Minutes 02-18-2016 �OVTH TAMOF
460,sew.. • 7950 •��„
4M UTILn-v 0911‘.
SOUTH TAHOE PUBLIC UTILITY DISTRICT
Richard Solbrig, General Manager Shannon Cotulla, Assistant General Manager
Randy Vogelgesang, President BOARD MEMBERS Kelly Sheehan, Vice President
Chris Cefalu, Director James R. Jones, Director Duane Wallace, Director
REGULAR MEETING OF THE BOARD OF DIRECTORS
SOUTH TAHOE PUBLIC UTILITY DISTRICT
February 18, 2016
MINUTES
The South Tahoe Public Utility District Board of Directors met in regular session at 2:01 p.m., at the
District Office, located at 1275 Meadow Crest Drive, South Lake Tahoe, California.
ROLL CALL:
Board of Directors: President Vogelgesang, Directors, Cefalu, Jones, Sheehan and Wallace
taff: Richard Solbrig, Gary Kvistad, Melonie Guttry, Marla Sharp, Tim Bledsoe, Brian Bartlett, Chris
Skelly, Mary Alsbury, Chris Stanley, Randy Curtis, Jim Hilton, Ivo Bergsohn, Debbie Henderson, Steve
Caswell, Linda Brown, Ross Johnson
CONSENT CALENDAR:
Moved Cefalu/Second Sheehan/Voaelgesang Yes/Cefalu Yes/Jones Yes/Sheehan Yes/Wallace Yes
to approve the Consent Calendar as presented.
a. TEMPORARY HELP FOR UNDERGROUND REPAIR WATER
(Chris Stanley, Underground Repair, Water)
Approved direct hiring of four temporary employees for Underground Repair Water, in the
estimated amount of $63,000
b. URBAN WATER MANAGEMENT PLAN UPDATE
(Randy Curtis, Manager of Field Operations)
(1) Approved Task Order No. 1 to ECORP Consulting, Inc., in the amount of $51,240 for the
Urban Water Management Plan (UWMP) Update and; (2) Authorized staff to make any
immaterial changes to the Task Order as staff deems necessary
c. SURPLUS EQUIPMENT
(Linda Brown, Purchasing Agent)
Authorized sale of surplus generator and safe through Public Surplus, on-line public auction site
d. REGULAR BOARD MEETING MINUTES: January 7, 2016, and February 4, 2016
(Melonie Guttry, Executive Services Manager/Board Clerk)
Approved January 7, 2016, and February 4, 2016, Minutes
REGULAR BOARD MEETING MINUTES- February 18, 2016 PAGE-2
ITEMS FOR BOARD ACTION
Contract for Audit Services (Paul Hughes, Chief Financial Officer)
Staff gave an overview of audit services provided by Grant Thornton for the past 15 years. The
District issued an RFP for audit services and received 5 proposals. Staff is recommending Mann,
Urrutia and Nelson, as they were distinguished for several reasons. Director Wallace reported
the Finance Committee also recommends this firm.
Moved Sheehan/Second Wallace/Vogelgesang Yes/Cefalu Yes/Jones Yes/Sheehan Yes/
Wallace Yes to authorize execution of a 3-year contract for audit services with Mann, Urrutia &
Nelson, in the amount of$153,000 plus $3,500 per year for each federally funded program
requiring a single audit
b. Primary Clarifier No. 2/Aeration Basin No. 1 Rehabilitation Project (Stephen Caswell,Senior Engineer)
Staff provided an overview of the change order addressing three items as presented. The
Board plans to do a site visit of the project after the next Board meeting.
Moved Cefalu/Second Sheehan/Vogelgesang Yes/Cefalu Yes/Jones Yes/Sheehan Yes/
Wallace Yes to approve Change Order No. 2 to Farr Construction California, dba Resource
Development Company, in the amount $88,782.32
c. Primary Clarifier No. 1/Aeration Basin No. 2 Rehabilitation Project (Stephen Caswell,Senior Engineer)
Staff provided an overview of the project.
Resolution No. 2904-12 provides that when bidding capital projects, the criteria identified
therein will be used to determine whether a capital project is substantially complex, pursuant
to Public Contract Code 7201 (b)(4), such that it justifies a retention limit higher than 5%.
This project includes the following work Primary Clarifier No. 1 -Concrete rehabilitation and
coating, remove and replace grout floor, remove and replace clarifier mechanism; Aeration
Basin No. 2-Concrete rehabilitation and coating, remove and replace in-basin aeration
system, replace influent piping to improve hydraulic loading.
Staff recommends that the Board designate the project as substantially complex and merits a
retention amount of 10% based on the following:
a. The Lake Tahoe Basin is a unique area, which, due to its high environmental
sensitivity, is highly regulated by Tahoe Regional Planning Agency (TRPA).
b. TRPA imposes environmental regulations and special requirements on contractors
that they would not normally experience outside of the Lake Tahoe Basin.
c. Based on the critical nature of these facilities, the duration that these facilities are out
of operation must be minimized.
d. This project will be constructed and staged within the Waste Water Treatment Plant in
close proximity to other District buildings and facilities, which must remain in operation
during the project.
REGULAR BOARD MEETING MINUTES- February 18, 2016 PAGE-3
e. Two or more different trades or subcontractors are anticipated to be involved in the
construction of this project.
President Voaelgesana opened the public hearing at 2:20 p.m. to receive public comments
on the Primary Clarifier No. 1/Aeration Basin No. 2 Rehabilitation Project as substantially
complex and requires a 10% retention limit under Public Contract Code Section 7201. No
public comments were received and the public hearing was closed at 2:21 p.m.
Moved Vocelgesang/Second Sheehan/Vogelgesanci Yes/Cefalu Yes/Jones Yes/Sheehan
Yes/Wallace Yes to (1) Pursuant to the facts, find the project is substantially complex and
requires a 10% retention limit; and (2) Authorize staff to advertise for construction bids
d. Laserfiche Upgrade (Chris Skelly, Interim IT Manager)
Staff provided an overview of the Laserfiche upgrade purchase and the need to find
Laserfiche to be the District standard for records retention software.
Moved Sheehan/Second Wallace/Vogelgesang Yes/Cefalu Yes/Jones Yes/Sheehan Yes/
Wallace Yes to (1) Find Laserfiche to be the District standard for records retention software, (2)
Authorize purchase of Laserfiche upgrade and services with ECS Imaging, Inc., for the amount
of $33,011
e. Tahoe Valley South Basin Surface/Groundwater Model - Phase II (Ivo Bergsohn, Hydrogeologist)
Staff provided an overview of the proposed project.This work is expected to be done in the
next 16 to 18 months. Staff reported that because the District is the lead groundwater agency,
we are able to manage ground water in a timely and cost effective basis. Alternatively, the
County or the State Water Resources Control Board would likely be the lead if not the District.
Moved Wallace/Second Jones/Vogelgesang Yes/Cefalu Yes/Jones Yes/Sheehan Yes/
Wallace Yes to accept the cost proposal from the Desert Research Institute in an amount not
to exceed $200,000, to complete groundwater models and hydrologic modeling tools for the
Tahoe Valley South Basin (6-5.01) 2014 Groundwater Management Plan
f. Approve Payment of Claims (Debbie Henderson, Accounting Manager)
Moved Sheehan/Second Vogelgesang/Vogelgesang Yes/Cefalu Yes/Jones Yes/Sheehan
Yes/Wallace Yes to approve Payment of Claims in the amount of $2,083,277.61
STANDING AND AD-HOC COMMITTEE REPORTS:
Director Wallace reported staff has done a good job preparing the budget and there are no major
changes this year. There is a Board Workshop scheduled for March 8, 2016, when the rate increase
and Capital Improvement Projects will be reviewed and discussed.
Director Jones reported the Operations Committee met on Tuesday, February 16.
BOARD MEMBER REPORTS:
Director Wallace expressed there is a need to develop affordable housing in the Tahoe Basin.
-ttorney Kvistad indicated the City and County have funds to assist with this type of community issue.
%Pilchard Solbriq reported the District has contracted with an organization to provide water
conservation information in order to assist low-income housing tenants. This is a market the District has
not been able to reach in the past.
REGULAR BOARD MEETING MINUTES- February 18, 2016 PAGE-4
WDerector Jones will be attending the ACWA/CASA Conference starting February 21, in Washington,
C. He and Shannon Cotulla will be meeting with several legislators throughout the week.
EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT:
Director Sheehan provided an overview of the meeting on February 10, 2016. She further
acknowledged Director Jones for his years of participation with El Dorado on behalf of the District.
GENERAL MANAGER REPORT: Richard Solbriq reported on several items:
• Staff had a conference call with the SWRCB staff to discuss the proposed $2.5 million grant
from the clean water fund. If the District were to receive these funds, an extensive cultural and
wildlife study on each property would need to be complete prior to meters being installed. In
addition, there would be no guarantee that the funds would be available once the studies
are complete. It was originally believed that the cultural and wildlife studies were not required
if the funds were provided by the drinking water fund, but it turns out this is incorrect. Based
upon these issues, the District is working on defining what these studies require. Meanwhile, the
District is continuing to pursue the appeal to the State Water Resources Control Board on the
drinking water revolving fund. These loan issues will cause a delay for future meters projects.
STAFF/ATTORNEY REPORTS:
Staff provided a report on the Helping Hands program including customer usage for the past five
years. The majority of the donations for this program come from District employees. Since inception,
53,953 has been spent assisting customers through the program.
ADJOURNMENT: 3:16 p.m.
Randy Vogelgesang, Board President
South Tahoe Public Utility District
Melonie Guttry, Clerk of the :.ard
South Tahoe Public Utility District