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03-17-110 SOUTH TAHOE PUBLIC UTILITY DISTRICT Richard Solbrig, General Manager Paul Sciuto, Assistant General Manager Dale Rise, President James R. Jones, Director BOARD MEMBERS Mary Lou Mosbacher, Vice President Eric W. Schafer, Director Chris Cefalu, Director REGULAR MEETING OF THE BOARD OF DIRECTORS SOUTH TAHOE PUBLIC UTILITY DISTRICT MARCH 17, 2011 MINUTES BOARD OF DIRECTORS: ROLL CALL President Rise, Directors Cefalu, Jones, Mosbacher, Schafer STAFF: Sharp, Sciuto, Hughes, Bergsohn, Whalen, Brown, Frye, W. Stanley, C. Stanley, Bledsoe, Hussmann, Thiel, Ryan, Carrion, Hoggatt, Johnson, Pinkel, Henderson, S. Jones, Cullen, Van Gorden, Curtis, Attorney Kvistad GUESTS: Steve Teshara, Principal, Sustainable Community Advocates; Michael Ward, Project Manager, Lake Tahoe Basin Prosperity Plan; Kathryn Reed, Lake Tahoe News Nancy Hussmann led the pledge to the flag. PLEDGE OF ALLEGIANCE Director Mosbacher requested that Consent Item a. (Surplus Property Policy) be brought forward for discussion prior to Board action. Moved Mosbacher / Second Schafer / Passed Unanimously to approve the Consent Calendar as amended: a. See Consent Items Brought Forward; b. Union Memorandum of Understanding - (1) Approved Letter of Understanding extending the Union contract one year to June 20, 2012; and (2) Authorized execution of same; CORRECTIONS TO THE AGENDA OR CONSENT CALENDAR CONSENT CALENDAR e REGULAR BOARD MEETING MINUTES - MARCH 17, 2011 PAGE - 2 c. 2010 North Apache Booster Station Project - Approved CONSENT CALENDAR Change Order No. 1 to Thomas Haen Co., Inc., in the (continued) amount of $41,418; d. Tank Coatings Assessment and Design - Approved proposal and authorized execution of a Task Order with V&A Consulting Engineers, Inc., for assessment and design of water tank coating systems, in the amount not to exceed $68,000; e. Grizzly Mountain Booster Station - Authorized staff to advertise for construction bids; f. ERB Replacement Project - Authorized staff to advertise for bids; g. Alpine County Groundwater Monitoring Wells Installations - Authorized staff to advertise for bids for the construction fourteen (14) new monitoring wells to be included in the Alpine County groundwater monitoring program; h. Approved Regular Board Meeting Minutes: February 17, 2011. © CONSENT ITEMS BROUGHT FORWARD FOR SEPARATE DISCUSSION/BOARD ACTION c Director Mosbacher stated employees should be able to take items that are no longer of use rather than contributing to waste. Staff explained reasons for changing the policy to disallow that practice: public perception, potential for items to be taken by mistake, public does not have equal opportunity to benefit, and to avoid conflicts or the appearance thereof. Moved Schafer / Second Jones / Mosbacher Voted No / Passed to authorize changes to the policy for retention and disposal of surplus property. SURPLUS PROPERTY POLICY (Consent Item a.) ITEMS FOR BOARD ACTION The District has determined that it is appropriate that METER ERROR AND LEAK ADJUSTMENT metered customers not be responsible for the cost of an POLICY increased water bill when there is a meter error or a leak in the plumbing system on the customer's side of the meter. This policy provides an opportunity for customers to request adjustments to water use charges within a 60 day timeframe from making repairs. Any customer who has an • • REGULAR BOARD MEETING MINUTES - MARCH 17, 2011 PAGE - 3 error or leak or who is seeking an adjustment of a water METER ERROR AND LEAK ADJUSTMENT usage charge for a meter error or leak shall be treated in POLICY accordance with this policy. (continued) Moved Mosbacher / Second Schafer / Passed Unanimously to: (1) Approve the Meter Error and Leak Adjustment Policy; and (2) Enact Ordinance No. 529-1 1, adding Section 6.4.1 1 of the Administrative Code regarding Meter Error and a Leak Adjustment Policy. After a Notice to Proceed was issued, the District received HEADWORKS REPLACEMENT PHASE 2 a request from GSE, the contractor for this project, to replace the subcontractor they listed in the bid documents, Conco Reinforcing (Conco). Conco informed GSE that they could not furnish the reinforcing as quoted during the bidding phase and takes no exceptions to the sub- stitution with another subcontractor. The Public Contract Code allows substitution if the subcontractor cannot execute a contract at the price specified in their bid, which is the case in this instance. Conco requested GSE substitute another firm in place of theirs. After meeting requirements of the Public Contract Code, staff recom- mended that the substitution be granted as requested. GSE identified Gamma Rebar, who has been determined to be a qualified contractor, as the replacement for Conco. Moved Schafer / Second Rise / Passed Unanimously to approve GSE's request to substitute the approved subcontractor, Conco Reinforcing. After a Change Order was added to the contract for LUTHER PASS PUMP STATION STANDBY construction of the new fire pump building, the electrical POWER subcontractor, Nelson Electric, declined Sierra Nevada Construction's (SNC) (the contractor for this project) offer to perform this extra work as bid and takes no exceptions to the use of another licensed electrician. The Public Contract Code allows substitution if the subcontractor fails or refuses to perform the subcontract, which is the case in this instance. After meeting requirements of the Public Contract Code, staff recommended that the sub- stitution be granted as requested. SNC will provide a recommendation for a qualified electrical subcontractor for staff's consideration. Moved Schafer / Second Jones / Passed Unanimously to approve Sierra Nevada Construction's request to substitute Qthe approved subcontractor, Nelson Electric, as recommended. REGULAR BOARD MEETING MINUTES - MARCH 17, 2011 PAGE - 4 ©Moved Cefalu / Second Schafer / Passed Unanimously PAYMENT OF CLAIMS to approve payment in the amount of $1,309,401.37. • 0 Water and Wastewater Operations Committee: The committee met on March 14. Minutes of the meeting are available upon request. The March 9 meeting was mostly about routine items. The budget and distribution of tax transfer funds will be dis- cussed at the regular meeting on April 13. BOARD MEMBER STANDING COMMITTEE REPORTS EL DORADO COUNTY WATER AGENCY PURVEYOR REPRESENTATIVE REPORT Steve Teshara, Principal, Sustainable Community Advo- PRESENTATION: LAKE TAHOE BASIN cates; and Michael Ward, Project Manager, Lake Tahoe PROSPERITY PLAN - "POVERTY TO Basin Prosperity Plan, showed a PowerPoint presentation PROSPERITY" and video clip entitled "Poverty to Prosperity" depicting the economic condition of the Lake Tahoe Basin, and plans underway to address areas for improvements. Agencies from six jurisdictions contributed match money towards a federal grant that enabled the development of a study which produced an action plan for the Lake Tahoe Basin to thrive economically. They relayed plans to develop an oversight board that will include a regional collaborative with everyone who has a stake in infrastructure, to develop and oversee a Tahoe Prosperity Center to implement the prosperity plan and seek grants to assist in their mission to restore population and vitalize the community. Mr. Ward requested the District support their efforts. It was the consensus of the Board to direct staff to gather language to develop a draft resolution. Mr. Ward will provide necessary information. No Board action. Director Schafer reported on his attendance at the CASA BOARD MEMBER REPORTS (California Association of Sanitation Agencies) conference, and on the many opportunities it provided to create positive support. Director Cefalu reviewed the 2011/12 budget and recom- mended the Board's Training/Education/Travel budget be reduced. Staff has been diligent in cutting costs and in order for the Board to show uniformity, should decrease its costs too. He relayed appreciation to staff for foregoing pay raises. Budgets will be sent to the Finance Committee members to determine the reductions to be made and will make a recommendation to the Board. REGULAR BOARD MEETING MINUTES - MARCH 17, 2011 PAGE - 5 Director Mosbacher encouraged staff to investigate allowing a cell service provider to install a repeater at the Luther Pass Pump Station site to provide cell service to residents in the valley, and to generate revenue for site rental. She also reported that: the handout from the budget workshop was very clear; the District's excess pond liners might be able to be used for the milfoil problem in Lake Tahoe; employees should slow down their harried work schedules; and it is unlikely the U.S. will receive any fallout from Japan. Director Jones reported he, along with Dennis Cocking, traveled to Washington D.C. to attend the ACWA (Association of California Water Agencies) conference. He reviewed meetings attended, contacts made, panels participated on, the status of the government earmarks, the potential for future funding, and the potential for combining CEQA and NEPA processes in California. BOARD MEMBER REPORTS (continued) President Rise reported he requested staff to look into the use of GPS systems in District vehicles. Legal Counsel: Gary Kvistad reported how difficult it STAFF REPORTS would be for California to combine CEQA and NEPA. He also reported on a bill, AB 457, that would entitle a bidder on a project to recover costs and attorney fees if they protest, and are successful, based on an error by an agency. Assistant General Manager / Engineer: Paul Sciuto gave an update on the medical condition of General Manager, Richard Solbrig. Clerk of the Board: Kathy Sharp reported she achieved her second Board Clerk certification. 4:25 P.M. ADJOURNMENT CATTEST: C / Kathy Sha $ Clerk of the Board South Tah•e Public Utility District Dale Rise, Board Pr-sident South Tahoe Public Utility District DATE: BOARD OF DIRECTORS MEETING GUEST SIGN -IN SHEET IN ACCORDANCE WITH THE BROWN ACT: COMPLETION OF THIS INFORMATION IS VOLUNTARY, NOT MANDATORY, AND IS NOT A PRECONDITION FOR ATTENDANCE.