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Agenda Packet 06-16-2016�i mer 1950 W SOUTH TAHOE PUBLIC UTILITY DISTRICT REGULAR BOARD MEETING AGENDA Thursday, June 16, 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 1, 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 some subject.) 3. CORRECTIONS TO TME 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 SE=PARATE DISCUSSION 1 ACTION 6. PRESENTATION ACWA-JPIA Presentation regarding services provided to member agencies 7. ITEMS FOR BOARD ACTION a. 2015 Urban Water Management Plan Adoption (Randy Curtis, Manager of Field Operations) Pg. 23 (1) Hold a Public Hearing at 2:00 p.m. to receive public comments regarding the District's 2015 Urban Water Management Plan update; and, (2) Adopt Resolution No. 3029-16 approving the 2015 Urban Water Management Plan. b. Fire Hydrant - 6" Lines Project (Stephen Caswell, Senior Engineer) Pg. 27 Award bid to the lowest responsive, responsible bidder, Ferguson Waterworks, in the amount of $65,764.44 REGULAR BOARD MEETING AGENDA - June 16, 2016 PAGE - 2 C. Luther Pass Power and Control Project (Julie Ryan, Principal Engineer) Pg. 31 Approve proposal from the consultants, GHD, for engineering services in the amount $105,464 d. Approve Payment of Claims (Debbie Henderson, Accounting Manager) Pg. 33 Approve Payment of Claims in the amount of $1,173,131.20 8. STANDING AND AD-HOC COMMITTEE REPORTS (Discussions may take place; however, no action will be taken.) 9. BOARD MEMBER REPORTS (Discussions may take place; however, no action will be taken.) 10. EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT 11. GENERAL MANAGER REPORT (Discussion may take place; however, no action will be taken.) 12. STAFF ATTORNEY REPORTS (Discussions may take place; however, no action will be taken.) Water Conservation - May consumption reduced by 36.4% compared to May 2013 (Shannon Cotulla, Assistant General Manager) Self Certification due to State by June 22, 2016 (Shannon Cotulla, Assistant General Manager) 13. NOTICE OF PAST AND FUTURE MEETINGS/EVENTS Fast Meet!ncis/Events 06/02/16 -12:00 p.m. Federal Affairs Workshop at the District 06/02/16 - 1:15 p.m. Finance Committee Meeting at the District 06/02/16 - 2:00 p.m. Regular Board Meeting at the District 06/13/16 - 2:00 p.m. Operations Committee Meeting at the District Future Meetings/Events 07/04/16 - Independence Day Holiday - District Office Closed 07107116 - 2:00 p.m. Regular Board Meeting at the District 14. 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(b) of the California Government Code Conference with Legal Counsel re: Liability Claim against South Tahoe Public Utility District received from Norman and Betty Hagen Pg. 45 b. Conference with Labor Negotiators (Government Code Section 54957.6) District Negotiators: Richard Solbrig/General Manager, Nancy Hussmann/Human Resources Director, Paul Hughes/Chief Financial Officer, Employee Organization: Stationary Engineers, Local 39 and the Management Group Pg. 47 REGULAR BOARD MEETING AGENDA -June 16, 2016 ACTION REPORT ON ITEMS DISCUSSED DURING CLOSED SESSION ADJOURNMENT (The next Regular Board Meeting is Thursday, July 7, 2016, at 2:00 p.m.) PAGE - 3 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 same 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 -June 16, 2016 PAGE - 4 S-Obter ' 1950 SOUTH TAHOE PUBLIC UTILITY DISTRICT CONSENT CALENDAR June 16, 2016 ITEMS a. ANNUAL SOFTWARE SUPPORT COSTS FOR UTILITY BILLING SOFTWARE (Chris Skelly, Information Technology Manager) Pg. 1 Approve payment to Accela, Inc., for utility billing software maintenance and support in the amount of $26,363.83 b. 2016-2017 SODIUM HYPOCHLORITE SUPPLIES (Linda Brown, Purchasing Agent, Ross Johnson, Manager of Plant Operations, Randy Curtis, Manager of Field Operations) Pg.5 Award bid to the lowest responsive, responsible bidder, Sierra Chemical Company for the collective Sodium Hypochlorite supplies in the estimated amount of $89,171.01 c. RESOLUTION NO.'S 3030-16 AND 3031-16 TO STATE WATER RESOURCES CONTROL BOARD STATE REVOLVING FUND APPLICATION FOR TREATMENT PLANT PRIMARY CLARIFIER NO. 1 AND AERATION BASIN NO.2 REHABILITATION PROJECTS (Lynn Nolan, Grant Coordinator) Pg. 9 Adopt Resolution No. 3030-16 and Resolution No. 3031-16 to Apply for Treatment Plant Primary Clarifier No. 1 and Aeration Basin No. 2 Loans d. SPECIAL AND REGULAR BOARD MEETING MINUTES: MAY 19 AND JUNE 2, 2016 (Melonie Guttry, Board Clerk) Pg. 15 Approve May 19 and June 2, 2016, Minutes vc c al v ar aycr Richard H. 5olbrig 1950 wp Directore COUt Tahoe Jamee R. Jonere Ccfalu 5 Randy vogelocsang Kelly Sheehan Public Utility District Duane Wallace 1275 MeadowCreSt Drive • South Lake Tahoe • CA 96150-7401 Phone 530 544-6474 a Fax 530 541-0614 • www.stpud.u!5 BOARD AGENDA ITEM 4a TO: Board of Directors FROM: Chris Skelly, Information Technology Manager MEETING DATE: June 16, 2016 ITEM - PROJECT NAME: Annual Software Support Costs for Utility Billing Software REQUESTED BOARD ACTION: Approve payment to Accela, Inc., for utility billing software maintenance and support, in the amount of $26,363.83 DISCUSSION: The District's annual software support costs for the utility billing software application and its peripheral components is 20% of the original software purchase price, plus a 3% CPI factor added each year. The result of this formula is $26,363.83 for the fiscal year of July 1, 2016 - June 30, 2017. These services are needed for daily phone support to resolve issues and for updates to fix any problems that may be encountered, as well as minor new releases. SCHEDULE: July 1, 2016 - June 30, 2017 COSTS: $26,363.83 ACCOUNT NO: 1037-6030 and 2037-6030 BUDGETED AMOUNT AVAILABLE: 2016/17 $116,717 ATTACHMENTS: Invoice copy CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES CHIEF FINANCIAL OFFICER: YEST_�"{ NO NO -1- CATEGORY: Sewer & Water Memo Annual Maintenance 7/1/16-6/30/17 Customer cancelled module on 01/25/16 Standard GIS Interface - Maint Customer cancelled module on 01/25/16 Standard Meter Reading Interface - Maint Application Server - Maint Custom: CR Enter Window Custom: Tokay Interface Custom: Bi -Tech Utility Billing System - Maint Central Cash/POS - Maint Custom: Audio Tel Interface UB > Maintenance > Device - WO# 03.20.14-003 Please Detach Bottom Portion & Remit With Payment Company Name: 00515 South Tahoe PUD 5131/2016 INV33186 Net 30 6/30/2016 Sales Order #S038... 316.54 1,017.67 321.63 1,017.67 2,806.22 221.56 633.18 848.03 14,213.69 3,731.55 587.82 648.27 Total 26,363.83 Amount Due $26,363.83 Please remit payment by due date to: Wiring Instructions Due Date: 6/30/2016 Accela, Inc. #774375 Wells Fargo Bank Invoice #: INV33186 4375 Solutions Center For credit to : Accela, Inc. Chicago, IL 60677-4003 Account: 412-1765507 Total Amt Due: 26,363.83 ABA- 121000248 Invoice MAccea Date Invoice # 2633 Camino Ramon Suite 500 Terms San Ramon CA 94583 Due Date Phone: (925) 659-3275 Created From Email: Accountsreceivable@accela.com Bill To South Tahoe PUD 1275 Meadow Crest Drive South Tahoe CA 96150 Memo Annual Maintenance 7/1/16-6/30/17 Customer cancelled module on 01/25/16 Standard GIS Interface - Maint Customer cancelled module on 01/25/16 Standard Meter Reading Interface - Maint Application Server - Maint Custom: CR Enter Window Custom: Tokay Interface Custom: Bi -Tech Utility Billing System - Maint Central Cash/POS - Maint Custom: Audio Tel Interface UB > Maintenance > Device - WO# 03.20.14-003 Please Detach Bottom Portion & Remit With Payment Company Name: 00515 South Tahoe PUD 5131/2016 INV33186 Net 30 6/30/2016 Sales Order #S038... 316.54 1,017.67 321.63 1,017.67 2,806.22 221.56 633.18 848.03 14,213.69 3,731.55 587.82 648.27 Total 26,363.83 Amount Due $26,363.83 Please remit payment by due date to: Wiring Instructions Due Date: 6/30/2016 Accela, Inc. #774375 Wells Fargo Bank Invoice #: INV33186 4375 Solutions Center For credit to : Accela, Inc. Chicago, IL 60677-4003 Account: 412-1765507 Total Amt Due: 26,363.83 ABA- 121000248 ,th Tahoe Utility District General Manager Richard H. 5olbrig Directors Chris Cefalu James K. Jones Randy Vogelgesang Kelly Sheehan Duane Wallace 1275 Meadow Crest Drive • South Lake Tahoe • CA 96150-7401 F'hone 530 544-6474 • Fax 530 541-0614 • www.stpud.us BOARD AGENDA ITEM 4b TO: Board of Directors FROM: Linda Brown, Purchasing Agent Ross Johnson, Manager of Plant Operations Randy Curtis, Manager of Field Operations MEETING DATE: June 6 2016 ITEM - PROJECT NAME: 2016-2017 Sodium Hypochlorite Supplies REQUESTED BOARD ACTION: Award bid to the lowest responsive, responsible bidder, Sierra Chemical Company for the collective Sodium Hypochlorite supplies in the estimated amount of *$89,171.01. DISCUSSION: Staff sent an Invitation to Bid for Sodium Hypochlorite supplies to 18 suppliers on May 6, 2016. Bids were opened on June 3, 2016, with three bidders responding. Results of the bids are attached. In consideration of Sierra Chemical Company's optional bid with discounted pricing for award of all three bid items, with the other four bid consideration factors being a non -issue, Sierra Chemical is the lowest responsive, responsible bidder. * The actual quantity and grand total may vary, but unit prices are firm. SCHEDULE: July 1, 2016 through June 30, 2017 COSTS: Estimated $89,171.01 ACCOUNT NO: 1006-4755,2002-4755 BUDGETED AMOUNT AVAILABLE: $62,387; $26,000 201 6/1 7 ATTACHMENTS: Bid Results CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer & Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -5- -7- .Q Q N L 06 N O F-- 10 - 0 L a C O N L 07 (u O U O L L O N O Z N U rn O 0) 00 rn Cl? Quj U CO -D ti CA 0) O U V- a M Co V � coM U N C O N '_O cn a L O O 00 O M U L t F- U Oco L 0 L L L CU = C Fo 0— O0 D O 07 N O r U� M Lq r-- (0 r r U LO N TI- 0) O O i Q O Q O 69 �3 co U U W Cl)ff 'E a J Cl L L MV N - 2W L N Cfl O CO d M L L (� �D N _O _N N o"D_ Z 4.1 r r M O 7 _ W S IL O O\ '� OL = F-� m ti (0 ( O � � �irl- CD CD 1- (O 1 CO (D M O O �C 5 11i (D Ln (0 �f CO U) m 6q -7- .Q Q N L 06 N O F-- 10 - 0 L a C O N L 07 (u O U O L L O N O Z N C O O Quj U 0 -D o 1CL - -O O U V- a Co V � coM U ' £ m Q N '_O cn a L 0 Q r<r^ V/ U U L t co U Oco L 0 L L L CU = C Fo 0— O0 D -7- .Q Q N L 06 N O F-- 10 - 0 L a C O N L 07 (u O U O L L O N O Z General Manager Richard H. Solbrig Directors Chris Cefalu ondo rSouth TahoeJames J R. ones v Randy Vogelgesang Kelly Sheehan `- Public Utility I)15trIGt Duane Wallace 1275 Meadow Crest Drive • South Lake Tahoe - CA 96150-7401 Phone 530 544-46474 • Fax 530 541-0614 • www.Stpud u5 BOARD AGENDA ITEM 4c TO: Board of Directors FROM: Lynn Nolan, Grant Coordinator MEETING DATE: June 16, 2016 ITEM - PROJECT NAME: Resolution No.'s 3030-16 and 3031-16 to State Water Resources Control Board State Revolving Fund Application for Treatment Plant Primary Clarifier No. 1 and Aeration Basin No. 2 Rehabilitation Projects REQUESTED BOARD ACTION: Adopt Resolution No. 3030-16 and Resolution No. 3031-16 to Apply for Treatment Plant Primary Clarifier No. 1 and Aeration Basin No. 2 Loans DISCUSSION: The State Water Resources Control Board (SWRCB), in reviewing the applications submitted for the Treatment Plant Primary Clarifier No. 1 and the Aeration Basin No. 2 Rehabilitation Projects, has requested that the Authorizing Resolutions for these projects be revised to reflect the most current SWRCB version. SCHEDULE: COSTS: N/A ACCOUNT NO: BUDGETED AMOUNT REMAINING: N/A ATTACHMENTS: Resolution No. 3030-16 and Resolution No. 3031-16 CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES CHIEF FINANCIAL OFFICER: YES -9- NO NO CATEGORY: 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. 3030-16 AN AUTHORIZING RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT WHEREAS, a determination has been made to seek funding to implement a recycled water reuse project, 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 (the "Authorized Representative") 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 Aeration Basin No. 2 Rehabilitation Project 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 I 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 I applicable state and federal laws. CERTIFICATION WE, THE UNDERSIGNED, do hereby certify that the above and foregoing is a full, true, and correct copy of a resolution duly and regularly adopted at a meeting of the Board of Directors of the South Tahoe Public Utility District held on June 16, 2016 -ii- 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. 3030-16 Page 2 June 16, 2016 -12- 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. 3031-16 AN AUTHORIZING RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT WHEREAS, a determination has been made to seek funding to implement a recycled water reuse project, 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 (the "Authorized Representative") 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 Treatment Plant Primary Clarifier No. 1 (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, J including certifying disbursement requests on behalf of the Entity and compliance with applicable state and federal laws. -13- 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 CERTIFICATION WE, THE UNDERSIGNED, do hereby certify that the above and foregoing is a full, true, and correct copy of a resolution duly and regularly adopted at a meeting of the Board of Directors of the South Tahoe Public Utility District held on June 16, 2016. AYES: NOES: ABSENT: ATTEST: Melonie Guttry, Clerk of the Board South Tahoe Public Utility District Resolution No. 3031-16 Page 2 June 16, 2016 -14- Randy Vogelgesang, Board President South Tahoe Public Utility District e 7950 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 SPECIAL MEETING OF THE BOARD OF DIRECTORS SOUTH TAHOE PUBLIC UTILITY DISTRICT May 19, 2016 MINUTES The South Tahoe Public Utility District Board of Directors met in Special Session at 6:00 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 and Sheehan Absent: Director Wallace Staff: Richard Solbrig, Gary Kvistad, Shannon Cotulla, Paul Hughes, Marla Sharp, Tim Bledsoe, Debbie Henderson, Brian Bartlett, Ivo Bergson, Lynn Nolan, John Thiel CORRECTIONS TO THE AGENDA OR CONSENT CALENDAR CONSENT CALENDAR: Moved Cefalu/Second Sheehan/Vogelgesang Yes/Cefalu Yes/Jones Yes/Sheehan YeJWallace Absent to approve the Consent Calendar as presented. a. 2016 GROUNDWATER ELEVATION MONITORING EQUIPMENT (Ivo Bergsohn, Hydrogeologist) Authorized the purchase of replacement groundwater data loggers from Fondriest Environmental in an amount not to exceed $10,000 b. RESOLUTION NO. 3025-16 TO SUBMIT APPLICATION FOR METER INSTALLATIONS, PHASES 3-5 (Lynn Nolan, Grants Coordinator) Adopted Resolution No. 3025-16 to Apply for Meter Installations, Phases 3-5 Loan c. TEMPORARY ENGINEERING INTERN (Julie Ryan, Principal Engineer) Approved contract with Blue Ribbon Personnel for a Temporary Engineering Intern, in an amount not to exceed $30,000 -15- ........... SPECIAL BOARD MEETING MINUTES - May 19, 2016 PAGE - 2 d. REGULAR BOARD MEETING MINUTES: May 5 2016 (Melonie Guttry, Executive Services Manager/ Clerk of the Board) Approved May 5, 2016, Minutes ITEMS FOR BOARD ACTION a. Fiscal Year 2016/17 Water and Sewer Service Charge Rates (Paul Hughes, Chief financial Officer The Board discussed the proposed rate increase of 6% for the water enterprise fund and 6.5% for the sewer enterprise fund. Director Jones addressed issues and concerns regarding infrastructure replacement and asset management. Richard „Solbrig stated that the District reprioritizes projects, identifies the risks and reviews the percentage necessary for rate increases. President Vogelgesang-stated that the Board is trying to strike a balance between project costs and what the community can afford. Moved Sheehan/Second Cefalu/Vogelgesang Yes/Cefalu Yes/Jones No/Sheehan YeslWallace Absent to approve Resolution No. 3015-16 confirming the water and sewer service charge rates for Fiscal Year 2016/17 b. Fiscal Year 2016/17 Water Enterprise Fund Budget (Paul Hughes, Chief financial Officer) Moved Vogel gesang/Se cond Sheehan/Vogelgesano Yes/Cefalu Yes/Jones_No/Sheehan Yes/ Wallace Absent to adopt Resolution No. 3016-16 adopting the Fiscal Year 2016/17 Water Enterprise Fund Budget, and authorize staff to incorporate any adjustments or changes necessary as a result of Board action c. Fiscal Year 2016/17 Sewer Enterprise Fund Budget (Paul Hughes, Chief financial Officer) Moved Sheehan/ Second CefalulVogelgesong Yes/Cefalu Yes/Janes No/ Sheehan Yes Wallace Absent to adopt Resolution No. 3017-16 adopting the Fiscal Year 2016/17 Sewer Enterprise Fund Budget, and authorize staff to incorporate any adjustments or changes necessary as a result of Board action d. Approve Payment of Claims (Debbie Henderson, Accounting Manager) Moved Sheehan/Second Cefalu/Vogelgesang Yes/Cefalu Yes/Jones Yes/Sheehan Yes Wallace Absent to approve Payment of Claims in the amount of $1,126,266.68 STANDING AND AD-HOC COMMITTEE REPORTS: Nothing to report EL DORADO COUNTY WATER PURVEYOR REPORT Richard Solbrig reported that he and Director Wallace attended the meeting on Wednesday, May 11. The budget is submitted and the District's projects were included. BOARD MEMBER REPORTS: Director Jones reported he and various District staff attended the ACWA Conference in Monterey May 1 through 6. He gave a summary of potential ACWA/JPIA insurance benefit costs, which could increase and new legislation that is being proposed from the Federal Government for a Water Tax Fund fee. He further reported on the amount of dead trees in the Southern Sierras. The next ACWA Conference is scheduled for November in Anaheim. Staff reported the State Water Resources Control Board voted to change the Water Conservation Program with an option for self -certification which -16- SPECIAL BOARD MEETING MINUTES - May 19, 2016 PAGE - 3 requires at least three years of ground water supply. The District needs to submit self -certification by the third week in June. Staff reported the Ground Water Sustainability Plan was approved by the State Water Board on May 18. GENERAL MANAGER REPORT: Richard Solbrig reported on several items: The District's State Water Resources Control Board Meter Loan appeal has received no traction or response. The District's application to the Green Fund has been increased from $2.5 million to $4 million principal loan forgiveness and staff is currently working on the application. W The District has been involved with the Liberty Rate Case Settlement, which looks favorable. STAFF ATTORNEY REPORTS: Nothing to report ADJOURNMENT TO CLOSED SESSION: 6:58 p.m. RECONVENED TO OPEN SESSION: 7:08 p.m. 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 President Vogelgesung reported the Board adopted the litigation budget for 2016-2017 Fiscal Year. ADJOURNMENT: 7:09 p.m. Marla Sharp, Assistant Clerk of the Board South Tahoe Public Utility District Qua Randy Vogelgesang, Board President South Tahoe Public Utility District 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 June 2, 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, Jones, Sheehan, and Wallace Absent: Chris Cefalu Staff: Richard Solbrig, Gary Kvistad, Shannon Cotulla, Paul Hughes, Melonie Guttry, Brent Goligoski, Jim Hilton, Nancy Hussmann, Donielle Morse, Trevor Coolidge, Chris Skelly, John Thiel, Steve Caswell, Debbie Henderson, Ivo Bergsohn, Brian Bartlett, Liz Kauffman, Randy Curtis Guests: Eric Sapirstein, David French, ENS Services; Dennis Cocking, Sage Solutions CORRECTIONS TO THE AGENDA OR CONSENT CALENDAR CONSENT CALENDAR: Moved Sheehan Second Wallace/Vogelgesang Yes Cefalu Absent/Jones Yes Sheehan Yes/Wallace Yes to approve the Consent Calendar as presented. a. PRIMARY CLARIFIER NO. 2/AERATION BASIN NO. 1 REHABILITATION PROJECT (Stephen Caswell, Senior Engineer) Approved Change Order No. 3 to Farr Construction California, dba Resource Development Company, in the amount $37,370.15 b. PRIMARY CLARIFIER NO. 2/AERATION BASIN NO. 1 REHABILITATION PROJECT (Stephen Caswell, Senior Engineer) Approved project Closeout Agreement and Release of Claims for Farr Construction California, dba Resource Development Company c. PRIMARY CLARIFIER NO.2LAERATION _BASIN NO. 1 REHABILITATION PROJECT (Stephen Caswell, Senior Engineer) Authorized staff to file a Notice of Completion with the EI Dorado County Clerk -19- REGULAR BOARD MEETING MINUTES - June 2, 2016 PAGE - 2 d. DRINKING SOURCE WATER PROTECTION AREA MAPPING GEOGRAPHIC INFORMATION SYSTEMS SERVICES (Ivo Bergsohn, Hydrogeologist) Approved the cost proposal from Gnomon, Inc., to provide added Geographic Information Systems services in support of the Groundwater Management Plan e. TEMPORARY HELP FOR INFORMATION TECHNOLOGY DEPARTMENT (Chris Skelly, Information Technology Manager) Approved renewal of contract with Blue Ribbon for a Temporary Special Projects Technician, in the estimated amount of $28,000 f. 2015 LUTHER PASS PUMP STATION POWER AND CONTROL PROJECT (Julie Ryan, Principal Engineer) Approved Change Order No. 2 to Thomas Haen Company in the amount <$103,607.08> g. STOP PAYMENT TRANSACTIONS (Debbie Henderson, Accounting Manager) Adopted Resolution No. 3026-16 authorizing certain staff to initiate Stop Payment Transactions, superseding Resolution No. 2851-08 h. SEWER ENTERPRISE 2016-17 APPROPRIATIONS SUBJECT TO LIMITATION (Debbie Henderson, Accounting Manager) Adopted Resolution No. 3027-16 setting the limitation on appropriations for Fiscal Year 2016-17 PRESENTATION Eric Sapirstein and David French of ENS Services, presented information regarding current and upcoming legislative affairs. They presented further information regarding drought relief bills, the Lake Tahoe Restoration Act and wildfire issues in the Tahoe Basin. Dennis Cocking of Sage Solutions, provided information regarding the Tahoe Fire Partnership and the Lake Tahoe Summit, scheduled for August 30, 2016. The District is working with partners on a pre -summit forum. The Board thanked all for presenting. ITEMS FOR BOARD ACTION a. Safety Consultant Services Request for Proposal (Nancy Hussmann, Human Resources Director) Staff reported the District is requesting to hire a safety consultant regarding five topics required by OSHA. These five topics are highly specialized, technical issues, requiring expertise that falls outside of staff's scope. Moved Vogelgesang/Second Sheehan/Yes/Cefalu Absent/Jones Yes/Sheehan Yes/Wallace Yes to authorize staff to publish a Request for Proposal for Safety Consultant Services b. Ordinance No. 565-16 Repair and Maintenance of Water Lines and Maintenance of Access to Water Lines (Trevor Coolidge, Associate Engineer) Staff provided an overview of the proposed Ordinance addressing three primary areas where the Administrative Code is currently silent. Moved Wallace/Second Sheehan/Yes/Cefalu Absent/Jones Yes/Sheehan Yes/Wallace Yes to enact Ordinance No. 565-16 to amend the District's Administrative Code regarding Repair and Maintenance of Water Lines and Maintenance of Access to Water Meters c. Emergency Water Conservation Regulation (Donielle Morse, Water Conservation Specialist) -20- REGULAR BOARD MEETING MINUTES - June 2, 2016 PAGE - 3 ............ ....... .... ........... Staff reported this Resolution is proposed to supersede Resolution No. 2977-15, based on the State Water Resources Control Board recent revisions. Moved Sheehan Second Jones Yes Cefalu Absent Janes Yes Sheehan Yes Wallace Yes to adopt Resolution No. 3028-16 authorizing the current execution of the State Water Resources Control Board Emergency Water Conservation Regulation, superseding Resolution No. 2977-15 d. Approve Payment of Claims (Debbie Henderson, Accounting Manager) Moved Sheeran Second Wallace Vv of esan Yes Cefalu Absent Jones Yes Sheehan Yes/Wallace Yes to approve Payment of Claims in the amount of $1,423,293.33. STANDING AND AD-HOC COMMITTEE REPO Nothing to report EL DORADO COUNTY WATER PURVEYOR REPORT Director Wallace reported the EI Dorado County Water meeting next week has been cancelled. BOARD MEMBER REPORTS: ■ Director Jones provided a projected budget deficiency chart to the Board. ■ President Vol el esan requested Director Sheehan attend Agenda Review on June 9, 2016. • Director Wallace reported the Finance Committee reviewed three recommendations from CALPERS regarding accounting measures, which will require a meet and confer with the District's Union. GENERAL MANAGER REPORT: Richard Svlbrig reported on several items: The District has been invited to present Capital Improvement Program information to the City Council on June 7, 2016. STAFF/ATTORNEY REPORTS: Donielle Morse, Water Conservation Specialist, provided a water conservation update. Jim Hilton, Water Reuse Manager, provided a comprehensive PowerPoint presentation and department update regarding the Diamond Valley Ranch Property. ADJOURNMENT TO CLOSED SESSION: 3:24 p.m. RECONVENED TO OPEN SESSION: 3:50 p.m. a. Pursuant to Section 54956.9(b) of the California Government Code - Conference with Legal Counsel re: Liability Claim against South Tahoe Public Utility District received from Norman and Betty Hagen. No reportable Board action -21- REGULAR BOARD MEETING MINUTES - June 2, 2016 ADJOURNMENT: 3:50 P.M. Melonie Guttry, Clerk of the Board South Tahoe Public Utility District -22- PAGE - 4 Randy Vogelgesang, Board President South Tahoe Public Utility District South Tahoe Public Utility District General Manager Richard H. 5olbrig Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly 5heehan Duane Wallace 1275 Meadow Crest Drive - South Lake Tahoe • CA 96150-7401 Phone 530 5446474 • Fax 530 541-0614 • www.5tpud.u5 BOARD AGENDA ITEM 7a TO: Board of Directors FROM: Randy Curtis, Manager of Field Operations MEETING DATE: June 16, 2016 ITEM - PROJECT NAME: 2015 Urban Water Management Plan Adoption REQUESTED BOARD ACTION: (1) Hold a Public Hearing at 2:00 p.m. to receive public comments regarding the District's 2015 Urban Water Management Plan update; and, (2) Adopt Resolution No. 3029-16 approving the 2015 Urban Water Management Plan DISCUSSION: The District is a designated Urban Water supplier and is required to prepare an Urban Water Management Plan (UWMP) every five years. The 2015 UWMP is complete and ready for the public to provide any comments on the document. This meeting is to hold a Public Hearing at 2:00 p.m. to receive public comments regarding the District's 2015 UWMP; and, if there are no adverse comments received, adopt Resolution No. 3029-16 approving the 2015 UWMP for submission to California Department of Water Resources. SCHEDULE: N/A COSTS: N/A ACCOUNT NO: N/A BUDGETED AMOUNT AVAILABLE: N/A ATTACHMENTS: Resolution No. 3029-16 CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES— � NO CHIEF FINANCIAL OFFICER: YES. r.;,`:�F NO -23- 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. 3029-16 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT ADOPTING THE 2015 URBAN WATER MANAGEMENT PLAN WHEREAS, the California Urban Water Management Planning Act (Water Code section 10610 et. seq.), ("the Act") mandates that every urban water supplier providing water for municipal purposes to more than 3,000 customers or supplying more than 3,000 acre-feet of water annually, must prepare and adopt an updated Urban Water Management Plan ("UWMP") at least once every five years, the primary objective of which is to plan for the conservation and efficient use of water; and WHEREAS, the South Tahoe Public Utility District ("District") is an "urban water supplier" for purposes of the Act because it supplies more than 3,000 customers, and WHEREAS, in accordance with applicable law, including the requirements of the Act and SBX7-7, the District has prepared its 2015 UWMP and has undertaken certain agency coordination, public notice, public involvement and outreach, public comment, and other procedures in relation to its 2015 UWMP, and WHEREAS, in accordance with applicable law, including Water Code Sections 10608.26 and 10642, and Government Code Section 6066, the District made its Draft 2015 UWMP available for public inspection and caused to be published with the jurisdiction of the District at least one notice of public hearing regarding the 2015 UWMP, and WHEREAS, the District held its public hearing on June 16, 2016, at 2:00 p.m., in the Board Room of the South Tahoe Public Utility District, located at 1275 Meadow Crest Drive, South Lake Tahoe, California 96150; NOW, THEREFOR BE IT RESOLVED, that the 2015 Urban Water Management Plan is adopted by the Board of Directors of the South Tahoe Public Utility District WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 3029-16 was duly and regularly adopted and passed by the Board of -25- 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 Directors of the South Tahoe Public Utility District at a regular meeting held on the 16th day of June, 2016, by the following vote: AYES: NOES: ABSENT: ATTEST: 1 Melonie Guttry, Clerk of the Board South Tahoe Public Utility District Resolution No. 3029-16 Page 2 June 16, 2016 -26- Randy Vogelgesang, Board President South Tahoe Public Utility District outh Tahoe Di5trict General Manager Richard H. 5olbrig Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Duane wallace 1275 Meadow Creat Drive • South Lake Tahoe • CA 96150-7401 Phone 530 544-6474 • Fax 530 541-0614 • www.5tpud.u5 BOARD AGENDA ITEM 7b TO: Board of Directors FROM: Stephen Caswell, Senior Engineer MEETING DATE: June 16, 2016 ITEM - PROJECT NAME: Fire Hydrant - 6" Lines Project REQUESTED BOARD ACTION: Award bid to the lowest responsive, responsible bidder, Ferguson Waterworks, in the amount of $65,764.44 DISCUSSION: Bid proposal packets were sent out to multiple suppliers for 49 additional fire hydrants and associated installation parts for the Fire Hydrant - 6" Lines Project. The District received additional funds to support additional fire hydrant installations and has added 39 additional locations to the 6" Lines Project currently under construction. Three bids were received and bids were opened at 2:00 p.m. on Tuesday, June 1, 2016. A summary of all bids is attached. SCHEDULE: As soon as possible COSTS: $65,764.44 ACCOUNT NO: 2029-8761,14W110 BUDGETED AMOUNT AVAILABLE: 2015/16 <$17,317>; 2016/17 $554,428 ATTACHMENTS: Bid Summary Sheet CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES 1> NO CHIEF FINANCIAL OFFICER: YES ]F`1'f NO -27- CATEGORY: Water South Tahoe i'ublic Utility Piotrict BID RESULTS BID # 16-17-08 FOR Fire Hydrants OPENED June 1, 2016 Ferguson Waterworks American Flow Control, Waterous Model #WB67-250-DDP HD Supply Waterworks AVK Series 2780, Nostalgic Style Western Nevada Supply Co Mueller Centurion Fire Hydrant, Model A423 -29- $ 65,764.44 71,775.72 100,267.20 Guth Tahoe ?lic Utility District General Manager Richard H. 5olbrig Directory Chris Cefalu Jamee R. Jones Randy Vogelgeoang Kelly Sheehan Duane wallace 1275 Meadow Crest Drive • 5outh Lake Tahoe • CA 96150-7401 Phone 530 544-6474 e Fax 530 541-0614 • www.5tpuJ.u5 BOARD AGENDA ITEM 7C TO: Board of Directors FROM: Julie Ryan, Principal Engineer MEETING DATE: June 16, 2016 ITEM - PROJECT NAME: Luther Pass Power and Control Project REQUESTED BOARD ACTION: Approve proposal from the consultants, GHD, for engineering services in the amount $105,464 DISCUSSION: In May 2015, the Board approved Task Order No. 2C, to GHD in the amount $235,994 for services during bidding and construction of the Luther Pass Power (LPPS) and Control Project and Wastewater Treatment Transformer Replacement. The project was bid in June 2015, and, due to bid deviation in the first bids received, the project was rebid in July 2015. The Board awarded the bid for construction on July 9, 2015. Construction commenced in August 2015, and is currently expected to be complete in October 2016. Construction management for the project has been performed primarily by District staff. However, the consultants' initial scope has expanded since May 2015 with the addition of the following efforts. 1) Because the project was re -bid, the consultant generated a revised bid set and provided a second round of bid -period services not included in the original scope. 2) The original scope did not include an update to the pump stations' Arc Flash and Coordination Study, which requires additional analysis and labeling to be performed for the submitted equipment. 3) Due to unanticipated underground conditions, staff worked with the contractor to conceive alternative designs for the retaining wall behind the new building and walkways between the site buildings. Staff called for the consultant to modify drawings to support these modifications. 4) Staff has called for the consultant to provide additional support in its discussions with Liberty Utilities regarding ongoing power supply problems at the site, which are being exacerbated by the motor startup and commissioning process. -31- Julie Ryan, Principal Engineer June 16, 2016 Page 2 GHD has prepared a detailed scope of their request for a budget amendment, which will allow them to complete the project, assuming no further expansion of scope occurs. The consulting services are provided on a time -and -materials basis, not to exceed $105,464 Staff recommends that the Board authorize staff to complete Task Order No. 2D to include this additional work. SCHEDULE: As soon as possible COSTS: $105,464 ACCOUNT NO: 1029-8330/LPPOWR BUDGETED AMOUNT AVAILABLE: 2015/16 <$572,195>; 2016/17 $1,678,143 ATTACHMENTS: Back up will be provided prior to and at the Board Meeting CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES_ < NO ---. CHIEF FINANCIAL OFFICER: YES!l: NO —... -32- CATEGORY: Sewer PAYMENT OF CLAIMS FOR APPROVAL June 16, 2016 Payroll 6/7/2016 Total Payroll ADP & Insight eTools AFLAC/WageWorks claims and fees BBVA Compass Bank CalPERS UAL 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- 6/7/2016 20, 887.26 115,448.79 63,084.40 30, 058.54 2,535.09 12,236.76 200.00 238,382.00 1,104.45 5,197.39 489,134.68 480.27 3,022.91 0.00 30,582.00 4,543.48 38,628.66 0.00 475,522.83 169,845.03 0.00 645, 367.86 1,173,131.20 d 3 w O w¢ 000000 3 W 3 E w 3 F 3 W d J Z w 3 U LL 3 Of LU 3 LL 3 m a z z O US rW- 3 ❑ r w 3 w w U m F- 1- E z } d a c Z_ d :3 Z_ Z_ J W W W LU w z rn _Z } O O Wm 2 rG g a Z D H H d V ¢ ¢ a Q U) ¢ LU w w W m O d Ew 0 >> U. od a as °z U ¢ ¢ o m w w w z w O o ¢> C7 ai O a F- F- H G a 0 0 m U o U 2 W 7 M M M M M M M M M M a M Z M O, M (T M C% M G1 M ol M T M T M O� M T M C1 M 01 Y U O O O Cl O O O O O O O O O O O Cl O O O O O O y O O O O O O O O O O O o �¢ d d d d ¢ d = O O W (77 W W O M M O O O O M C0 O O N N W m O O O O O O O WW W W ((7 Un U1 7 cr W � � O V VC? 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Jones Randy Vogelgesang Kelly Sheehan Duane wallace 1275 Meadow Crest Drive • South Lake Tahoe • CA 96150-7401 Phone 530 544-6474 • Fax 530 541-0614 • www.otpud.u5 BOARD AGENDA ITEM 14a TO: Board of Directors FROM: Paul Hughes, Chief Financial Officer Tim Bledsoe, Manager of Customer Service MEETING DATE: June 16, 2016 ITEM - PROJECT NAME: Conference with Legal Counsel - Potential Litigation REQUESTED BOARD ACTION: Direct Staff DISCUSSION: Pursuant to Section 54956.9(b) of the California Government Code Conference with Legal Counsel re: Liability Claim against South Tahoe Public Utility District received from Norman and Betty Hagen. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -45- _ South Tahoe Public Utility District General Manager Richard H. SolMg Directors Chris Cefalu Jamee K. Jones Randy vogelgeeang Kelly Sheehan Duane wallace 1275 Meadow Crest Drive • 5outh Lake Tahoe • CA 96150-7401 Phone 530 544-6474 - Fax 530 541-0614 • www.stpud.us BOARD AGENDA ITEM 14b TO: Board of Directors FROM: Richard Solbrig, General Manager Paul Hughes, Chief Financial Officer Nancy Hussmann, Human Resources Director MEETING DATE: June 16, 2016 ITEM - PROJECT NAME: Closed Session - Conference with Labor Negotiators REQUESTED BOARD ACTION: Direct Staff DISCUSSION: Conference with Labor Negotiators (Government Code Section 54957.6) District Negotiators: Richard Solbrig/General Manager, Nancy Hussmann/Human Resources Director, Paul Hughes/Chief Financial Officer, Employee Organization: Stationary Engineers, Local 39 and the Management Group. SCHEDULE: N/A COSTS: N/A ACCOUNT NO: N/A BUDGETED AMOUNT AVAILABLE: N/A ATTACHMENTS: N/A CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -47- CATEGORY: General