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Agenda Packet 05-05-2016he;1er 1950 W0 SOUTH TAHOE PUBLIC UTILITY DISTRICT REGULAR BOARD MEETING AGENDA Thursday, May 5, 2016 - 2:00 p.m. District Board Room 1275 Meadow Crest Drive, South Lake Tahoe, California 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 CALL TO ORDER REGULAR MEETING - PLEDGE OF ALLEGIANCE (At this time, please silence phones and other electronic devices so as not to disrupt the business of the meeting.) 2. COMMENTS FROM THE AUDIENCE (This is an opportunity for members of the public to address the Board on any short non -agenda items that are within the subject matter jurisdiction of the District. No discussion or action can be taken on matters not listed on the agenda, per the Brown Act. Each member of the public who wishes to comment shall be allotted five minutes, and no more than three individuals shall address the same subject.) 3. CORRECTIONS TO THE AGENDA OR CONSENT CALENDAR (For purposes of the Brown Act, all Action and Consent items listed give a brief description of each item of business to be transacted or discussed. Recommendations of the staff, as shown, do not prevent the Board from taking other action.) 4. ADOPTION OF CONSENT CALENDAR (Any item can be removed to be discussed and considered separately upon request. Comments and questions from members of the public, staff or Board can be taken when the comment does not necessitate separate action.) 5. CONSENT ITEMS BROUGHT FORWARD FOR SEPARATE DISCUSSION/ACTION 6. ITEMS FOR BOARD ACTION a. CalPERS Required Pay Listing by Position (Nancy Hussmann, Human Resources Director) Pg. 27 Adopt Resolution No. 3019-16 which incorporates the Pay Listing by Position for the period of July 2, 2015, through June 29, 2016 b. Approve Payment of Claims (Debbie Henderson, Accounting Manager) Pg. 33 Approve Payment of Claims in the amount of $2,031,298.12 7. STANDING AND AD-HOC COMMITTEE REPORTS (Discussions may take place; however, no action will be taken.) 8. BOARD MEMBER REPORTS (Discussions may take place; however, no action will be taken.) 9. EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT REGULAR BOARD MEETING AGENDA - May 5, 2016 PAGE - 2 10. GENERAL MANAGER REPORT (Discussion may take place; however, no action will be taken.) a. Congressman McClintock Town Hall Meeting Held May 3, 2016 b. Public Outreach Efforts 11. STAFFJATTORNE_Y_REPORTS (Discussions may take place; however, no action will be taken.) 12. NOTICE OF PAST AND FUTURE MEETINGS/EVENTS Past Meetings/Events 04/21/16 - 2:00 p.m. Regular Board Meeting at the District 05/03/16 - 6:00 p.m. Town Hall Meeting with Congressman McClintock at the District Future Meetings/Events 05/12/16 - 6:00 p.m. Public Meeting at the District 05/16/16 - 3:30 p.m. Operations Committee Meeting at the District 05/19/16 - 2:00 p.m. Regular Board Meeting at the District 13. CLOSED SESSION (The Board will adjourn to Closed Session to discuss items identified below. Closed Session is not open to the public; however, an opportunity will be provided at this time if members of the public would like to comment on any item listed - three minute limit.) a. Pursuant to Section 54956.9(a) of the California Government code, Closed Session may be held for conference with legal counsel regarding existing litigation: EI Dorado County Superior Court Case SC20120227 GRCLT Condominium vs. South Tahoe Public Utility District Pg. 45 ACTION REPORT ON ITEMS DISCUSSED DURING CLOSED SESSION ADJOURNMENT (The next Regular Board Meeting is Thursday, May 19, 2016, at 2:00 p.m.) The South Tahoe Public Utility District Board of Directors regularly meets the first and third Thursday of each month. A complete Agenda packet is available for review at the meeting and at the District office during the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday. A recording of the meeting is retained for 30 days after Minutes of the meeting have been approved. Items on the Agenda are numbered for identification purposes only and will not necessarily be considered in the order in which they appear. Designated times are for particular items only. Public Hearings will not be called to order prior to the time specified, but may occur slightly later than the specified time. Public participation is encouraged. Public comments on items appearing on the Agenda will be taken at the some time the Agenda items are heard; comments should be brief and directed to the specifics of the item being considered. Please provide the Clerk of the Board with a copy of all written materials presented at the meeting. Comments on items not on the Agenda can be heard during "Comments from the Audience;" however, action cannot be taken on items not on the Agenda. Backup materials relating to an open session item on this Agenda, which are not included with the Board packet, will be made available for public inspection at the same time they are distributed or made available to the Board, and can be viewed at the District office, at the Board meeting and upon request to the Clerk of the Board. The meeting location is accessible to people with disabilities. Every reasonable effort will be made to accommodate participation of the disabled in all of the District's public meetings. If particular accommodations are needed, please contact the Clerk of the Board at (530) 544-6474, extension 6203. All inquiries must be made at least 48 hours in advance of the meeting. REGULAR BOARD MEETING AGENDA - May 5, 2016 PAGE - 3 1950 •' SOUTH TAHOE PUBLIC UTILITY DISTRICT CONSENT CALENDAR May 5, 2016 ITEMS a. PRIMARY CLARIFIER NO. 1 AERATION BASIN NO.2 REHABILITATION PROJECT (Stephen Caswell, Senior Engineer) Pg. 1 Approve Amendment B to existing Task Order No. 7 for HDR, Inc. for additional design services for an amount not to exceed $9,959 b. RESOLUTIONS TO SUBMIT APPLICATION FOR METER INSTALLATIONS, PHASES 3-5 PROJECT (Paul Hughes, Chief Financial Officer) Pg. 5 Adopt Resolution No.'s 3020-16 and 3021-16 to apply for Meter Installations, Phases 3-5 Loan c. RESOLUTIONS TO SUBMIT APPLICATION FOR WATERLINE REPLACMENT PROGRAM CONSTRUCTION PROJECT LOAN FROM STATE WATER RESOURCES CONTROL BOARD DRINKING WATER STATE REVOLVING LOAN FUND (Paul Hughes, Chief Financial Officer) Pg. 13 Adopt Resolution No.'s 3022-16, 3023-16 and 3024-16 to Apply for Waterline Replacement Program Construction Loan d. REGULAR BOARD MEETING MINUTES: April 21, 2016 (Melonie Guttry, Executive Services Manager/Board Clerk) Pg. 23 Approve April 21, 2016, Minutes General Manager Richard H. 5olbrig uDirectors Soth ✓� � � Chris Cefalu Public Utility District JamesR.Jones Randy Vogelgesang Kelly Sheehan 1275 Meadow Crest Drive • South Lake Tahoe -CA 96150-7401 Phone 530 544-6474 • Fax 530 541-0614- www.5tpud.uo BOARD AGENDA ITEM 4a TO: Board of Directors FROM: Stephen Caswell, Senior Engineer MEETING DATE: May 5, 2016 ITEM - PROJECT NAME: Primary Clarifier No. 1 /Aeration Basin No. 2 Rehabilitation Project REQUESTED BOARD ACTION: Approve Amendment B to existing Task Order No. 7 for HDR, Inc., for additional design services for an amount not to exceed $9,959 DISCUSSION: In November 2015, the Board authorized a Task Order for HDR, Inc., (HDR) to provide design services for the Primary Clarifier No. 1 /Aeration Basin No. 2 Rehabilitation Project (PCI /AB2). The approved Scope of Work and fee was based on the assumption that the work in PC1 /AB2 would be identical to the work that was ongoing at the time in PC2/AB1. Due to some performance issues during the work on PC2/AB1, District staff decided to evaluate the benefits of modifying the PC /AB2 project by sole -sourcing the EnduraFlex coating product. District staff recommended sole -sourcing the EnduraFlex coating product and the Board approved this recommendation in January 2016. The evaluation and decision to sole -source required additional effort from HDR. The additional tasks included preparation of a technical memorandum outlining the advantages and disadvantages of sole -sourcing, preparation of a sole -source specification for the EnduraFlex coating, and modification of the Contract Documents to reflect the sole -sourced product. The additional work effort and the associated costs are included in the attached Scope of Work and Fee Breakdown from HDR. Staff recommends that the Board approve Amendment B to existing Task Order No. 7 in the amount of $9,959 for additional design services on the PC /AB2 Project. SCHEDULE: As soon as possible COSTS: $9,959 ACCOUNT NO: 1029-7023/1029-7024 BUDGETED AMOUNT AVAILABLE: $182,693; $193,170 ATTACHMENTS: HDR Scope of Work and Fee Breakdown CONCURRENCE WITH REQUESTED ACTION: f� GENERAL MANAGER: YESJ CHIEF FINANCIAL OFFICER: YES Z - NO ffif CATEGORY: Sewer SCOPE OF WORK — AMENDMENT A Task Order No. 7a (April 2016) HDR Engineering, Inc. South Tahoe Public Utility District Primary Clarifier and Aeration Basin Rehabilitation Projects The following scope of work involves engineering services during design of the additional aeration basin rehabilitation project (PROJECT) for the South Tahoe Public Utility District (OWNER). The sections below outline the changes to the existing scope of work that includes the original scope dated 8/2/2013 and Amendment A dated 3/20/2014, Amendment B dated July 17, 2014. The fee estimate for the following tasks are attached with a total amount of, $9,959.00 TASK 1 —ADDITIONAL DESIGN SERVICES Engineering services including; coatings alternatives evaluation and recommendations, preparation of new EnduraFlex Sole Source Specification, design of relocated electrical conduit, design of checker plate removal and replacement, attending pre-bid meeting, contractor addendum reviews, additional meetings and conference calls. 4/20/2016 -3- A-1 \�§ )};j ;a;;;&■;a&\ k / k� � £ 2 k � ! ..........■ k { k § k w !! uj ƒ� au \ 2 ( - - § LS !! «==tea ) - 2 )!S2 ' h Tahoe Mity District General Manager Richard H. 5olbrig Directors Chris Cefalu James K. Jones Randy Vogelgesang Kelly 5heehan Duane Wallace 1275 Meadow Crest Drive • South Lake Tahoe • CA 96150-7401 Phone 530 544-6474 - Fax 530 541-0614 a www.stpud.us BOARD AGENDA ITEM 4b TO: Board of Directors FROM: Paul Hughes, Chief Financial Officer MEETING DATE: May 5, 2016 ITEM - PROJECT NAME: Resolutions to Submit Application for Meter Installations, Phases 3-5 Project REQUESTED BOARD ACTION: Adopt Resolution No.'s 3020-16 and 3021-16 to apply for Meter Installations, Phases 3-5 Loan DISCUSSION: The State Water Resources Control Board has approved the submission of an application for a Clean Water State Revolving Loan not to exceed $14,010,534 for the Meter Installations, Phases 3-5 Project. The attached Resolutions: Authorizing Resolution and Reimbursement Resolution need to be submitted with the application. SCHEDULE: COSTS: N/A ACCOUNT NO: N/A BUDGETED AMOUNT REMAINING: N/A ATTACHMENTS: Resolution No.'s 3020-16 and 3021-16 CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES 'll NO CHIEF FINANCIAL OFFICER: YES— -5-NO CATEGORY: Water 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 RESOLUTION NO. 3020-16 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT AUTHORIZING METER INSTALLATION PROJECT, PHASES 3-5 WHEREAS, a determination has been made to seek funding to implement a wastewater improvement project, NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the South Tahoe Public Utility District (the "Entity"), as follows: The General Manager, Assistant General Manager and/or the Chief Financial Officer or their designee is hereby authorized and directed to sign and file, for and on behalf of the Entity, a Financial Assistance Application for a financing agreement from the State Water Resources Control Board for the Meter installation Project, Phases 3-5 (the "Project") This Authorized Representative, or his/her designee, is designated to provide the assurances, certifications, and commitments required for the financial assistance application, including executing a financial assistance agreement from the State Water Resources Control Board and any amendments or changes thereto. The Authorized Representative, or his/her designee, is designated to represent the Entity in carrying out the Entity's responsibilities under the financing agreement, including certifying disbursement requests on behalf of the Entity and compliance with applicable state and federal laws. WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 3020-16 was duly and regularly adopted and passed by the Board of Directors of the South Tahoe Public Utility District at a regular meeting held on the 5th day of May, 2016, by the following vote: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 AYES: NOES: ABSENT: ATTEST: Melonie Guttry, Clerk of the Board South Tahoe Public Utility District Resolution No. 3020-16 Page 2 May 5, 2016 Randy Vogelgesang, Board President South Tahoe Public Utility District 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 RESOLUTION NO. 3021-16 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT REIMBURSMENT METER INSTALLATIONS PHASES 3-5 WHEREAS, the South Tahoe Public Utility District (the "Agency") desires to finance the costs of constructing and/or reconstructing certain public facilities and improvements relating to its water and wastewater system, including certain treatment facilities, pipelines and other infrastructure (the 'Project"); and WHEREAS, the Agency intends to finance the construction and/or reconstruction of the Project or portions of the Project with moneys ("Project Funds") provided by the State of California, acting by and through the State Water Resources Control Board (State Water Board); and WHEREAS, the State Water Board may fund the Project Funds with proceeds from the sale of obligations the interest upon which is excluded from gross income for federal income tax purposes (the "Obligations"), and WHEREAS, prior to either the issuance of the Obligations or the approval by the State Water Board of the Project Funds the Agency desires to incur certain capital expenditures (the "Expenditures") with respect to the Project from available moneys of the Agency; and WHEREAS, the Agency has determined that those moneys to be advanced on and after the date hereof to pay the Expenditures are available only for a temporary period and it is necessary to reimburse the Agency for the Expenditures from the I proceeds of the Obligations. NOW, THEREFORE, THE AGENCY DOES HEREBY RESOLVE, ORDER AND DETERMINE AS FOLLOWS: -9 - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 SECTION 1. The Agency hereby states its intention and reasonably expects to reimburse Expenditures paid prior to the issuance of the Obligations or the approval by the State Water Board of the Project Funds. SECTION 2. The reasonably expected maximum principal amount of the Project Funds is $14,010,534 SECTION 3. This resolution is being adopted no later than 60 days after the date on which the Agency will expend moneys for the portion of the Project costs to be reimbursed with Project Funds. SECTION 4. Each Agency expenditure will be of a type properly chargeable to a capital account under general federal income tax principles. SECTION 5. To the best of our knowledge, this Agency is not aware of the previous adoption of official intents by the Agency that have been made as a matter of course for the purpose of reimbursing expenditures and for which tax-exempt obligations have not been issued. SECTION 6. This resolution is adopted as official intent of the Agency in order to comply with Treasury Regulation § 1.150-2 and any other regulations of the Internal Revenue Service relating to the qualification for reimbursement of Project costs. SECTION 7. All the recitals in this Resolution are true and correct and this Agency so finds, determines and represents. WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 3021-16 was duly and regularly adopted and passed by the Board of Arectors of the South Tahoe Public Utility District at a regular meeting held on the 5t" day of May 2016, by the following vote: Resolution No. 3021-16 Page 2 May 5, 2016 -10- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 AYES: NOES: ABSENT: ATTEST: Melonie Guttry, Clerk of the Board South Tahoe Public Utility District Resolution No. 3021-16 Page 3 May 5, 2016 -11- Randy Vogelgesang, Board President South Tahoe Public Utility District 1275 Meadow Crest Drive • South Lake Tahoe • CA 96150-7401 Phone 530 514-6474 • Fax 530 541-0614- www.stpud.uo BOARD AGENDA ITEM 4C TO: Board of Directors FROM: Paul Hughes, Chief Financial Officer MEETING DATE: May 5, 2016 ITEM - PROJECT NAME: Resolutions to Submit Application for Waterline Replacement Program Construction Project Loan from State Water Resources Control Board Drinking Water State Revolving Loan Fund REQUESTED BOARD ACTION: Adopt Resolution No.'s 3022-16, 3023-16 and 3024-16 to Apply for Waterline Replacement Program Construction Loan DISCUSSION: The State Water Resources Control Board has approved the submission of an application for a Drinking Water State Revolving Loan not to exceed $4,500,000 for the Waterline Replacement Program. The attached Resolutions: Authorizing Resolution; Reimbursement Resolution and Pledged Revenues and Fund(s) Resolution are a requirement of the application package. SCHEDULE: COSTS: N/A ACCOUNT NO: N/A BUDGETED AMOUNT REMAINING: N/A ATTACHMENTS: Resolution No.'s 3022-16, 3023-16 and 3024-16 CONCURRENCE WITH REQUESTED ACTION: �! GENERAL MANAGER: YES 9 CHIEF FINANCIAL OFFICER: YES NO NO -13- CATEGORY: Water General Manager Richard H. 5olbrig 1 Directors Chris D Tahoe, Joralu James R. Jonee Randy V00e10e5ang I /(/'+ ublic Utility District Kelly 5heehan Duane Wallace 1275 Meadow Crest Drive • South Lake Tahoe • CA 96150-7401 Phone 530 514-6474 • Fax 530 541-0614- www.stpud.uo BOARD AGENDA ITEM 4C TO: Board of Directors FROM: Paul Hughes, Chief Financial Officer MEETING DATE: May 5, 2016 ITEM - PROJECT NAME: Resolutions to Submit Application for Waterline Replacement Program Construction Project Loan from State Water Resources Control Board Drinking Water State Revolving Loan Fund REQUESTED BOARD ACTION: Adopt Resolution No.'s 3022-16, 3023-16 and 3024-16 to Apply for Waterline Replacement Program Construction Loan DISCUSSION: The State Water Resources Control Board has approved the submission of an application for a Drinking Water State Revolving Loan not to exceed $4,500,000 for the Waterline Replacement Program. The attached Resolutions: Authorizing Resolution; Reimbursement Resolution and Pledged Revenues and Fund(s) Resolution are a requirement of the application package. SCHEDULE: COSTS: N/A ACCOUNT NO: N/A BUDGETED AMOUNT REMAINING: N/A ATTACHMENTS: Resolution No.'s 3022-16, 3023-16 and 3024-16 CONCURRENCE WITH REQUESTED ACTION: �! GENERAL MANAGER: YES 9 CHIEF FINANCIAL OFFICER: YES NO NO -13- CATEGORY: Water 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 RESOLUTION NO. 3022-16 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT AUTHORIZING WATERLINE REPLACEMENT PROGRAM WHEREAS a determination has been made to seek funding to implement a wastewater improvement project; NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the South Tahoe Public Utility District (the "Entity"), as follows: The General Manager, Assistant General Manager and/or the Chief Financial Officer or their designee is hereby authorized and directed to sign and file, for and on behalf of the Entity, a Financial Assistance Application for a financing agreement from the State Water Resources Control Board for the planning, design, and construction of the Waterline Replacement Program (the "Project"). This Authorized Representative, or his/her designee, is designated to provide the assurances, certifications, and commitments required for the financial assistance application, including executing a financial assistance agreement from the State Water Resources Control Board and any amendments or changes thereto. The Authorized Representative, or his/her designee, is designated to represent he Entity in carrying out the Entity's responsibilities under the financing agreement, including certifying disbursement requests on behalf of the Entity and compliance with J applicable state and federal laws. WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 3022-16 was duly and regularly adopted and passed by the Board of Directors of the South Tahoe Public Utility District at a regular meeting held on the 5th day of May, 2016, by the following vote: -15- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 AYES: NOES: ABSENT: ATTEST: Melonie Guttry, Clerk of the Board South Tahoe Public Utility District Resolution No. 3022-16 Page 2 May 5, 2016 -16- Randy Vogelgesang, Board President South Tahoe Public Utility District 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 RESOLUTION NO. 3023-16 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT REIMBURSEMENT FOR WATERLINE REPLACEMENT PROGRAM WHEREAS, the South Tahoe Public Utility District (the "Agency") desires to finance the costs of constructing and/or reconstructing certain public facilities and improvements relating to its water and wastewater system, including certain treatment facilities, pipelines and other infrastructure (the "Project"); and WHEREAS, the Agency intends to finance the construction and/or reconstruction of the Project or portions of the Project with moneys ("Project Funds") provided by the State of California, acting by and through the State Water Resources Control Board (State Water Board); and WHEREAS, the State Water Board may fund the Project Funds with proceeds from the sale of obligations the interest upon which is excluded from gross income for federal income tax purposes (the "Obligations"), and WHEREAS, prior to either the issuance of the Obligations or the approval by the State Water Board of the Project Funds the Agency desires to incur certain capital expenditures (the "Expenditures") with respect to the Project from available moneys of the Agency; and WHEREAS, the Agency has determined that those moneys to be advanced on and after the date hereof to pay the Expenditures are available only for a temporary period and it is necessary to reimburse the Agency for the Expenditures from the proceeds of the Obligations. NOW, THEREFORE, THE AGENCY DOES HEREBY RESOLVE, ORDER AND DETERMINE AS FOLLOWS: -17- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 SECTION 1. The Agency hereby states its intention and reasonably expects to reimburse Expenditures paid prior to the issuance of the Obligations or the approval by the State Water Board of the Project Funds. SECTION 2. The reasonably expected maximum principal amount of the Project Funds is $4,500,000. SECTION 3. This resolution is being adopted no later than 60 days after the date on which the Agency will expend moneys for the portion of the Project costs to be reimbursed with Project Funds. SECTION 4. Each Agency expenditure will be of a type properly chargeable to a capital account under general federal income tax principles. SECTION 5. To the best of our knowledge, this Agency is not aware of the previous adoption of official intents by the Agency that have been made as a matter of course for the purpose of reimbursing expenditures and for which tax-exempt obligations have not been issued. SECTION 6. This resolution is adopted as official intent of the Agency in order to comply with Treasury Regulation § 1.150-2 and any other regulations of the Internal Revenue Service relating to the qualification for reimbursement of Project costs. SECTION 7. All the recitals in this Resolution are true and correct and this Agency so finds, determines and represents. WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 3023-16 was duly and regularly adopted and passed by the Board of Directors of the South Tahoe Public Utility District at a regular meeting held on the 5T" day of May, 2016, by the following vote: Resolution No. 3023-16 Page 2 May 5, 2016 am 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18' 19 20 21 22 23 24 25 26 27 28 29 30 AYES: NOES: ABSENT: ATTEST: Melonie Guttry, Clerk of the Board South Tahoe Public Utility District Resolution No. 3023-16 Page 3 May 5, 2016 -19- Randy Vogelgesang, Board President South Tahoe Public Utility District 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 RESOLUTION NO. 3024-16 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT PLEDGING REVENUES AND FUND(s) WHEREAS, the South Tahoe Public Utility District has adopted Drinking Water State Revolving Fund resolutions regarding intent, authority and procedure; NOW, THEREFORE BE IT RESOLVED: 1. The South Tahoe Public Utility District (the "Entity") hereby dedicates and pledges Water Enterprise Fund/Water Service Charge Net Revenues to payment of any and all Drinking Water State Revolving Fund Financing for Waterline Replacement Program, referred to as the "Project". 2. The Entity commits to collecting such revenues and maintaining such fund(s) throughout the term of such financing and until the Entity has satisfied its repayment obligation thereunder unless modification or change is approved in writing by the State Water Resources Control Board. 3. So long as the financing agreement(s) are outstanding, the Entity's pledge hereunder shall constitute a lien in favor of the State Water Resources Control Board on the foregoing fund(s) and revenue(s) without any further action necessary. 4. So long as the financing agreement(s) are outstanding, the Entity commits to maintaining the fund(s) and revenue(s) at levels sufficient to meet its obligations under the financing agreement(s). WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 3024-16 was duly and regularly adopted and passed by the Board of Directors of the South Tahoe Public Utility District at a regular meeting held on the 5th day of May, 2016, by the following vote: AYES: NOES: ABSENT: -21- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 ATTEST: Melonie Guttry, Clerk of the Board South Tahoe Public Utility District Resolution No. 3024-16 Page 2 May 5, 2016 -22- Randy Vogelgesang, Board President South Tahoe Public Utility District S 1950 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 April 21, 2016 MINUTES The South Tahoe Public Utility District Board of Directors met in regular session at 2:02 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 Staff: Richard Solbrig, Gary Kvistad, Melonie Guttry, Shannon Cotulla, Paul Hughes, Marla Sharp, Chris Stanley, Jim Hilton, Brent Goligoski, Brian Bartlett, Chris Skelly, Tim Bledsoe, Ross Johnson, Randy Curtis, Steve Caswell, Jason Brand CONSENT CALENDAR: Moved Cefalu Second Sheehan Va el eson Yes Cefalu Yes .cones Yes Sheehan Yes Wallace Yes to approve the Consent Calendar as presented. a. 2015 FIRE HYDRANT SERVICE EXPANSION PROJECT (Randy Curtis, Manager of Field Operations and Julie Ryan, Principal Engineer) Authorized staff to advertise for bids for 39 additional fire hydrants in the approximate amount of $82,000 b. RESOLUTION NO. 3018-16 FOR BUREAU OF RECLAMATION DROUGHT FUNDING (Lynn Nolan, Grants Coordinator) Adopted Resolution No. 3018-16 approving grant funding for Advanced Metering Infrastructure System c. REGULAR BOARD MEETING MINUTES: April 7 2016 (Melonie Guttry, Executive Services Manager/ Clerk of the Board) Approved April 7, 2016, Minutes -23- REGULAR BOARD MEETING MINUTES - April 21, 2016 ITEMS FOR BOARD ACTION PAGE - 2 a. Board Room Audio/Video System Replacement Project (Chris Skelly, Interim IT Manager) Staff provided an overview of the Request for Proposal (RFP) and reported that a new AN system will improve function and efficiency. The costs will be kept down by utilizing as much existing equipment as possible. The Board Room equipment is used for District staff training and public meetings in addition to Board meetings. The RFP outlines a software based system, which will be easier to update, enhance and reduce staff time for maintaining the system while increasing reliability. Moved Wallace/Second Sheehan/Vvgelgesang Yes/Cefalu Yes/Jones Yes/Sheehan Yes/ Wallace Yes to authorize staff to publish a Request for Proposal for a new Board Room audio/video system b. Approve Payment of Claims (Debbie Henderson, Accounting Manager) Moved. Sheehan/Second Cefolu/Vogelgesang Yes/Cefalu Yes/Jones Yes/Sheehan Yes Wallace Yes to approve Payment of Claims in the amount of $1,186,200.18 STANDING AND AD-HOC COMMITTEE REPORTS: Nothing to report EL DORADO COUNTY WATER PURVEYOR REPORT Director Wallace reported he and Richard Solbrig attended the EI Dorado County meeting on April 13 and three of the District's projects were approved for funding in the amount of $387,000. Richard Solbrig reported that consultants are working on a Water Efficiency Strategic Plan for the entire County with each District having an individual water management plan. BOARD MEMBER REPORTS: Director Jones reported that he will be representing the District at the Association of Water Agencies (ACWA) Conference in Monterey May 2 through May 6. Shannon Cotulla reported that he and additional staff will be attending also. Director Wallace reported that he attended the Tahoe Regional Young Professional's meeting on April 20 and the focus of the meeting was legislation, new regulations and laws. GENERAL MANAGER REPORT: Richard Solbrig reported on several items: • Congressman McClintock will hold a Town Hall Meeting at the District on May 3 at 6:00 p.m. Staff and the Board will meet with the Congressman prior to the Town Hall at 5:15 p.m. Staff will speak with ENS prior to meeting to determine any issues that should be discussed. • Monday April 17 District staff met with Tahoe Transportation District (TTD) and their environmental consultants concerning the Loop Road, which was a very productive meeting. TTD stated that they are managing the project, and they are responsible for utility cost relocation for the District. TTD will be covering costs with Federal Grants as they are a multi- state agency. Staff reported that cost estimates and plans were reviewed in detail. DOXIC REGULAR BOARD MEETING MINUTES -April 21, 2016 PAGE - 3 Richard 5olbrig reported that he was on Tahoe Today and Tahoe Tonight television shows April 14 and 18, providing information about the District's Public Meeting scheduled for May 12. Donielle Morse was on Howie's Morning Rush this morning discussing water conservation and the current budget metering situation. • Richard Solbrig will serve on a panel for the Lake Tahoe Leadership Group at a workshop on Friday, May 6, regarding District projects. He will also be presenting to Alpine County Board of Supervisors on May 2. District staff received suspicious emails that appeared to be from a past Board Member. This email will now be blocked as outlined in District policy, and the past Board Member has been contacted. STAFF/ATTORNEY REPORTS: Ross Johnson, Manager of Plant Operations, gave a presentation regarding the Plant Operations Department. Ross provided a description of the department, staff and their primary duties including highlights of department projects. As of May 5, 2016, the District will have 21 years without a discharge violation to the credit of employee diligence, extensive training, and advanced certification. Staff reported that the new hydro vacuum truck is available for viewing after the meeting. Staff introduced two new term employees, Brent Gogoloski, Limited Term Junior Engineer, and Jason Brand, Limited Term Water Meter Installation Coordinator. Staff reported that he and the Water Conservation Specialist attended the State Water Resources Control Board (SWRCB) public workshop regarding Emergency Water Conservation Regulations. Two panel presentations were provided, one regarding the SWRCB allowing water suppliers to self -certify that they have three years water supply availability and to determine if they require water conservation measures. The second regarding how California, and in particular the Sacramento area, has rebounded from the drought situation. The SWRCB has received comments from several agencies requesting to eliminate the conservation regulations. There will be an early May meeting to determine if regulations are revised, rescinded or continued on a regional basis. ADJOURNMENT: 3:07 p.m. Melonie Guttry, Clerk of the Board South Tahoe Public Utility District -25- Randy Vogelgesang, Board President South Tahoe Public Utility District General Manager Richard H. 5olbrig • 195U• Directors w$�$r Tahoe Chris Cefalu 5outh James R. Jones Randy Vogelgesang Kelly Sheehan Public Utility Pi!5t ict Duane Wallace 1275 Meadow Creat Drive • South Lake Tahoe • CA 96150-7401 Phone 530 544-6474 • Fax 530 541-6614 • www otpud.u5 BOARD AGENDA ITEM 6a TO: Board of Directors FROM: Nancy Hussmann, Human Resources Director MEETING DATE: May 5, 2016 ITEM - PROJECT NAME: CalPERS Required Pay Listing by Position REQUESTED BOARD ACTION: Adopt Resolution No. 3019-16 which incorporates the Pay Listing by Position for the period of July 2, 2015, through June 29, 2016 DISCUSSION: During the South Tahoe Public Utility District's (District) recent audit by California Public Employees' Retirement System (CaIPERS) staff, the District learned that a combined salary schedule for all positions at the District, including the Board of Directors, be formally adopted by the Board of Directors, and then made available to the public (via the District's website). Furthermore, this formal adoption of the Pay Listing by Position must be retained for a period of five (5) years. SCHEDULE: May 5, 2016 COSTS: N/A ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: Resolution No. 3019-16, Pay Listing by Position dated July 2, 2015 through June 29, 2016 CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES 41:.: _t NO -27- CATEGORY: General 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 RESOLUTION NO. 3019-16 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT FORMALLY ADOPTING PAY LISTING BY POSITION FOR THE PERIOD OF JULY 2, 2015 THROUGH JUNE 29, 2016 WHEREAS, the Board of Directors of South Tahoe Public Utility District and the Board of Administration of California Public Employees' Retirement System entered into a contract, effective on June 19, 2003, and amended effective April 19, 2007, providing for the participation of said public agency in the California Public Employees' Retirement System; and, WHEREAS, the Government Code and CCR, Title 2, Section 570.5 requires that one combined pay schedule, adopted by the Board of Directors, for every employee position, including the Board of Directors, be made available for public review and retained for a period of five years; and WHEREAS, the South Tahoe Public Utility District Pay Listing by Position for the dates of July 2, 2015, through June 29, 2016, is incorporated herein. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of South Tahoe Public Utility District hereby formally adopts the above-mentioned Pay Listing by Position for the period of July 2, 2015, through June 29, 2016. WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 3019-16 was duly and regularly adopted and passed by the Board of Directors of the South Tahoe Public Utility District at a regular meeting held on the 5'" day of May, 2016, by the following vote: AYES: NOES: I ABSENT: Randy Vogelgesang, Board President South Tahoe Public Utility District ATTEST: Melonie Guttry, Clerk of the Board South Tahoe Public Utility District -29- SOUTH TAHOE PUBLIC UTILITY DISTRICT PAY LISTING BY POSITION JULY 2, 2015 - JUNE 29, 2016 RAACCT\Debbie\CaIPERS required annual salary by position.xlsx Effective 1-1-16 MINIMUM MAXIMUM ANNUAL ANNUAL ACCOUNT CLERK 1 $ 41,520 $ 52,991 ACCOUNT CLERK II $ 46,406 $ 59,227 ACCOUNTING MANAGER $ 91,729 $ 117,072 ACCOUNTING SUPERVISOR $ 64,941 $ 82,883 ACCOUNTING TECH 1 $ 50,138 $ 63,991 ACCT TECH II/GRANT ASST $ 55,152 $ 70,390 ADMINISTRATIVE ASST $ 46,545 $ 59,404 ASSOCIATE ENGINEER $ 83,763 $ 106,905 ASST ENGINEER $ 72,858 $ 92,988 ASST GENERAL MANAGER $ 151,272 $ 193,066 BOARD OF DIRECTOR $ 4,800 $ 4,800 CHIEF FINANCIAL OFFICER $ 127,912 $ 163,252 CHIEF PLANT OPERATOR $ 85,726 $ 109,411 CONTRACT ADMINISTRATOR $ 50,578 $ 64,551 CUSTOMER SERVICE MANAGER $ 91,052 $ 116,207 CUSTOMER SERVICE REP 1 $ 41,520 $ 52,991 CUSTOMER SERVICE REP 11 $ 46,315 $ 59,111 CUSTOMER SERVICE SUPERVISOR $ 64,941 $ 82,883 ELECTRICAL/INSTR SUPERVISOR $ 80,814 $ 103,142 ELECTRICAL/INSTR TECH 1 $ 58,030 $ 74,063 ELECTRICAL/INSTR TECH II $ 67,681 $ 86,380 ENG/CAD/GIS SPECIALIST 1 $ 51,391 $ 65,589 ENG/CAD/GIS SPECIALIST II $ 74,273 $ 94,793 ENGINEERING DEPT MANAGER $ 127,804 $ 163,114 ENGINEERING TECH 1 $ 62,217 $ 79,406 ENGINEERING TECH II $ 71,569 $ 91,342 EXECUTIVE SERVICES MANAGER $ 81,941 $ 104,580 GENERAL MANAGER $ 166,276 $ 212,215 GRANT COORDINATOR $ 72,736 $ 92,832 HR COORDINATOR $ 46,545 $ 59,404 HUMAN RESOURCES DIRECTOR $ 101,095 $ 129,025 HYDROGEOLOGIST $ 96,285 $ 122,887 INFO TECHNOLOGY MANAGER $ 96,377 $ 123,004 INSPECTIONS SUPERVISOR $ 71,418 $ 91,150 INSPECTOR 1 $ 48,786 $ 62,264 INSPECTOR 11 $ 57,502 $ 73,389 IT SYSTEMS SPECIALIST 1 $ 52,631 $ 67,172 IT SYSTEMS SPECIALIST 11 $ 61,707 $ 78,756 JUNIOR ENGINEER $ 62,833 $ 80,192 -30- RAACCT\Debbie\CaIPERS required annual salary by position.xlsx Effective 1-1-16 SOUTH TAHOE PUBLIC UTILITY DISTRICT PAY LISTING BY POSITION JULY 2, 2015 - JUNE 29, 2016 R:\ACCT\Debbie\CalPERS required annual salary by position.xlsx Effective 1-1-16 MINIMUM MAXIMUM ANNUAL ANNUAL LAB ASST $ 45,184 $ 57,667 LAB DIRECTOR $ 91,020 $ 116,167 LAB TECH 1 $ 56,303 $ 71,859 LAB TECH II $ 66,174 $ 84,457 LAND APPLICATION 1 $ 41,520 $ 52,991 LAND APPLICATION II $ 51,287 $ 65,456 LAND APPLICATION LEAD $ 58,419 $ 74,559 LT CUSTOMER SERVICE REP 1 $ 41,520 $ 52,991 LT CUSTOMER SERVICE REP II $ 46,315 $ 59,111 LTJUNIOR ENGINEER $ 62,833 $ 80,192 LT METER SERVICE TECH $ 48,786 $ 62,264 LT WATER METER INSTALL COORD $ 48,786 $ 62,264 MAINT MECHANIC 1 $ 47,674 $ 60,845 MAINT MECHANIC II $ 56,126 $ 71,633 MAINTENANCE SUPERVISOR $ 80,806 $ 103,131 MANAGER OF FIELD OPERATIONS $ 107,939 $ 137,760 MANAGER OF PLANT OPERATIONS $ 107,006 $ 136,569 NETWORK/TEL SYS ADMIN 1 $ 60,969 $ 77,814 NETWORK/TEL SYS ADMIN II $ 72,990 $ 93,156 OPERATIONS SUPERVISOR $ 71,275 $ 90,968 PART TIME PERMANENT 1 $ 9,990 $ 13,227 PART TIME PERMANENT II $ 15,864 $ 20,230 PLANT OPERATOR 1 $ 48,718 $ 62,178 PLANT OPERATOR III $ 61,578 $ 78,591 PREVENTIVE MAINT COORDINATOR 1 $ 55,123 $ 70,353 PREVENTIVE MAINT COORDINATOR II $ 64,964 $ 82,913 PRINCIPAL ENGINEER $ 110,818 $ 141,435 PUBLIC INFORMATION OFFICER $ 85,999 $ 109,759 PUMP STATION LEAD $ 67,986 $ 86,769 PUMP STATION OPERATOR 1 $ 48,720 $ 62,180 PUMP STATION OPERATOR II $ 59,627 $ 76,101 PUMP STATION SUPERVISOR $ 80,814 $ 103,142 PURCHASING AGENT $ 84,679 $ 108,074 SEASONAL $ 15,864 $ 20,230 SENIOR ENGINEER $ 96,285 $ 122,887 SHIPPING AND RECEIVING CLERK $ 48,158 $ 61,463 STUDENT HELPER $ 9,990 $ 13,227 UR SEWER I $ 41,520 $ 52,991 UR SEWER II $ 51,287 $ 65,456 -31- R:\ACCT\Debbie\CalPERS required annual salary by position.xlsx Effective 1-1-16 SOUTH TAHOE PUBLIC UTILITY DISTRICT PAY LISTING BY POSITION JULY 2, 2015 -JUNE 29, 2016 UR SEWER LEAD UR SEWER SUPERVISOR UR WATER I UR WATER II UR WATER LEAD UR WATER SUPERVISOR UTILITY PERSON I UTILITY PERSON II VEHICLE/HVY EQUIP MECH I VEHICLE/HVY EQUIP MECH II VEHICLE/HVY EQUIP MECH SUPERVISOR WATER CONSERVATION SPECIALIST WATER REUSE MANAGER WATER SERVICE REP —32— MINIMUM MAXIMUM ANNUAL ANNUAL $ 58,419 $ 74,559 $ 74,848 $ 95,527 $ 41,520 $ 52,991 $ 51,287 $ 65,456 $ 58,419 $ 74,559 $ 74,848 $ 95,527 $ 38,171 $ 48,717 $ 45,407 $ 57,952 $ 47,674 $ 60,845 $ 56,126 $ 71,633 $ 74,848 $ 95,527 $ 58,238 $ 74,328 $ 96,285 $ 122,887 $ 58,419 $ 74,559 RAACCf\Debbie\CalPERS required annual salary by position,xlsx Effective 1-1-16 PAYMENT OF CLAIMS FOR APPROVAL May 5, 2016 Payroll 4/26/2016 Total Payroll ADP & Insight eTools AFLAC/WageWorks claims and fees BBVA Compass Bank BHFS legal services CalPERS liability payments CDS health care payments Total Vendor EFT Accounts Payable Checks-NonCrew Fund Accounts Payable Checks -Sewer Fund Accounts Payable Checks -Water Fund Accounts Payable Checks -Grants Fund Total Accounts Payable Grand Total Pavroll EFTs & Checks EFT CA Employment Taxes & W/H EFT Federal Employment Taxes & W/H EFT CalPERS Contributions EFT Great West Deferred Comp EFT Stationary Engineers Union Dues EFT Retirement Health Savings EFT United Way Contributions EFT Employee Direct Deposits CHK Employee Garnishments CHK Employee Paychecks Total -33- a/2Rizni R 18,910.45 102,331.06 63,403.40 21,646.70 2,521.18 0.00 200.00 229, 748.70 1,104.45 4,507.96 444, 373.90 444.373.90 444, 373.90 2,796.59 4,249.27 0.00 0.00 1,300.00 6,491.21 14,837.07 0.00 1,121, 796.52 450,290.63 0.00 1,572,087.15 2, 031, 298.12 d w 0 O g (n w D O w w Z U) U) z_ ❑ ad _z ❑ w od Z m FL a w w < i� w U 7 Zz cn ZD ❑ a D ❑ s Z O w Z O w z U O w 12 O O W (\ W a L) c W d � 9`O - 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Q W O U Z Q 2 ❑ W O U Z Q m ❑ W O cn Z Q i O 2 0 z w Z o Z W 0 z w Z o Z W 0 z w Z o Z W 0 z w Z o Z W = w>>> F z oLWU i w O LL Z LU U [if ai 2 O F- ❑ U LU U W w 2 o c- ❑ U LU U W vwi 2 O F -i 7 U w z a z LL w z a Z LL w z a z LL W ❑ z =O 0 w ❑ Z D O 2 U ¢ U J w O O 2 2 U U Q¢ U U J J W W F � O F O F W O F O F O F O F O F O F O F O F O F O F O F O F O Z O w w w w w w w w w w w w w w w w U F � O F O F W O F O F O F O F O F O F O F O F O F O F O F O F O Z O w a a m m m m m m m m m m m m m 0� 2 2 F- 0 0 E U Y Z Z o a¢¢ m c cn j 0 U Y z m w 0 U Y Z m 0 U Y z a m U 0 U Y z a m m 0 U Y z a m 0 U Y z a m m 0 U Y z a¢¢ m m 0 U Y Z m N 0 U Y Z m m 0 U Y Z a¢ m w 0 U Y Z m m 0 U Y Z a m m 0 U Y Z a m m 0 U Y Z a m cn U) ❑ z O U w U zz O U CIO w U U Z O O U U ❑ w w F Z Z> LL U a C7 O z R W LU z 0 Z LU cn W U > d' w U J U Z F O m z Ix W F- U) m w IL D O w a IL F z w S J a a D rn > LU z z w F U) LU A 0 0 TO: FROM: MEETING DATE: ITEM - PROJECT NAME: General Manager Richard H. Solbrig uth T DireCefalu ctors 5oahoe JamChris jomeoes R. ones Randy Vogelgesang Public lUtility District Kelly Sheehan Duane Wallace 1275 Meadow Crest Drive • 5outh Lake Tahoe • CA 96150-7401 Phone 530 544--6474 - Fax 530 541-0614 • www.5tpud.u5 BOARD AGENDA ITEM 13a Board of Directors Richard Solbrig, General Manager May 5, 2016 Conference with Legal Counsel - Existing Litigation DISCUSSION: Pursuant to Section 54956.9(a) of the California Government code, Closed Session may be held for conference with legal counsel regarding existing litigation: El Dorado County Superior Court Case SC20120227 GRCLT Condominium vs. South Tahoe Public Utility District SCHEDULE: N/A COSTS: N/A ACCOUNT NO: N/A BUDGETED AMOUNT AVAILABLE: N/A ATTACHMENTS: N/A CONCURRENCE WITH REQUESTED ACTION: CATEGORY: General GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -45-