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HomeMy WebLinkAbout#18 Approval of MInutes AGENDA ITEM #18 Public Utility District m MEETING DATE: May 1, 2024 TO: Board of Directors FROM: SUBJECT: Consider Approval of the Feb. 7 & April 3, 2024, Board Meeting Minutes ATTACHMENTS: 1. 2-7-24 minutes 2. 4-3-24 minutes Page 1 of 1 Page 188 of 215 TRUCKEE DONNER PUBLIC UTILITY DISTRICT REGULAR BOARD MEETING TDPUD BOARD ROOM, 11570 DONNER PASS ROAD, TRUCKEE, CA 6:00 PM, WEDNESDAY, FEBRUARY 7, 2024 MINUTES 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 p.m. by President Bender. 2. Roll Call Directors Present: Aguera, Harris, Laliotis, Vice President Finn and President Bender. Employees Present: Brian Wright, Jared Carpenter, Chad Reed, Jillian Steward, Scott Crow, Neil Kaufman, Brian Yohn, Alex Spychalsky, Steven Poncelet (virtual), Sarah Kraker, Allison Spani. Consultants Present: Andrew Todd, JK Architecture & Engineering; Catherine Elder, Aspen Environmental Group (virtual); Joe Long, Aspen Environmental Group (virtual); and Pushkar Wagle, Flynn RCI (virtual). 3. Pledge of Allegiance Director Laliotis lead the Pledge of Allegiance. 4. Changes to the agenda General Manager Wright asked the Board to remove Consent Calendar Item #8 re. vendor correction of District's annual service contract for tank cleaning and inspection to allow the staff report to be included on the next agenda, and by consensus the Board agreed to remove it. 5. Public Comment on items not on the agenda Jeff Bender, as an individual property owner, requested the District consider abandoning easements on two parcels, located at 10017 and 10037 E. River Street DIRECTOR UPDATE 6. Director Harris thanked staff for their hard work. She commented on her absence from the last Board meeting while competing in Italy at the Winter World Masters 1 Page 189 of 215 Truckee Donner Public Utility District February 7, 2024 Games and pride in the American flag. She also congratulated Chuck Fillman on his retirement. Director Laliotis thanked Director Harris for representing the United States in recent world competition. Director Aguera thanked staff for work during recent storms. Vice President Finn shared good news statistics on the clean energy revolution throughout the world, saying she looks forward to the District's integrated plan. DEPARTMENT UPDATES 7. Jared Carpenter, Electric Utility Director, reported on January loth power outage from cable break. Chad Reed, Water Utility Director, displayed day snapshot of water demand, being 8% below. He discussed the status of the Capital Improvement Plan for the water utility and partnering with Truckee High School for summer help. Scott Crow, Information Technology Director/CIO, outlined projects including working with community partners to participate in TNT Tech Teens workshop. Jillian Steward, Human Resources & Risk Director, highlighted Zack Meyers as the January Peer Core Values winner, Chuck Fillman's Retirement, two new hires, and two promotions in IT. CONSENT CALENDAR 8. Consideration of Approving Vendor Correction of Previously Approved Annual Procurement Item By consensus the Board removed Consent Calendar Item #8 from the agenda re. vendor correction of District's annual service contract for tank cleaning and inspection to return on the March agenda with staff report. 9. Consideration of Approving an Updated Legal Services Agreement with Porter Simon Law Authorized the General Manager to execute an updated legal services agreement with Porter Simon Law to reflect an increase in General Counsel and litigation services effective March 1, 2024, as proposed. 10. Consideration of Approval to Award a Contract to Perform Construction Inspection Services 2 Page 190 of 215 Truckee Donner Public Utility District February 7, 2024 Awarded a contract to Construction Materials Engineers (CME) to perform construction inspection services during calendar 2024 for an amount not to exceed $300,000, plus a ten percent change order allowance for a total authorization not to exceed $330,000. There were no public comments on the consent calendar. Vice President Finn moved, and Director Aguera seconded to approve consent calendar items 9 and 10. Item #9 vote: (4-1 abstention — Harris). Item #10 vote: (5-0) by roll call vote. ACTION ITEMS 11. Consideration of Approval to Award the District Pipeline Replacement - 2024 Construction Contract Awarded the District Pipeline Replacement— 2024 contract to Hansen Brothers Enterprises in the amount of $2,953,189.50, plus a ten percent change order allowance of$295,310.50 for a total authorization not to exceed $3,248,500. Neil Kaufman, System Engineer, presented the staff report. There were no public comments. It was moved by Director Laliotis and seconded by Director Aguera to approve the recommended action to award a contract for the District pipeline replacement at a total cost not to exceed $3,248,500. The motion passed (5-0), by roll call vote. 12. Consideration of Resolution 2024-01 Authorizing the Execution of Lot Line Adjustments to District Owned Properties within Truckee River Regional Park Adopted Resolution 2024-01, Authorizing the Execution of Lot Line Adjustments Between Properties Owned by Truckee Donner Public Utility District, Truckee Donner Recreation and Park District and Truckee Sanitary District. General Manager Brian Wright gave the staff report. Louise Zabriskie, President Friends of the Truckee Library, introduced Kathleen Eagan, Michael Rogers, and April Cole. Ms. Zabriskie thanked the District for their support with the library. Ms. Eagan acknowledged the District's participation with the park downtown, the high school, and now the lot line adjustments for the library and provided updates on the project milestones. Sven Leff, General Manager, Truckee-Donner Recreation and Park District, thanked the District for years of partnership and for their role with this project 3 Page 191 of 215 Truckee Donner Public Utility District February 7, 2024 and others, and he indicated the Recreation and Park District Board will be considering adopting a similar resolution. Following Board questions and comments, it was moved by Director Harris and seconded by Vice President Finn to adopt Resolution 2024-01 as recommended. The motion passed (5-0), by roll call vote. WORKSHOP 13. Facilities Master Plan Progress Update Brian Yohn, General Services Manager, presented the staff report. Andrew Todd, JK Architecture and Engineering, gave an overview on the Corporation Yard 2020 Master Plan, along with options for a single site and split concept. General Manager Brian Wright discussed potential locations and a third option for a new combined site. There were no public comments. Following Board discussion, the presentation was received; and by consensus, feedback and direction was provided to staff to obtain information about a third option for a new single campus site. 14. 2024 Public Information Department Plan and Communications Strategy Alex Spychalsky, Communications Specialist, gave the staff report. Steven Poncelet was present virtually. There were no public comments. Board members received this informational report, and discussed legal requirements for the website, potential quarterly newsletter, continued improvements, informational stuffer for those receiving mailed billing, and effective communications. The Board recessed briefly at 7:58 p.m. and reconvened at 8:08 p.m. 15. Integrated Resources Plan Presentation by Aspen Environmental Group Jared Carpenter, Electric Utility Director, introduced the staff report and provided comments throughout the presentation. Present virtually from Aspen Environmental Group were Catherine Elder and Joe Long. Present virtually from Flynn RCI was Pushkar Wagle. Ms. Elder reviewed the Integrated Resource Plan (IRP) and market conditions. Mr. Long covered developing the load forecast, defining load forecast scenarios, mid-case load modifier results by month, and revisiting energy efficiency and electrification. 4 Page 192 of 215 Truckee Donner Public Utility District February 7, 2024 Mr. Wagle summarized the IRP model features, existing power supply resources, future power supply resource possibilities, overview of IRP methodology, recommended resource portfolio, electric supply mix under recommended portfolio, recommended portfolio RPS (renewable portfolio standard) and GHG (greenhouse gas)-free levels vs. requirements, recommended portfolio seasonal supply stack: December vs. August 2040, recommended portfolio performance relative to alternative portfolio (reliability, environmental criteria, and uncertainty), and summary that recommended portfolio meets the desired criteria. Ms. Elder presented concluding remarks. There were no public comments. The Directors and District Counsel Gross asked questions and provided feedback on the Integrated Resources Plan. Electric Utility Director Carpenter and consultants responded. General Manager Wright indicated the presentation will be made available and additional feedback may be received prior to finalization. ROUTINE BUSINESS 16. Approval of the Treasurer's Report - February 2024 There were no public comments. Director Aguera moved, and Vice President Finn seconded to approve the Treasurer's Report for February 2024. The motion passed (5-0), by roll call vote. 17. Approval of the Minutes for January 17, 2024 There were no public comments. Director Harris moved and Vice President Finn seconded to approve the meeting minutes for January 17, 2024. The motion passed (5-0), by roll call vote. CLOSED SESSION 18. Closed Session Pursuant to Government Code Section 54956.9(d)(2), Conference with Legal Counsel, Exposure to Litigation, Two Cases. There were no public comments. At 9:54 p.m. President Bender recessed the meeting to Closed Session for 5 Page 193 of 215 Truckee Donner Public Utility District February 7, 2024 the purposes stated above. The meeting reconvened at 10:07 p.m. with no reportable action. ADJOURNMENT MEETING ADJOURNED AT 10:07 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Respectfully Submitted, , Brian C. Wright General Manager 6 Page 194 of 215 TRUCKEE DONNER PUBLIC UTILITY DISTRICT REGULAR BOARD MEETING MINUTES TDPUD BOARD ROOM, 11570 DONNER PASS ROAD, TRUCKEE, CA 6:00 PM, WEDNESDAY, APRIL 3, 2024 1. Call to Order The meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 6:10 p.m. by Vice President Finn. 2. Roll Call Directors Present: Aguera, Laliotis, and Vice President Finn. Directors Absent: Harris and President Bender. Employees Present: Brian Wright, Jared Carpenter, Chad Reed, Steven Poncelet, Michael Salmon, Scott Crow, Trey Griffin, Sarah Kraker, Allison Spani 3. Pledge of Allegiance Director Laliotis lead the Pledge of Allegiance. 4. Changes to the agenda - None 5. Public Comment on items not on the agenda. Courtney Murrell thanked the District for its service and reliability during recent storms. DIRECTOR UPDATE 6. Vice President Finn shared there will be a Governing Partners meeting of the Climate Transportation Alliance (CTA) this week and a public quarterly CTA meeting on April 121" DEPARTMENT UPDATES 7. Jared Carpenter, Electric Utility Director, indicated some minor repairs are being completed following the March storm; and power is available and will be restored to homes upon completion of their repairs. February power purchase was greener and cheaper than 2023, and trend is reducing for power outages. Chad Reed, Water Utility Director, reported demand for water is down for first three months of the year. He shared information about a successful collaborative with Alder Creek Middle School, the Truckee Donner Public Utilities District, Truckee Sanitation District and Tahoe Truckee Sanitation Authority on the urban water cycle, conservation, environmental stewardship, proper usage of sewer system, 1 Page 195 of 215 Truckee Donner Public Utility District April 3, 2024 efficiency of operations by engineering, and methods of treating sewage. Michael Salmon, Chief Financial Officer, on behalf of Human Resources, shared the District held CPR training and Spring Equinox sunrise yoga; announced March core value recognition winners Kris Cullen, Facilities Maintenance Technician and Carlos Reyes, Customer Service Representative. Relative to Accounting and Finance, Mr. Salmon communicated Moss Adams began field work this week on the 2023 financial audit, and he displayed the "part of the month" being a swivel hook invoiced at $1,300. Steven Poncelet, Public Information Officer, provided an update on Communications & Strategic Affairs, including filing the first compliance report on carb advance clean fleets regulation; and participation in two carb workshops, one on implementation of AB 1594 and the other with the rules provision committee on the purchase exemption. Mr. Poncelet relayed the State Water Resources Control Board released a report in March on conservation as a way of life, conveying the Analyst found the report complex, expensive and only saves 1% of water so staff is contributing to potential modifications. In the future, staff will be attending two policy conferences. Brian Wright, General Manager, as the District representative, gave an update on the Truckee River Revitalization Steering Committee. PUBLIC HEARING 8. Public Hearing Related to Adoption of the Annual Electric and Water Standby Charges A. Conducted a public hearing at the regularly scheduled District Board Meeting on April 3, 2024, at 6:00 p.m., or as soon thereafter, to receive input on the adoption of annual Electric and Water Standby Charges. Vice President Finn opened the public hearing at 6:35 p.m. Michael Salmon, Chief Financial Officer, presented the staff report. There were no public comments, so Vice President Finn closed the public hearing at 6:39 p.m. Director Laliotis inquired about exceptions and staff responded. B. Director Laliotis moved, and Director Aguera seconded to adopt the following resolutions: 1. Resolution 2024-05 Continuing and Fixing Water Standby Charges for the Fiscal Year 2024-2025; 2 Page 196 of 215 Truckee Donner Public Utility District April 3, 2024 2. Resolution 2024-06 Continuing and Fixing Electric Standby Charges for the Fiscal Year 2024-2025; 3. Resolution 2024-07 Requesting Collection of Electric and Water Standby Charges on Placer County Tax Roll; and 4. Resolution 2024-08 Fixing and Placing Electric and Water Standby Charges on County of Nevada Tax Roll for Collection. The motion passed (3 ayes: Aguera, Laliotis and Finn; 0 noes; 2 absent: Harris & Bender), by roll call vote. CONSENT CALENDAR There were no public comments on the consent calendar. 9. Considering Approval of a Vendor Correction to a Previously Approved Annual Procurement Item Authorized the General Manager to correct an administrative error in the award of a procurement contract for the District's aggregate & asphalt materials approved in the FY24 Annual Contract and Procurements item from the December 6, 2023, Board meeting, whereby: A. The Board rescinded approval of the procurement contract with Western Nevada Supply for aggregate & asphalt purchase for an amount not to exceed $250,000; and B. The Board approved a procurement contract with Teichert Rock Products for aggregate and asphalt purchase for an amount not to exceed $250,000. 10. Considering Approval of a Professional Services Contract with JK Architecture and Engineering for the District's Facilities Master Plan Update for 2024 Authorized the General Manager to execute a professional services contract with JK Architecture and Engineering for the completion of the District's 2024 Facilities Master Plan Update in the amount of $53,000, plus a 10% contingency authorization, for a total contract not to exceed $58,300. 11. Considering Approval of a Professional Services Contract with MOBILETrak for the District's Warehouse Bar Coding Project Authorized the General Manager to execute a service contract with MOBILETrak for the District's warehouse barcoding project, including entering into a one-year software subscription, procurement of necessary hardware, and setup implementation service fees totaling $19,590, plus a 10% change order authorization for a total contract amount not to exceed $21,500. 3 Page 197 of 215 Truckee Donner Public Utility District April 3, 2024 12. Considering Approval of a Commercial Customer Electric Utility Bill Reconciliation 1. Authorized the General Manager to execute a settlement agreement with Dave's Old 40 for the reconciliation of electric utility service metering discrepancies and associated costs; and 2. Approved the reimbursement of billed electric utility services to Dave's Old 40 in the amount of$20,080.65. 13. Consideration for Approval of a Professional Services Contract for Electric Engineering Support with Qualus, LLC Authorized the General Manager to execute a professional services contract for electrical engineering support for 2024 with Qualus Services, LLC. This contract shall be substantially the form presented, subject to legal counsel review and/or minor administrative edits as determined necessary. 14. Considering Approval of a Professional Services Contract with Regional Government Services Authorized the General Manager to execute a professional services agreement with Regional Government Services for a total contract amount not to exceed $62,000. Director Laliotis moved and Director Aguera seconded to approve consent calendar items 9-14. The motion passed (3 ayes: Aguera, Laliotis and Finn; 0 noes; 2 absent: Harris & Bender), by roll call vote. ACTION ITEMS 15. Consider the Approval of the District's Integrated Resources Plan (IRP) Jared Carpenter, Electric Utility Director, gave a presentation on the Integrated Resources Plan including review, load forecast, load modifiers, recommended resource portfolio, renewable portfolio standard and green house gas-free levels vs. requirements, and financial considerations and review. Deirdre Henderson, 100% Renewal Truckee, thanked the Board for the IRP and expressed support for it. General Manager Brian Wright summarized the presentation and responded to questions from the Board. It was moved by Director Laliotis and seconded by Director Aguera: 4 Page 198 of 215 Truckee Donner Public Utility District April 3, 2024 A. Provided feedback and direction to staff; and B. Approved the District's Integrated Resource Plan (IRP) as proposed. The motion passed (3 ayes: Aguera, Laliotis and Finn; 0 noes; 2 absent: Harris & Bender), by roll call vote. 16. Consideration of Review of the District's Purchase Power Plan for FY23 Jared Carpenter, Electric Utility Director's, presentation covered power purchase review, generation supply mixture, three-year financial comparison, renewable portfolio standard and renewable energy, cap and trade revenue, There were no public comments. The Board asked questions, staff responded, and the Board provided input on the District's actual versus budgeted purchase power costs and energy consumption for FY23. 17. Consideration of Approval of a Contract with GEI Consulting for Martis Valley GMP 5-Year Update Steven Poncelet, Public Information Officer, gave the staff report on the ground water management plan, and he responded to questions. There were no public comments. It was moved by Director Laliotis and seconded by Director Aguera to authorize the General Manager to enter into a contract with GEI Consulting, contingent on approval of joint funding with Northstar Community Services District and Placer County Water Agency, for an amount of$104,119, plus a 10% change order authorization of $10,412, for a total not to exceed contract amount of $114,531. The motion passed (3 ayes: Aguera, Laliotis and Finn; 0 noes; 2 absent: Harris & Bender), by roll call vote. 18. Consideration of Approval of an MOU Among the District, Northstar Community Services District, Placer County Water Agency, and Truckee River Watershed Council Regarding the Martis Valley Groundwater Basin Steven Poncelet, Public Information Officer, gave the staff report, and he responded to questions. Beth Christman, Truckee River Watershed Council, expressed support for working with the PUD on the watershed stewardship initiative. 5 Page 199 of 215 Truckee Donner Public Utility District April 3, 2024 Michele Prestowitz, Truckee River Watershed Council, said they are looking forward to meeting with staff on the watershed stewardship and offered the Council's support. It was moved by Director Laliotis and seconded by Director Aguera to authorize the General Manager to execute the Memorandum of Understanding between the District, Northstar Community Services District, Placer County Water Agency, and Truckee River Watershed Council Regarding the Martis Valley Groundwater Basin. The motion passed (3 ayes: Aguera, Laliotis and Finn; 0 noes; 2 absent: Harris & Bender), by roll call vote. 19. Consideration of Acceptance of the District's Fiscal Year End 2023 Budget Performance Review and Fund Transfers Michael Salmon, Chief Financial Officer, summarized the staff report. There were no public comments. It was moved by Director Laliotis and seconded by Director Aguera to: A. Accept the report of Budget Performance for 2023 end of year, which includes variances identified since the adoption of the budget for 2023. B. Consistent with Budget FY24 Financial Master Plan expectations, authorize internal book fund transfers as of 12/31/2023 as follows: 1. Electric Utility - $475,763 from General Fund Operating Reserve to Rate Reserve, for CVPIA litigation settlement proceeds received in 2023 2. Water Utility - $1,985,000 from General Fund Operating Reserve to Capital Reserve, for capital expenditure timing variances between years in 2023. The motion passed (3 ayes: Aguera, Laliotis and Finn; 0 noes; 2 absent: Harris & Bender), by roll call vote. WORKSHOP 20. Consideration of Review of the District's 2023 Water Utility Annual Consumer Confidence Reports 6 Page 200 of 215 Truckee Donner Public Utility District April 3, 2024 Chad Reed, Water Utility Director, presented the staff report, covering background/history, Truckee-Main System and Hirschdale System reports, no violations over maximum contaminant, report distributed in May, testing protocol, included in budget. There were no public comments. Board members provided feedback, and staff responded to Board questions. The Board reviewed the Truckee Donner Public Utility District's Main System and Hirschdale System's 2023 Water Quality Consumer Confidence Reports. ROUTINE BUSINESS 21. Consideration of Approval of the Treasurer's Report for April 2024 There were no public comments. A motion was made by Aguera and seconded by Laliotis to approve the Treasurer's Report for April 2024 along with the recommended actions. The motion passed (3 ayes: Aguera, Laliotis and Finn; 0 noes; 2 absent: Harris & Bender), by roll call vote. 22. Consideration of Approval of the Meeting minutes for February 7, and March 6, 2024 There were no public comments. Director Laliotis noted the minutes included in the packet were for January 17, 2024 instead of February 7, 2024, so the February 7, 2024 minutes will be placed on a future agenda for approval. It was moved by Director Laliotis and seconded by Vice President Finn to approve the March 6, 2024 Board meeting minutes. The motion passed (3 ayes: Aguera, Laliotis and Finn; 0 noes; 2 absent: Harris & Bender), by roll call vote. 7 Page 201 of 215 Truckee Donner Public Utility District April 3, 2024 CLOSED SESSION 23. Performance Review Pursuant to Govt. Code section 54957(b). Title: General Manager 24. Closed Session Pursuant to Government Code Section 54956.9(d)(2), Conference with Legal Counsel, Exposure to Litigation, Three Cases. There were no public comments. At 8:42 p.m. Vice President Finn recessed the meeting to Closed Session for the purposes stated above. The meeting reconvened at 9:59 p.m. with no reportable action. ADJOURNMENT MEETING ADJOURNED AT 9:59 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jeff Bender, President Respectfully Submitted, , Brian C. Wright, General Manager 8 Page 202 of 215