but speaker time may be reduced at the discretion of the Board President if there are a large number of speakers on any given subject.) No public comment. DIRECTOR UPDATE 6. This item provides time for Directors to comment on any item within the purview of the District. ACTION ITEMS 7. Consideration of the Draft Electric Utility Cost of Service Analysis Report and Schedule a Public Hearing on adoption of proposed electric rate increases, time of use rates, and power cost adjustment. A. Receive this report and provide direction to staff; and Page 54 of 85 B. Schedule a Public Hearing at the regularly scheduled District Board Meeting on November 1, 2023 at 6:00 PM, or as soon thereafter, for the purpose of receiving input on the adoption of an Ordinance adoption of proposed electric rate increases, new time of use rates, and power cost adjustment for the years 2024 and 2025. President Bender called for public comment, seeing none. President Bender moved, Director Finn seconded to approve staff recommendations. The motion passed (5-0), by roll call vote. WORKSHOP 8. FY2024-2025 Budget - Workshop #3 Receive the information from this workshop item and provide strategic direction to staff regarding Budget 2024 & 2025 preparations. President Bender called for public comment, seeing none. CLOSED SESSION 9. Closed Session Pursuant to Government Code Section 54957 Public General Manager's Performance Plan Review Entered into closed session at 8:34pm. No reportable action. ADJOURNMENT TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Respectfully Submitted, Page 55 of 85 REGULAR MEETING MINUTES NOVEMBER 1, 2023 1. Call to Order The meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 6:OOpm by President Bender. 2. Roll Call Directors: Harris, Finn, Aguera, Vice President Laliotis, and President Bender. EMPLOYEES PRESENT: Brian Wright, Mike Salmon, Jillian Steward, Chad Reed, Scott Crow, Neil Kaufman, Jared Carpenter, Steven Poncelet,Sarah Kraker, Trey Griffin. CONSULTANTS PRESENT: Steve Gross, District Counsel. 3. Pledge of Allegiance Brian Wright led the pledge of allegiance 4. Changes to the agenda No changes to the Agenda. 5. Public Comment— This is time set aside for the public to address the Board on any matter not on the agenda. Testimony related to any agendized matter should be addressed at the time that that item is considered. (The public may comment on any subject that is not on the agenda. Each speaker will be limited to three minutes, but speaker time may be reduced at the discretion of the Board President if there are a large number of speakers on any given subject.) No Public Comment. DIRECTOR UPDATE 6. This item provides time for Directors to comment on any item within the purview of the District. DEPARTMENT UPDATE 7. This item provides time for the General Manager to update the Board PUBLIC HEARING 8. Conduct Public Hearing Regarding Adoption of Proposed Changes to Electric Utility Rates and Consideration of Ordinance 2023-01 Setting Electric Rates, Time Page 56 of 85 of Use Rates, and Power Cost Adjustment for FY24 and FY25. A) Conduct a Public Hearing for the purpose of receiving input on the adoption of proposed Electric Rates and Power Cost Adjustment; and B) Approve Ordinance 2023-01 setting Electric Rates, and Power Cost Adjustment for FY24 and FY25, taking effect 30 days from adoption and implemented with the first bill printed after January 1st of each year beginning in 2024, as applicable. No public comment. President Bender called for public comment, seeing none. Director Finn moved, Vice President Laliotis seconded to approve , with all changes and revisions, additions and clarifications from the board regarding Oridinance 2023-01. The motion passed (5-0), by roll call vote. 9. Conduct a Public Hearing regarding Budget FY2024 & FY2025 and Consideration of Adopting Resolution 2023-15 approving Budget for FY2024 and FY2025 A) Conduct a public hearing on the Budget for the FY24 and FY25 Budget; and B) Adopt Resolution 2023-15 approving the Budget for FY24 and FY25 No public comment. President Bender called for public comment, seeing none. Vice President Laliotis moved, Director Aguera seconded to approve the Public Hearing regarding Budget FY 24 & 25, and adopting Resolution 2023-15. The motion passed (5-0), by roll call vote. CONSENT CALENDAR 10. Consideration of a Contract Amendment for the FiberBoard and Martis Valley Well Rehabilitation Project Authorize the General Manager to execute a contract amendment with Carson Pump LLC. in the amount of $1,846.00 to the Fibreboard and Martis Valley Well rehabilitation project for a new not to exceed amount of $213,475. 11. Consideration to Dispense with Competitive Bidding and Negotiate Directly with Vendors for the FY24 Procurement of Electric Motor Repair services A) Make a finding to dispense with competitive bidding for the FY24 Electric Motor Repair services. B) Authorize the General Manager to negotiate directly with vendors for the FY24 procurement of Electric Motor Repair Services for a not to exceed amount of$150,000. 12. Consideration of Contract with TMG — Consulting Engineers for an Electric Utility Supervisory Control and Data Acquisition (SCADA) Scoping Study Page 57 of 85 Authorize the General Manager to execute a contract with TMG — Consulting Engineers to perform a Supervisory Control and Data Acquisition (SCADA) Scoping Study for an amount not to exceed of $23,500, plus a ten percent change order allowance of $2,350, for a total authorization not to exceed $25,850. President Bender called for public comment, seeing none. Vice President Laliotis moved, Director Finn seconded to approve the Consent Calendar . The motion passed (5-0), by roll call vote. ACTION ITEMS 13. Final Closeout of the Pioneer Trail Pipeline Construction Contract Adopt Resolution 2023-14 accepting the Pioneer Trail Pipeline project as complete and authorize the filing of the Notice of Completion. President Bender called for public comment, seeing none. Vice President Laliotis moved, Director Harris seconded to approve staff recommendation . The motion passed (5-0), by roll call vote. 14. Consideration of a Professional Services Contract with NV5 for Battery Energy Storage System Assessment Authorize the General Manager to execute a contract with NV5 to perform a preliminary sizing and procurement support for Battery Energy Storage Systems (BESS) in an amount of $55,000, plus a ten percent change order allowance of $5,500 for a total authorization not to exceed $60,500. President Bender called for public comment, seeing none. Vice President Laliotis moved, Director Finn seconded to approve staff recommendation. The motion passed (5-0), by roll call vote. CLOSED SESSION Entered Closed session at 8pm 15. Closed Session Pursuant to Government Code Section 54956.9(d)(2), Conference with Legal Counsel, Exposure to Litigation, One Case. No reportable action. ADJOURNMENT TRUCKEE DONNER PUBLIC UTILITY DISTRICT Page 58 of 85 Jeff Bender, President Respectfully Submitted, Page 59 of 85