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Home My WebLink About#14 Minutes Agenda Item # 14 TRUCKEE _ . Public Utility District MINUTES To: Board of Directors From: Barbara Cahill Date: December 16, 2009 Minutes for the Meeting Dates Approval of Minutes for November 18 and December 2, 2009 E E i REGULAR MEETING November 18, 2009 In accordance with District Code Section 2.08.010, the TDPUD minutes are action only minutes. All Board meetings are recorded on audio tapes which are preserved perpe- tually 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 Hemig. ROLL CALL: Directors Joe Aguera, Jeff Bender, Ron Hemig and John Hillstrom were present. Director Pat Sutton was absent PLEDGE OF ALLEGIANCE Director Joe Aguera led the Board and public in the Pledge of Allegiance. EMPLOYEES PRESENT: Kathy Neus, Mary Chapman, Steven Poncelet, Steve Hollabaugh, Bob Mescher, Nancy Waters, Lauren Schaake-Hudson, Michael Holley and Barbara Cahill CONSULTANTS PRESENT: Steve Gross OTHERS PRESENT: Carol Merjil, Phyllis Steele, Kern Astrup, Bryce Keller, Dan Warren, Phyllis Steele, Gina Rogers and two others from the public CHANGES TO THE AGENDA There were no changes to the agenda. PUBLIC INPUT Bryce Keller, Fire Chief of the Truckee Fire Protection District, wanted to express to the PUD what a pleasure it has been to work with Michael Holley since he has started in the General Manager position. Mr. Keller has consulted Mr. Holley on a regular basis, and feels he is a great guy, gives good advice and appreciates what he does. DIRECTOR UPDATE There were no director updates. 1 Minutes: November 18, 2009 PUBLIC HEARING CONDUCT A PUBLIC HEARING ON PROPOSED WATER RATES This item involves the Proposed Water Rate from the Water Rate Study and after the Adoption Vote After Pro- tests. President Hemig opened the public hearing. There were eleven written protests. The Board asked staff to respond to the letters. Public comment: • Why is the revenue increase different from year 2010 to 2011- is this increase ongoing • How did the PUD come up with the 1.75% increase- can the public look at costs to see why the rate went up • Has the board considered federal grants to subsidize solar power • Thanks for all the information shared with the public- PUD web site has information- surveys, consultant info • Confused about what her bill says- not like the presentation • What is the average household use • The fact that there had to be a 50% protest of the water rate increase- was that dis- closed in the Prop 218 letter • Unsure of my new zone- how do I find out • If I use over 10,000 gallons per month, what happens • Does the new billing rate begin on January 1, 2010- and when would I start getting billed volumetrically ACTION ITEM CONSIDERATION OF AN ORDINANCE TO ADOPT WATER RATES This item relates to the Board's consideration of adopting an ordinance to increase water rates in the amount of 1.75% for FY10 and FY11. Director Hillstrom moved, and Director Bender seconded, that the Board adopt the ordinance establishing a new metered rate structure and setting water rates for FY10 and FY11. ROLL CALL: Director Sutton, absent; All other Directors aye, by voice vote. SO MOVED CONSENT CALENDAR Director Bender asked that Item Number 11, Transfer of fund form the 2006 Water COP to Water General Fund be removed from the Consent Calendar. CONSIDERATION OF A RESOLUTION ACCEPTING FINAL COMPLETION FOR THE LPG TO NATURAL GAS CONVERSION PROJECT This item involves the closeout of the contract to convert the District Complex from LPG to Natural Gas and recording of the Notice of Completion. 2 Minutes: November 18, 2009 CONSIDERATION OF A LEASE WITH TRUCKEE FIRE DISTRICT FOR PROPERTY LO- CATED AT 14630 GLENSHIRE DRIVE This item involves executing a lease of District property located at 14630 Glenshire Drive. CONSIDERATION OF AN AMENDMENT EXTENDING THE CONTRACT WITH HUMITECH FOR THE KEEP YOUR COOL PROGRAM This item involves an amendment and exten- sion to the 2009 Contract for Keep Your Cool Program. Director Bender moved, and Director Aguera seconded, that the Board approve the consent calendar. ROLL CALL: Director Sutton, absent; All other Directors aye, by voice vote. SO MOVED ACTION ITEMS CONSIDERATION OF A TRANSFER OF FUNDS FROM THE 2006 WATER COP TO WA- TER GENERAL FUND This item relates to the Board's consideration of authorizing a transfer of up to $200,000 from COP Funds to cover PRC litigation costs. Director Hillstrom moved, and Director Bender seconded, that the Board authorize the District to transfer funds up to $200,000 from the Water 2006 COP Fund to the Water General Fund as invoices are received and paid to cover Pacific Rim Construction litigation costs. ROLL CALL: Director Sutton, absent; All other Directors aye, by voice vote. SO MOVED CONSIDERATION OF APPROVING RESOLUTIONS TO ADOPT THE 2010 AND 2011 BUDGET AND TO ADOPT THE 2010 & 2011 OVERHEAD ALLOCATION RATES This item is the consideration of resolutions adopting 2010 and 2011 Budget and overhead allocation rates. Director Hillstrom moved, and Director Aguera seconded, that the Board approve the resolu- tion to adopt the FY10 and FY11 budget; and approve the resolution to adopt the overhead allocation rates for FY10 and FY11 ROLL CALL: Director Sutton, absent; All other Directors aye, by voice vote. SO MOVED ROUTINE BUSINESS TREASURER'S REPORT: OCTOBER 2009 Approval of the report: Director Aguera moved, and Director Hillstrom seconded, that the Board approve the treasurer's report for the month ended October 31, 2009. ROLL CALL: Director Sutton, absent; All other Directors, aye. SO MOVED. Approval of disbursements: Director Aguera moved, and Director Hillstrom seconded, that the Board approve the October 2009 disbursements report. ROLL CALL: Director Sutton, absent; All other Directors, aye. SO MOVED. 3 Minutes: November 18, 2009 APPROVAL OF MINUTES: Approval of the minutes for October 21 and November 4, 2009 Director Hillstrom moved, and Director Bender seconded, that the Board approve the minutes of October 21 and November 4, 2009. ROLL CALL: Director Sutton, absent; All Directors, aye. SO MOVED CLOSED SESSION CONFERENCE WITH LABOR NEGOTIATOR: SECTION 54957.6 OF THE GOVERNMENT CODE. DISTRICT REPRESENTATIVE: MICHAEL D. HOLLEY; a. Employee representative: IBEW Local 1245 b. Unrepresented Employees PUBLIC EMPLOYEE PERFORMANCE EVALUATION - GOVERNMENT CODE SECTION 54957 (E): GENERAL MANAGER PERFORMANCE PLAN REVIEW Counsel Steve Gross recused himself for the second closed session item. RETURN TO OPEN SESSION Report from closed session There was no reportable action from closed session. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 7:55 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT J. Ron Hemig, President Prepared by Barbara Cahill, Deputy District Clerk 4 Minutes: November 18, 2009 REGULAR MEETING ' December 2, 2009 In accordance with District Code Section 2.08.010, the TDPUD minutes are action only minutes. All Board meetings are recorded on audio tapes which are preserved perpe- tually 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 Hemig. ROLL CALL: Directors Joe Aguera, Jeff Bender, Ron Hemig, and John Hillstrom were present. Director Pat Sutton was absent. PLEDGE OF ALLEGIANCE Steve Gross led the Board and public in the Pledge of Allegiance. EMPLOYEES PRESENT: Nancy Waters, Kathy Neus, Steven Poncelet, Joe Horvath, Jim Wilson, Mary Chapman, Jim Wilson, Neil Kaufman, Michael Holley and Barbara Cahill CONSULTANTS PRESENT: Steve Gross OTHERS PRESENT: Juanita Schneider, Dan Warren, Ryan Holland and Judy Holland CHANGES TO THE AGENDA General Manager Holley asked to pull all the Closed Session Item No.'s 17, 18 and 19. Mr. Holley asked the Board to move the action item dealing with the Net Metering revision after the public hearing. President Hemig announced that the Board will not convene for the first meeting in January 2010 PUBLIC INPUT Dan Warren said a Glenshire homeowner remarked that the PUD should rebate people for old strings of Christmas lights they are no longer going to use. DIRECTOR UPDATE Director Hemig said he is going to attend the JPA Municipal Utility Financing Authority meeting on December 9th in Susanville with UAMPS and Lassen MUD. PUBLIC HEARING: ORDINANCE AND RESOLUTION TO CHANGE NET METERING OF CUSTOMER OWNED SOLAR AND WIND POWER PRODUCTION SYSTEMS President Hemig opened the public hearing and asked for public input. 1 Minutes: December 2, 2009 Ryan Holland stated he is concerned about moving the evaluation month to March and its affect on the losing two months of the banked generation. President Hemig asked staff to clarify the change with Mr. Holland. There were no additional public comments. The public hearing was closed. ACTION ITEM CONSIDERATION OF ADOPTING AN ORDINANCE TO AMEND SCHEDULE NM, NET METERING AND RESOLUTION TO AMEND DISTRICT CODE, TITLE 7.64.020.3 (B) This item relates directly to the District's Net Metering Agreement for the evaluation and reconciliation month. Director Bender moved, and Director Aguera seconded, that the Board adopt an Ordinance revising Schedule NM, Net Metering and rescind Ordinance No. 2008-06; and approve a resolution amending the Net Metering chapter in Title 7, Electric Service ROLL CALL: Director Sutton, absent; All other Directors aye, by voice vote. SO MOVED CONSENT ITEM CONSIDERATION OF 2010-2011 LABOR AGREEMENTS A. TDPUD EMPLOYEES REPRESENTED BY IBEW 1245 B. TDPUD UNREPRESENTED EMPLOYEES Director Hillstrom moved, and Director Bender seconded, that the Board approve the consent calendar. ROLL CALL: Director Sutton, absent; All other Directors aye, by voice vote. SO MOVED SPECIAL BUSINESS ELECTION OF OFFICERS OF THE BOARD This item involves election of the President and vice President of the Board for the next twelve months. The Board by acclamation and consensus appointed Jeff Bender as President of the Board. Director Sutton was absent. All other Directors, aye. SO MOVED The Board by acclamation and consensus appointed John Hillstrom as vice President of the Board. Director Sutton was absent. All other Directors, aye. SO MOVED ACTION ITEMS CONSIDERATION OF A RESOLUTION ACCEPTING FINAL COMPLETION OF THE COVERED PARKING- CARPORT STRUCTURE #3 PROJECT This item involves the closeout of the TDPUD Covered Parking-Carport Structure #3 project and recording of the Notice of Completion. Director Hillstrom moved, and Director Aguera seconded, that the Board adopt a resolution ac- cepting the Covered Parking Project as complete and authorize filing of the Notice of Completion ROLL CALL: Director Sutton, absent; All other Directors aye, by voice vote. SO MOVED 2 Minutes: December 2, 2009 CONSIDERATION OF THE AWARD OF A CONSTRUCTION CONTRACT FOR THE DONNER LAKE TRANSMISSION LINE POLE REPLACEMENT PROJECT This item concerns the possible award of a construction bid for the Donner Lake Transmission Line Pole Replacement Project. Director Hemig moved, and Director Aguera seconded, that the Board award the Donner Lake Transmission Line Pole Replacement Project contract to PAR Electrical Contractors in the amount of $67,950 including a 10% change order allowance of $6,800 for a total not-to-exceed amount of $74,750. ROLL CALL: Director Sutton, absent; All other Directors aye, by voice vote. SO MOVED CONSIDERATION OF A FINAL COMPLETION AND A CLOSEOUT CHANGE ORDER FOR THE DISTRICT PIPELINE REPLACEMENT PROJECT — 2009- CONTRACT A This item involves the closeout of 2009 Water Pipeline Replacement Project A with Hunt Construction and recording the Notice of Completion. Director Hillstrom moved, and Director Hemig seconded, that the Board authorize Contract Change Order No. 4 to the District Pipeline Replacement — 2009 — Contract A project in a deductive amount of $45,321.11; and adopt a resolution accepting the District Pipeline Replacement — 2009 — Contract A project as complete and authorize the filing of the Notice of Completion. ROLL CALL: Director Sutton, absent; All other Directors aye, by voice vote. SO MOVED CONSIDERATION OF A FINAL COMPLETION AND A CLOSEOUT CHANGE ORDER FOR THE DISTRICT PIPELINE REPLACEMENT PROJECT — 2009- CONTRACT B This item involves the closeout of 2009 Water Pipeline Replacement Project B with Hunt Construction and recording the Notice of Completion. Director Hillstrom moved, and Director Hemig seconded, that the Board authorize Contract Change Order No. 9 to the District Pipeline Replacement — 2009 — Contract B project in a deductive amount of $310,722.20; and adopt a resolution accepting the District Pipeline Replacement — 2009 — Contract B project as complete and authorize the filing of the Notice of Completion. ROLL CALL: Director Sutton, absent; All other Directors aye, by voice vote. SO MOVED APPROVAL OF CEQA INITIAL STUDY FOR 2010 PIPELINE REPLACEMENT PROJECT This item involves a CEQA Review of the District Pipeline Replacement— 2010 Project. Director Hemig moved, and Director Aguera 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 study with responsible and interested agencies and with the State Clearinghouse; and set a public hearing date of December 16, 2009 ROLL CALL: Director Sutton, absent; All other Directors aye, by voice vote. SO MOVED 3 Minutes: December 2, 2009 WORKSHOP REVIEW OF THE 2009 CONSERVATION PROGRAMS AND REBATES This item is a review of the 2009 conservation Programs and Rebates Steven Poncelet gave a presentation: • FY09 Conservation Programs o Existing energy programs o Added new energy conservation programs o New water conservation program • Staff working to optimize and develop programs • Planned FY09 Conservation Programs: Energy Programs Water Programs 1. Million CFL 1. Green Partners 2. Residential Rebates 2. TDPUD Water Wise Demonstration Garden 3. Commercial Rebates 3. Web-Based Water Wise Garden Resource 4. Refrigerator Recycling 4. Smart Water Controllers 5. Business Green Partners 5. Water-Efficient Toilets 6. Green Schools Program 7. Green Builders 8. Low/Moderate Income Assistance Program 9. LED Holiday Light Exchange 10. Green Challenge 11. "Keep Your Cool' Commercial Refrigeration 12. LED/CFL MR-16 Business Lighting Pilot 13. Commercial LED Exit Sign Retrofit 14. Residential Green Partners 15. Home & Business Electronics Education 16. Portable/Take Home Energy Metering • Additional FY09 program o Energy Savings Program (ESP) o Customer Leak Repair Rebates o TDPUD Building Energy Efficiency • Other Public Information & Conservation Department activities o Public Information o Legislative & Regulatory (L&R) o Website • Conservation Department is on schedule and working to optimize & develop programs 0 7 new energy programs 0 4 new water programs o Existing programs doing well o Strong community presence o Program development will pay off fully in FY10+ o Projecting a small budget surplus, -5% under budget • Existing energy programs YTD results (through Oct. 09) o Appliance Rebates: 480 (350 goal) o Million CFL: 40,000 lights (50,000 goal) o Business Green Partners: 110 customers (200 goal) 4 Minutes: December 2, 2009 o Commercial Lighting Rebates: $17K ($40K goal) o LED Holiday Light Exchange: tbd (500 customer goal) o Over 2-dozen community events and presentations • New energy programs YTD results (through Oct. 09) o Residential Green Partners: 200 customers 200 goal) • Over 2,000 lights o LED MR-16 Business Lighting Pilot: 14 customers (12 goal) o Keep Your Cool: $30K/22 customers ($30K goal) • Extra $20K by end of year o TDPUD Building Energy Efficiency: Study by Dec. 15, 2009 o Energy Saving Program (ESP): Over 30 customers first-month (200 goal mid-2010) o Commercial LED Exit sign and Green Challenge underway • New Water programs YTD results (through Oct. 09) o Smart Water Controllers: $30K/11 customers ($30K budget) • Will evaluate program results next summer o TDPUD Water Wise Demonstration Garden: completed • Web-based tool and informational signage to come o Customer Leak Repair Rebate: 9 customers • Promoted through leak repair letters • Will grow with water meter project • Water meter project key driver: new water rates & side-by-side billing • Took the place of Water Efficient Toilet program There was no public input. Board discussion: • Is there a sense of participation from second homeowners • Leak rebate- are we going to advise owner • Can see the value in interaction with customers- opportunity to build relationships and inform about programs • How often do leak letters go out- sending too often would get annoying- limit to 3 reminders- or use bill stuffers • Is stimulus money going to be used to follow through with the District building energy analysis • Like the Glenshire idea to turn in old unused light for a rebate • Are the appliance rebates in demand- wonder if there is much of a EMV payoff with second homeowners • Could we ask for a better than Energy Star efficiency to receive a rebate- go to a higher standard • Water heater rebate- how does a customer figure out which one to purchase • Can regular CFL's be used with a dimmer switch • When will the Building Energy Use Assessment by Enovity be completed and presented to the Board as a workshop • Is a $100 plumber rebate for the leak program enough- what was the average cost customers paid to fix leaks 5 Minutes: December 2, 2009 CLOSED SESSION Closed session Items were pulled from the agenda. CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9, SUBDIVISION (A), EXISTING LITIGATION: CLAIMS OF PACIFIC RIM CONSTRUCTION, INC. AND ADVANCED ASPHALT CONFERENCE WITH LABOR NEGOTIATOR: SECTION 54957.6 OF THE GOVERNMENT CODE. DISTRICT REPRESENTATIVE: MICHAEL D. HOLLEY; a. Employee representative: IBEW Local 1245 b. Unrepresented Employees CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9, SUBDIVISION (B), POTENTIAL LITIGATION, ONE CASE RETURN TO OPEN SESSION Report on closed session ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 7:32 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Prepared by Barbara Cahill, Deputy District Clerk 6 Minutes: December 2, 2009