Minutes 11-17-2016SOUTH 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
November 17, 2016
MINUTES
The South Tahoe Public Utility District Board of Directors met in a regular session, 2:03 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
Absent: Director Wallace
Staff: Richard Solbrig, Gary Kvistad, Melonie Guttry, Tim Bledsoe, Shannon Cotulla, Brian Bartlett,
Doug Van Gordon, Cliff Bartlett, Lynn Nolan, Ivo Bergsohn, Chris Stanley, Susan Rasmussen, Debbie
Henderson, John Thiel, Cuz Cullen, Linda Brown
Guests: Justin Williams, Mann, Urrutia, Nelson, CPAs & Associates, LLP
Moved Cefalu Second Sheehan Vo el esan Yes Cefalu Yes Jones Yes Sheehan Yes Wallace
Absent to approve the Consent Calendar as presented.
CONSENT CALENDAR:
a. 2015 FIRE HYDRANT SERVICE EXPANSION AND LARGE MEETER REPLACEMENT PROJECT
(Stephen Caswell, Senior Engineer)
Approve Change Order No. 4 to White Rock Construction in the amount $1,066.
b. TRUCKEE MARSH SEWER FACILITIES PROTECTION PROJECT
(Ivo Bergsohn, Hydrogeologist)
1) Approve the Closeout Agreement and Release of Claims for V&C Construction, Inc., and; 2)
Authorize staff to file a Notice of Completion with the EI Dorado County Clerk for Year 3
improvements.
C. REGULAR BOARD MEETING MINUTES: NOVEMBER 3 2016
(Melonie Guttry, Executive Services Manager/Clerk of the Board)
Approved November 3, 2016, Minutes
REGULAR BOARD MEETING MINUTES - November 17, 2016 PAGE - 2
PRESENTATION
Justin Williams, CPA presented the independent audit results on behalf of Mann, Urrutia, nelson, CPAs
& Associates, LLP. The District has a clean audit opinion with no material weaknesses, no significant
deficiencies, no compliance exceptions and no audit adjustments. The auditors recommend the
Board receive quarterly finance reports. The District's Finance staff does an excellent job.
Director Wallace arrived at 2:10 p.m., during the Audit Presentation.
The Board thanked Mann, Urrutia for their report. President VogelgesanA reported Mann, Urrutia
indicated that staff does an excellent job, is professional and easy to work with.
ITEMS FOR BOARD ACTION
a. Supplemental Environmental Project Escrow Account Program - Staff reported this is
considered a new funding source and answered questions from the Board regarding the
potential funding.
Moved Cefalu Second Wallace Vv el esan Yes Cefalu Yes Jones Yes Sheehan
YeslWallace Yes to adopt Memorandum of Understanding with Lahontan Regional Water
Quality Control Board as lead agency for the Tahoe Sierra Integrated Regional Water
Management Partner Organization.
b. Hydro Jetting Sewer Cleaning Truck - Staff provided an overview of the equipment and bids
received and answer questions from the Board.
Moved VogelgesanglSecond Sheehan /Vo_yel , ecessang Yes Cefalu Yes/Jones Yes/Wallace
YesJ Sheehan Yes to 1) find bid from Dyna -Vac Equipment, Inc., non-responsive; 2) Reject bid
from Dyna -Vac; 3) Award bid to the lowest responsive, responsible bidder, Nixon- Egli
Equipment Company, in the amount of $256,159.80.
C. Hydro -Vac Truck Purchase - Staff provided an overview of the proposed vehicle. This vehicle is
one of the most important vehicles in the Sewer Department. Staff explained Environmental
Rental Services LTD -LP (ERS) was considered non responsive because they did not submit
appropriate specifications. 3T Equipment was non responsive because the water pump was
not sufficient pursuant to the specifications. In addition, the hydraulic tool system was not an
acceptable length to the District. The minor deviation was due to the water tank pump not
having enough ground clearance.
Moved Sheehan Second Vo et esan Vo el esan Yes Cefalu Yes .tones Yes Sheehan
Yes/Wallace Yes to 1) Reject the two lowest bids, from ERS Environmental Rental Services LTD -
LP and 3T Equipment Company, as non-responsive to bid specifications; 2) Find minor
deviation from specification in the third lowest bid to be immaterial and waive deviation as
such; 3) Award bid to the lowest responsive, responsible bidder, Municipal Maintenance
Equipment Inc., in the amount of $377,579.52.
d. Automated Meter Infrastructure - Staff provided an overview of the project including the
$290,000 grant from the Bureau of Recreation to fund this project. Once the project is
complete, the District will do some testing on the data, and then move forward to potentially
implement monthly billing, an engineering application, and a customer portal.
REGULAR BOARD MEETING MINUTES - November 17, 2016 PAGE - 3
Moved Sheehan Second Vogelgesang/Vogelgesang Yes/Cefalu Yes/Jones Yes/Wallace
Yes/Sheehan Yes to Authorize purchase from Western Nevada Supply of the Sensus
Automated Infrastructure System not to exceed the grant amount of $290,099.
e. Approve Payment of Claims (Debbie Henderson, Accounting Manager)
Moved Sheehan/Second Wallace/Vogelgesang Yes/Cefalu Yes/Jones Yes/Wolloce
Yes/Sheehan Yes to approve Payment of Claims in the amount of $884,485.71.
STANDING AND AD-HOC COMMITTEE REPORTS:
Nothing to report
BOARD MEMBER REPORTS:
President Vogel__, ecessang congratulated Director Sheehan for being re-elected and publicly thanked
Kirk David and Nick Exline for their interest.
EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT:
Director Sheehan reported she attended the meeting last week.
GENERAL MANAGER REPORT:
Richard SoIbdq reported on several items:
• Staff spoke with a community member, who was interested in more information regarding the
City's proposed Gondola Project. The project is just below the District's Montreal Water Tank.
Attorney Kvistad added, the District should not be burdened with any new requirements by
exchanging the existing easement for a new one.
STAFF ATTORNEY REPORTS:
Staff reported the Douglas County Sewer Improvement District has approached the District for
opening an intertie to their system near Stateline. Staff has indicated that the District is willing to open
the intertie and Douglas County Sewer Improvement District is currently working on their
environmental document, in order to move forward.
Staff provided an update on the Hockey Academy. District staff has been working with Caltrans to
approve the work and the permit was received last week. Approximately 200 feet of the waterline is
in place and the intertie location has been excavated. The District is requiring a heat tape system to
be in place. This project will come back to the Board to accept the facilities at a future meeting.
Shannon Cotulla added that staff did an exceptional job on this project.
ADJOURNMENT TO CLOSED SESSION:
Closed Session was continued to the December 1, 2016, meeting.
ADJOURNMENT: 3:27 p.m. c1
Randy Vogelgesang, Board President
4 4 South Tahoe Public Utility District
Melonie Guttry, Clerk of t e Board
South Tahoe Public Utility District