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09-17-09 o ur ° H T 4,10 I Is eZ, C 11T1 e 950' � LITY - SOUTH TAHOE PUBLIC UTILITY DISTRICT "Basic Services for a Complex World" Richard Solbriq, General Manager Paul Sciuto, Assistant General Manager Mary Lou Mosbacher, President BOARD MEMBERS Dale Rise, Vice President James R. Jones, Director Eric W. Schafer, Director Ernie Claudio, Director REGULAR MEETING OF THE BOARD OF DIRECTORS SOUTH TAHOE PUBLIC UTILITY DISTRICT SEPTEMBER 17, 2009 MINUTES The Board of Directors of the South Tahoe Public Utility District met in a regular session, September 17, 2009, 2:00 P.M., District Office, 1275 Meadow Crest Drive, South Lake Tahoe, California. Coe BOARD OF DIRECTORS: ROLL CALL President Mosbacher, Directors Rise, Jones, Schafer. Director Claudio was absent. STAFF: Solbrig, Sharp, Hughes, Brown, Barnes, Nolan, Curtis, Cocking, Coyner, Hoggatt, Ryan, Cullen, Thiel, Attorney Kvistad GUESTS: Andrew Strain and Blaise Carrig /Heavenly Valley, John Runnels, Peggy Cocores, Tod Williamson, John Adamski, Chris Cefalu Director Schafer led the pledge to the flag. PLEDGE OF ALLEGIANCE An additional agenda item was received subsequent to CORRECTIONS TO THE AGENDA the regular Board meeting agenda being posted. Due to OR CONSENT CALENDAR the short duration of the remainder of the construction season, it must be added for immediate consideration. Moved Schafer / Second Rise / Claudio Absent / Passed to add 2008 Al Tahoe Waterline Replacement Project and 2008 Tata Lane /Granite Mountain Waterline Replacement Project to the agenda as Action Item c. REGULAR BOARD MEETING MINUTES - SEPTEMBER 17, 2009 PAGE - 2 Moved Schafer / Second Rise / Claudio Absent / Passed CONSENT CALENDAR to approve the Consent Calendar as submitted: a. Sensus Meters and AMR (Automatic Mobile Reading) System - (1) Re- affirmed authorization to continue Sensus brand water meters as the District standard; and (2) Found Sensus AMR system including MXUs (Meter Tranceiver Units) to be sole brand to be used by the District; b. Temporary Water Educators - Approved an increase to the contract with Substitute Personnel for two temporary water educators, in the estimated amount of $10,000; c. MetroPCS Easement - Granted easement to NV Energy, contingent upon receipt of MetroPCS payment of easement ($5,000) and associated attorney fees ($1,250); d. Final and Secondary Effluent Pump Station - Approved Change Order No. 8 to Pacific Mechanical Corporation, in the amount of $40,160.59; e. 2010 Water Meter Installation Project - Authorized staff to advertise for bids for installation of meters and vaults in 2010; f. Approved Regular Board Meeting Minutes: August 6, 2009; g. Approved Regular Board Meeting Minutes: August 20, 2009. ITEMS FOR BOARD ACTION The Board's Heavenly Snowmaking Ad Hoc Committee HEAVENLY /DISTRICT WATER has held meetings to review the water connection and SERVICE AGREEMENT fee process recommended by Municipal Financial Services. Representatives from Heavenly gave a PowerPoint presentation to the Board covering their Master Plan. Since being bought by Vail, they want to improve terrain and obtain a consistent source of water for increased snowmaking. The existing systems can supply 1,100 gpm, and their Master Plan calls for 4,500 gpm. The system will be designed to handle 7,500 gpm. Heavenly will upgrade their facilities to handle increased flows, and foot the entire bill for this endeavor. The kl e District is working with them to develop the rates they will be charged for the increase in water consumption. Several considerations will go into developing the rates, REGULAR BOARD MEETING MINUTES - SEPTEMBER 17, 2009 PAGE - 3 such as non -peak use, etc. Heavenly can only produce HEAVENLY /DISTRICT WATER k snow under certain conditions and during certain SERVICE AGREEMENT windows. Most of their consumption will be in the early (continued) winter to mid - December. If there are snowstorms, the snowmaking system can be turned off in December. Without snow, they would need to refresh it throughout the rest of the winter. The Board commented that Heavenly has been great to work with all these years, and is looking forward to continuing this relationship. There are few fine points to address in the rate structure, but approval is expected to be forthcoming. A Proposition 218 Public Hearing on rates will be held mid - October. It was the consensus of the Board to direct staff to continue to work with Heavenly and keep them informed of the process. No Board action. Moved Rise / Second Schafer / Claudio Absent / Passed PAYMENT OF CLAIMS to approve payment in the amount of $786,61 1.94. Cruz Construction was the contractor for this project ADDENDUM TO THE AGENDA: and did not complete its asphalt trench patching in 2008 AL TAHOE WATERLINE accordance with the contract specifications. In REPLACEMENT PROJECT AND December 2008, Cruz and the District entered into a 2008 TATA LANE /GRANITE Partial Closeout Agreement for the project, whereby MOUNTAIN WATERLINE REPLACE - the District withheld funds to ensure the correction of MENT PROJECT the noncompliant paving. Cruz agreed to complete the correction by June 30, 2009, but failed to do so. Representatives from the District, City, and Cruz Construction met and agreed on areas and methods to repair the asphalt trench patch. On August 28, 2009, the District sent a letter demanding that the paving be completed by September 15. Some work was per- formed on September 12, but as of September 16, the job had not been completed. Due to impending fall weather, the repairs must be completed by October 15. Cruz said the paving will be completed by September 17. However, as Cruz has not met its deadlines on the project before, staff requested that if the September 17 deadline is not met, that the Board find them noncompliant and has breached its obligation under the Partial Closeout Agreement, and authorize staff to engage a contractor to complete the needed repairs utilizing the funds withheld for the project's completion. This item was reviewed by the Water and Wastewater Operations Committee and recommended approval of staff's recommendation. REGULAR BOARD MEETING MINUTES - SEPTEMBER 17, 2009 PAGE - 4 Moved Jones / Second Schafer / Claudio Absent / ADDENDUM TO THE AGENDA: Passed to: (1) Find Cruz Construction to be noncom- 2008 AL TAHOE WATERLINE pliant with the terms of December 2008 Partial Close- REPLACEMENT PROJECT AND out Agreement; (2) Find that, based on the October 15, 2008 TATA LANE /GRANITE 2009, deadline for the completion of paving within this MOUNTAIN WATERLINE REPLACE - construction season, the advertisement for competitive MENT PROJECT bids is impractical and will not produce an advantage, (continued) as the compilation of contract documents, bid adver- tisement, bid award, and construction could not take place prior to October 15, 2009; (3) Authorize staff to contract for completion of projects, after informal solicitation of proposals, and (4) Authorize $50,000 to complete the work. Executive Committee: The committee met BOARD MEMBER STANDING September 15 to develop recommendations to present COMMITTEE REPORTS to the Board related to transparency, including use of technology to promote Board activities, additions to the web site to provide more documentation, and information exchange with the public. Staff will continue researching televising options that may be available and report back to the committee when the information is available. The agency met September 16. Staff is developing a EL DORADO COUNTY WATER water sustainability program to plan how the county AGENCY PURVEYOR can respond over the Tong -term to climate change, REPRESENTATIVE REPORT meet water demands, etc. They will also review the County Water Agency Act for changes and guidance regarding the definition of "works" projects. President Mosbacher reported she attended the BOARD MEMBER REPORTS Alpine County presentation of the District's recycled water master plan. She also reported on a special program that might be of interest to staff and other Board members that will be aired nationwide about delta smelt and water for ranchers. General Manager: Richard Solbrig reported on the GENERAL MANAGER REPORT Alpine County presentation of the District's recycled water master plan. He also updated the Board that work is continuing towards reaching an agreement with the City regarding paving issues as related to development of a new City Water Agreement. Chief Financial Officer: Paul Hughes reported on a STAFF REPORT state - funded no cost bond issuance program that will ensure 100% return of the borrowed property tax money. Resolutions will be included on the October 15 agenda for the Board's consideration. REGULAR BOARD MEETING MINUTES - SEPTEMBER 17, 2009 PAGE - 5 General Manager: Richard Solbrig reported on the GENERAL MANAGER REPORT f itie water connection and associated water shut -off at the High School that was rescheduled to accom- modate the Pop Warner football schedule. He also brought up that due to timing constraints in the grant, a special Board meeting must be held at the end of October to award the bid for the water meter installation project. District Information Officer: Dennis Cocking reported STAFF REPORTS that state water legislation having to do with the Delta did not move forward. He also reported on the progress of the reauthorization of the Lake Tahoe Restoration Act. The District is hopeful its projects will be included, rather than seeking funding via earmarks. 3:40 P.M. ADJOURNMENT TO CLOSED (There was nothing to discuss in Closed Session.) SESSION AND RECONVENED TO REGULAR SESSION ACTION / REPORT ON ITEMS DISCUSSED DURING CLOSED SESSION No reportable Board action. Pursuant to Government Code Section 54956.9(a) /Conference with Legal Counsel — Existing Litigation re: Meyers Landfill Site: United States of America vs. El Dorado County and City of South Lake Tahoe and Third Party Defendants, Civil Action No. S -01 -1520 LKK GGH, U.S. District Court for the Eastern District of Ca. No reportable Board action. Pursuant to Government Code Section 54956.9(a) /Conference with Legal Counsel — Existing Litigation: Tahoe Asphalt, Inc., and Tahoe Asphalt Materials Company, LLC, vs. STPUD, Case No. SC20090104, El Dorado Superior Court 3:40 P.M. ADJOURNMENT ik‘ Mary ou osbac er, Board President South Tahoe Public Utility District ATTEST: � ��� +� Kathy Sharp,, Terk of the hard South Tahoe ublic Utility District 'x� J p} LL a ,„ Q W Z V ` l G OO V) W v /^ Z V 0 p ::'.',.?..1:, : :1`, ri W : , Y1 ,-, Z 1— O < >: W I. : ,. 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