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11-07-2019SOUTH TAHOE PUBLIC UTILITY DISTRICT REGULAR BOARD MEETING AGENDA Thursday, November 7, 2019 - 2:00 p.m. District Board Room 1275 Meadow Crest Drive, South Lake Tahoe, California Randy Vogelgesang, President BOARD MEMBERS Kelly Sheehan, Vice President Chris Cefalu, Director James R. Jones, Director Nick Exline, Director John Thiel, General Manager Shannon Cotulla, Assistant General Manager 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 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.Determine District Site Locations to Include in the Collaborative Solar Procurement (Shelly Thomsen, Public Affairs and Conservation Manager) Approve inclusion of Wastewater Treatment Plan 1 site as a priority site in the regional collaborative solar procurement through the Strategic Energy and Economic Development Fund, and include Diamond Valley Ranch and Wastewater Treatment Plant 2 sites as bid alternate sites. b.Records Retention Update (Melonie Guttry, Executive Services Manager/Clerk of the Board) Adopt Resolution No. 3131-19, for the South Tahoe Public Utility District updated Records Retention Policy and Schedules, dated November 7, 2019, and repealing the District’s current Records Retention Guidelines. c.Approve Payment of Claims (Debbie Henderson, Accounting Manager) Approve Payment of Claims in the amount of $ 1,923,228.89. REGULAR BOARD MEETING AGENDA – November 7, 2019 PAGE – 2 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 10.GENERAL MANAGER REPORT (Discussion may take place; however, no action will be taken.) a.Staffing Update b.Local CEO’s Meeting c.Workforce Housing 11.STAFF/ATTORNEY REPORTS (Discussions may take place; however, no action will be taken.) a.Public Affairs Update (Shelly Thomsen, Public Affairs and Conservation Manager) b.Tallac Sewer Pump Station Update (Chris Stanley, Manager of Field Operations and Jeremy Rutherdale, Pumps Supervisor) b.Geographic Information System Update (Jim Kelly, GIS Specialist and Stephen Caswell, Principal Engineer) 12.NOTICE OF PAST AND FUTURE MEETINGS/EVENTS Past Meetings/Events 10/17/19 – 2:00 p.m. Regular Board Meeting at the District 11/07/19 – 10:00 a.m. Ad-Hoc City Council Committee Meeting at the City Future Meetings/Events 11/11/19 – Veterans Day Holiday District Offices Closed 11/13/19 – El Dorado County Water Agency Meeting in Placerville 11/18/19 – 3:30 p.m. Operations Committee Meeting at the District 11/21/19 – 2:00 p.m. Regular Board Meeting at the District 13.ITEMS FOR 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 Government Code Section 54956.9(d)(2)/Conference with Legal Counsel regarding Significant Exposure to Litigation. b.Pursuant to Government Code Section 54956.9(d)(2)/Conference with Legal Counsel regarding Significant Exposure to Litigation. c.Pursuant to Government Code Section 54956.9(d)(2)/Conference with Legal Counsel regarding Significant Exposure to Litigation. ADJOURNMENT (The next Regular Board Meeting is Thursday, November 21, 2019, at 2:00 p.m.) REGULAR BOARD MEETING AGENDA – November 7, 2019 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 – November 7, 2019 PAGE – 4 SOUTH TAHOE PUBLIC UTILITY DISTRICT CONSENT CALENDAR Thursday, November 7, 2019 ITEMS FOR CONSENT a.RESOLUTIONS TO SUBMIT AN APPLICATION FOR TAHOE KEYS WASTEWATER PUMPSTATION REHABILITATION PROJECT LOAN FROM STATE WATER RESOURCES CONTROL BOARD CLEAN WATER STATE REVOLVING FUND (Lynn Nolan, Grants Coordinator) Adopt Resolution No.’s 3127-19, 3128-19 and 3129-19 to Apply for Tahoe Keys Wastewater Pump Station Rehabilitation Project. b.TAHOE KEYS PUMP STATION REPLACEMENT PROJECT (Stephen Caswell, Principal Engineer) Approve list of named products to be listed without alternative in the Contract documents. c.CALPERS REQUIRED PAY LISTING BY POSITION (Debbie Henderson, Accounting Manager) Adopt Resolution No. 3030-19 which incorporates the Pay Listing by Position for the pay listing effective August 23, 2019. d.2019 WELL AND PUMP PERFORMANCE EFFICIENCY TESTING PROGRAM (Ivo Bergsohn, Hydrogeologist) Approve staff’s request to open a Task Order with Wood Rodgers Incorporated in an amount not to exceed $3,000 for technical assistance during baseline testing of the District’s Well and Pump Performance Efficiency Testing Program. e.LEGAL COUNSEL FOR PUBLIC CONTRACTS (Julie Ryan, Engineering Department Manager) Approve Task Order No. 9 to Best, Best & Krieger LLP, Attorneys at Law, to provide as-needed legal services relating to Public Contracts in an amount not to exceed $20,000. f.REGULAR BOARD MEETING MINUTES: October 17, 2019 (Melonie Guttry, Executive Services Manager/Clerk of the Board) Approve October 17, 2019, Minutes BOARD AGENDA ITEM 4a TO: Board of Directors FROM: Lynn Nolan, Grants Coordinator MEETING DATE: November 7, 2019 ITEM – PROJECT NAME: Resolutions to Submit an Application for Tahoe Keys Wastewater Pump Station Rehabilitation Project Loan from State Water Resources Control Board Clean Water State Revolving Loan Fund REQUESTED BOARD ACTION: Adopt Resolution No.’s 3127-19, 3128-19 and 3129-19 to Apply for Tahoe Keys Wastewater Pump Station Rehabilitation Project DISCUSSION: District staff is preparing the submission of an application for a Clean Water State Revolving Loan not to exceed $5,679,331 for the Tahoe Keys Wastewater Pump Station Rehabilitation Project. The attached Resolutions: Reimbursement Resolution No. 3127-19; Authorizing Resolution No. 3128-19 and Pledged Revenues and Fund(s) Resolution No. 3129-19 are a requirement of the application package SCHEDULE: To Be Determined COSTS: N/A ACCOUNT NO: N/A BUDGETED AMOUNT REMAINING: N/A ATTACHMENTS: Resolutions No.’s 3127-19, 3128-19 and 3129-19 _____________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO General Manager John Thiel Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Nick Exline 1 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. 3127-19 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT REIMBURSEMENT RESOLUTION FOR THE TAHOE KEYS WASTEWATER PUMP STATION REHABILITATION PROJECT 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: 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 W ater Board of the Project Funds. SECTION 2. The reasonably expected maximum principal amount of the Project Funds is $5,679,331. 2 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 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. 3127-19 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 7th day of November, 2019, by the following vote: AYES: NOES: ABSENT: _____________________________________ Randy Vogelgesang, Board President South Tahoe Public Utility District ATTEST: _________________________________ Melonie Guttry, Clerk of the Board South Tahoe Public Utility District Resolution No. 3127-19 November 7, 2019 Page 2 3 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. 3128-19 AUTHORIZING RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT FOR THE TAHOE KEYS WASTEWATER PUMP STATION REHABILITATION PROJECT WHEREAS, a determination has been made to seek funding to implement a Clean Water Improvement 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 or 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 Tahoe Keys Wastewater Pump Station 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 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. 3128-19 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 7th day of November, 2019, by the following vote: AYES: NOES: ABSENT: _____________________________________ Randy Vogelgesang, Board President South Tahoe Public Utility District ATTEST: _________________________________ Melonie Guttry, Clerk of the Board South Tahoe Public Utility District 4 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. 3129-19 PLEDGED REVENUES AND FUND(s) RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT FOR THE TAHOE KEYS WASTEWATER PUMP STATION REHABILITATION PROJECT WHEREAS, the South Tahoe Public Utility District has adopted Clean Water State Revolving Fund resolutions regarding intent, authority and procedure; THEREFORE BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT (the “Entity”), AS FOLLOWS: 1. The Entity hereby dedicates and pledges Sewer Enterprise Fund/Sewer Service Charge Net Revenues to payment of any and all Clean Water State Revolving Fund financing for the Wastewater Pump Stations Rehabilitation Project, referred to as the “Project”. 2. The Tahoe Keys Wastewater Pump Station Rehabilitation Project: 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. 3129-19 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 7th day of November, 2019, by the following vote: AYES: NOES: ABSENT: 5 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 _____________________________________ Randy Vogelgesang, Board President South Tahoe Public Utility District ATTEST: _________________________________ Melonie Guttry, Clerk of the Board South Tahoe Public Utility District Resolution No. 31__-19 November 7, 2019 Page 2 6 BOARD AGENDA ITEM 4b TO: Board of Directors FROM: Stephen Caswell, Principal Engineer MEETING DATE: November 7, 2019 ITEM – PROJECT NAME: Tahoe Keys Pump Station Replacement Project REQUESTED BOARD ACTION: Approve list of named products to be listed without alternative in the Contract documents. DISCUSSION: To comply with requirements of the Public Contracting Code, the District must list in one place in the bid documents all items that are to be provided by the contractor without alternative (ie., sole-brand), and identify the basis for including each item on the list (also known as a “finding”). This list must be approved in advance of bidding by the Board of Directors. Attached is the list of sole-brand items for the Tahoe Keys Pump Station Replacement Project, along with the findings for each. Staff requests that the Board approve this list for the purpose of bidding and constructing this project. This item has been reviewed by the District Purchasing Agent and Legal Counsel. SCHEDULE: As soon as possible COSTS: N/A ACCOUNT NO: 1030-7055 BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: List of Sole-Brand Items ___________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO General Manager John Thiel Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Nick Exline 7 Tahoe Keys Pump Station Replacement Project Sole-Brand Items A.In following with the District’s established Purchasing Policy, and as is allowed by the public code (PUC §3400, PUC 15431 and PCC 20206.1) and supported by case law, the District has made findings that certain products shall be used for this project without alternative. The District’s Purchasing Policy recognizes the following as Findings for exceptions to bidding. 1.When the item (merchandise or service) can be obtained from only one source. 2.When the item is required or is economically preferable to match or be compatible with other furnishings, materials or equipment presently on hand and the purchase is made from the manufacturer or supplier who supplied other such furnishings, materials or equipment. 3.When the item has been standardized by the District and can be purchased from only one source or is purchased from the original manufacturer or supplier. 4.When the Board of Directors determines that due to special circumstances, it is in the District's best interest to purchase an item or enter into a contract without compliance with the bidding procedures ie. competitive proposals would not be useful, would not produce an advantage or would be undesirable, impractical, or impossible. 5.When all bids are considered unsatisfactory or excessive and are rejected by the Board of Directors by a two-thirds vote (PCC 20206.1), the District may do any necessary work and make necessary expenditures in lieu of contracting for the proposed work. 6.When the Board of Directors declares an emergency by a four-fifths vote (PCC 22050), after finding that conditions will not permit a delay resulting from a competitive solicitation for bids. All actions thereafter taken will be reported to the Board until the emergency action is terminated (at the earliest possible date that conditions warrant). B.Following is a list of products proposed for sole-brand determination for the Tahoe Keys Pump Station Replacement Project, and the basis for the sole- brand determination identified by reference to the findings listed in Part A (above). 1.Vaughan Chopper Pumps [Findings 3 and 4] 8 BOARD AGENDA ITEM 4c TO: Board of Directors FROM: Debbie Henderson, Accounting Manager MEETING DATE: November 7, 2019 ITEM – PROJECT NAME: CalPERS Required Pay Listing by Position REQUESTED BOARD ACTION: Adopt Resolution No. 3030-19 which incorporates the Pay Listing by Position for the pay listing effective August 23, 2019. DISCUSSION: California Public Employees’ Retirement System (CalPERS) requires each revision of a combined salary schedule listing all positions at the District be formally adopted by the Board of Directors. The listing must be retained by the District and must be available for public inspection for not less than five (5) years. This revision addresses a compensation study adjustment for the Grant Coordinator retroactive to June 27, 2019, and addition of a Grant Assistant position. SCHEDULE: Post pay listing effective August 23, 2019, on website upon approval COSTS: N/A ACCOUNT NO: N/A BUDGETED AMOUNT AVAILABLE: N/A ATTACHMENTS: Resolution No. 3030-19, Pay Listing by Position for effective date August 23, 2019 _____________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: General GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO General Manager John Thiel Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Nick Exline 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 RESOLUTION NO. 3130-19 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT FORMALLY ADOPTING PAY LISTING BY POSITION FOR THE EFFECTIVE DATE OF AUGUST 23, 2019 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 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 inspection and retained for not less than five years; and WHEREAS, the South Tahoe Public Utility District Pay Listing by Position for the effective dates of August 23, 2019, 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 effective date of August 23, 2019. WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution 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 7th day of November, 2019, by the following vote: AYES: NOES: ABSENT: _____________________________________ Randy Vogelgesang, Board President South Tahoe Public Utility District ATTEST: _________________________________ Melonie Guttry, Clerk of the Board South Tahoe Public Utility District 10 SOUTH TAHOE PUBLIC UTILITY DISTRICT ANNUAL SALARY SCHEDULE EFFECTIVE AUGUST 23, 2019 MINIMUM MAXIMUM ANNUAL ANNUAL ACCOUNT CLERK I $ 45,969 $ 58,670 ACCOUNT CLERK II $ 51,276 $ 65,443 ACCOUNTING MANAGER $ 105,474 $ 134,615 ACCOUNTING SUPERVISOR $ 73,625 $ 93,966 ACCOUNTING TECH I $ 55,074 $ 70,289 ACCT TECH II/GRANT ASST $ 60,581 $ 77,318 ADMINISTRATIVE ASST $ 53,776 $ 68,633 ADMINISTRATIVE ASST/ASST CLERK OF THE BOARD $ 53,776 $ 68,633 ASSET MANAGEMENT ANALYST I $ 60,879 $ 77,699 ASSET MANAGEMENT ANALYST II $ 81,584 $ 104,124 ASSOCIATE ENGINEER $ 94,556 $ 120,680 ASST GENERAL MANAGER $ 166,162 $ 212,069 BOARD OF DIRECTOR $ 4,800 $ 4,800 CHIEF FINANCIAL OFFICER $ 144,378 $ 184,266 CHIEF PLANT OPERATOR $ 95,409 $ 121,769 CONTRACT ADMINISTRATOR $ 57,814 $ 73,787 CUSTOMER SERVICE MANAGER $ 104,150 $ 132,925 CUSTOMER SERVICE REP I $ 45,697 $ 58,323 CUSTOMER SERVICE REP II $ 50,973 $ 65,056 CUSTOMER SERVICE SPECIALIST $ 57,493 $ 73,377 CUSTOMER SERVICE SUPERVISOR $ 73,625 $ 93,966 ELECTRICAL/INSTR SUPERVISOR $ 88,769 $ 113,294 ELECTRICAL/INSTR TECH I $ 65,179 $ 83,187 ELECTRICAL/INSTR TECH II $ 76,021 $ 97,024 ENG/CAD/GIS SPECIALIST I $ 60,879 $ 77,699 ENG/CAD/GIS SPECIALIST II $ 81,584 $ 104,124 ENGINEERING DEPT MANAGER $ 144,967 $ 185,019 ENGINEERING TECH I $ 69,868 $ 89,171 ENGINEERING TECH II $ 80,372 $ 102,578 EXECUTIVE SERVICES MANAGER $ 95,557 $ 121,958 GENERAL MANAGER $ 185,410 $ 236,635 GRANT ASSISTANT $ 60,581 $ 77,318 GRANT COORDINATOR $ 83,598 $ 106,695 HR ANALYST $ 68,208 $ 87,052 HR COORDINATOR $ 53,776 $ 68,633 HUMAN RESOURCES DIRECTOR $ 113,237 $ 144,523 HYDROGEOLOGIST $ 108,691 $ 138,720 INFO TECHNOLOGY MANAGER $ 111,102 $ 141,798 Effective 8/23/19 11 12 13 Ivo Bergsohn November 7, 2019 Page 2 BOARD AGENDA ITEM 4d TO: Board of Directors FROM: Ivo Bergsohn, Hydrogeologist MEETING DATE: November 7, 2019 ITEM – PROJECT NAME: 2019 Well and Pump Performance Efficiency Testing Program REQUESTED BOARD ACTION: Approve staff’s request to open a Task Order with Wood Rodgers Incorporated (Wood Rodgers in an amount not to exceed $3,000 for technical assistance during baseline testing of the District’s Well and Pump Performance Efficiency Testing Program. DISCUSSION: In February 2019, the Board accepted the cost proposal from Wood Rodgers to assist District staff with developing a standard testing program to monitor the well efficiency and pump performance for its active wells. The purpose of this program is to provide a systematic method for testing, collecting and reporting performance data for each of its wells. Information gathered from this program will be used to schedule appropriate maintenance to recover lost well and pump efficiency. The scope of services for this project was completed by Wood Rodgers in June 2019. Implementation of the Well and Pump Performance Efficiency Testing Program (WPPETP) started last month (October 2019) with baseline testing of three District Wells. During baseline testing, parameters used for monitoring power consumption were changed due to the greater capabilities of the District’s Energy Logger. However, at the Bayview Well, safety concerns eliminated use of the Energy Logger and parameters used for monitoring power consumption were collected directly through the existing MCC panel. The change in parameters used for monitoring power consumption at and between District wells requires minor changes in the data collection forms and equations provided in the original data management system to calculate overall pump efficiency. General Manager John Thiel Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Nick Exline 14 Ivo Bergsohn November 7, 2019 Page 2 District staff has had several telephone conversations with Wood Rodgers, explaining the problems encountered during baseline testing with monitoring power consumption at District wells. Based on these conversations, Wood Rodgers believes that the work required to address these problems and complete the required programming changes to the data management system could be performed at a not-to-exceed cost of $3,000. Therefore, District staff is requesting approval from the Board to issue a Task Order and accompanying Purchase Order for Wood Rodgers to complete this work. SCHEDULE: November 2019 – January 2020 COSTS: $3,000 (NTE) ACCOUNT NO: 2030-6050 BUDGETED AMOUNT AVAILABLE: <$2,761> ATTACHMENTS: N/A ___________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO 15 John Thiel September 6, 2018 Page 2 BOARD AGENDA ITEM 4e TO: Board of Directors FROM: Julie Ryan, Engineering Department Manager MEETING DATE: November 7, 2019 ITEM – PROJECT NAME: Legal Counsel for Public Contracts REQUESTED BOARD ACTION: Approve Task Order No. 9 to Best, Best & Krieger LLP, Attorneys at Law, to provide as-needed legal services relating to Public Contracts in an amount not to exceed $20,000. DISCUSSION: For the past several years, the District has contracted special legal counsel from Best, Best & Krieger LLP, Attorneys at Law, (BB&K) for issues relating to Public Contracts. The District’s relationship with BB&K began in 2010 when staff selected BB&K to perform a review of its general contractual specification requirements for capital projects. The selection was based on staff’s scoring of their proposal against proposals from four other firms. Since that time, the District has returned occasionally to BB&K for counsel primarily with respect to bidding, contracting and execution of capital improvement projects. With constant changes in Public Contracting Code and our increased reliance on State Revolving Fund (SRF) and other external funding sources, the implementation of capital projects has become increasingly more complex. As such, staff anticipates that the District will continue to rely on special counsel to help navigate contracting requirements, keep our contract documents up to date, and help improve our contract documents for cost-effective implementation of projects. This new Task Order will allow BB&K to provide these services through Fiscal Year 2020 under the District’s existing Master Service Agreement with BB&K. Staff requests that the Board approve Task Order No. 9 to Best, Best & Krieger LLP, Attorneys at Law, in the amount of $20,000 for as-needed legal services relating to public contracts. SCHEDULE: Upon Board Approval COSTS: Not to exceed $20,000 ACCOUNT NO: 1030-4405, 2030-4405 BUDGETED AMOUNT AVAILABLE: $ ATTACHMENTS: Task Order No. 9 _________________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO General Manager John Thiel Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Nick Exline 16 SOUTH TAHOE PUBLIC UTILITY DISTRICT Randy Vogelgesang, President BOARD MEMBERS Kelly Sheehan, Vice President Chris Cefalu, Director James R. Jones, Director Nick Exline, Director John Thiel, General Manager Shannon Cotulla, Assistant General Manager REGULAR MEETING OF THE BOARD OF DIRECTORS SOUTH TAHOE PUBLIC UTILITY DISTRICT October 17, 2019 MINUTES The South Tahoe Public Utility District Board of Directors met in a regular session, 2:00 p.m., at the District Office, located at 1275 Meadow Crest Drive, South Lake Tahoe, California. ROLL CALL: Board of Directors: President Vogelgesang, Directors Jones, Sheehan, Exline Absent: Director Cefalu Staff: John Thiel, Paul Hughes, Shannon Cotulla, Gary Kvistad, Melonie Guttry, Jim Hilton, Bren Hoyle, Chris Stanley, Doug VanGorden, IV Jones, Ivo Bergsohn, Jeremy Rutherdale, Shannon Cotulla, Lynn Nolan, Julie Ryan, Stephen Caswell, Heidi Baugh, Tim Bledsoe, Trevor Coolidge Guests: Jesse Garner, Les Wright COMMENTS FROM THE AUDIENCE: Jesse Garner, District customer, spoke regarding fire safety and hydrant pressure. CORRECTIONS TO THE AGENDA OR CONSENT CALENDAR: President Vogelgesang proposed the addition of Item 6d – Tallac Pump Station Repairs Moved Sheehan/Second Exline/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Yes/Exline Yes to add Items 6d – Tallac Pump Station Repairs to the Agenda. CONSENT CALENDAR: Director Exline requested information regarding Item 4b - Resolution for Bureau of Reclamation 2020 WaterSmart Drought Response Grant, which was addressed by Julie Ryan. Moved Exline/Second Sheehan/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Yes/Exline Yes to approve the Consent Calendar as presented. a.ASSOCIATION OF CALIFORNIA WATER AGENCIES 2020 DUES (John Thiel, General Manager) Authorized Association of California Water Agencies 2020 Membership Dues Renewal in the amount of $26,015. 17 REGULAR BOARD MEETING MINUTES October 17, 2019 PAGE – 2 b. RESOLUTION FOR BUREAU OF RECLAMATION 2020 WATERSMART RESPONSE GRANT (Lynn Nolan, Grants Coordinator) Adopted Bureau of Reclamation WaterSMART Drought Response Grant Program Resolution No. 3126-19 approving grant funding for Water Infrastructure Efficiencies Project. c. WASTEWATER TREATMENT PLANT HAZARD FUEL MITIGATION PROJECT (Julie Ryan, Engineering Department Manager) Authorized staff to prequalify contractors to bid on the Wastewater Treatment Plant Hazard Fuel Mitigation Project. d. KELLER-HEAVENLY WATER SYSTEM IMPROVEMENTS PROJECT PHASE 1 (Trevor Coolidge, Senior Engineer) Authorized staff to advertise for construction bids for Phase 1 of the Keller-Heavenly Water System Improvements Project. e. SOUTH Y FEASIBILITY STUDY OF REMEDIAL ALTERNATIVES (Ivo Bergsohn, Hydrogeologist) Approved the Revised Agreement Amendment Request B received from Kennedy/Jenks Consultants for additional engineering consultant services needed to complete the South Y Feasibility Study of Remedial Alternatives. f. REGULAR BOARD MEETING MINUTES: October 3, 2019 (Melonie Guttry, Executive Services Manager/Clerk of the Board) Approved October 3, 2019, Minutes ITEMS FOR BOARD ACTION a. Geronimo Way Sewer Pipeline Emergency Repair (Julie Ryan, Engineering Department Manager) – Julie Ryan provided details regarding the repairs and addressed questions from the Board. Moved Sheehan/Second Jones/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Yes/Exline Yes to pursuant to Public Contract Code Section 22050(c), Terminate Emergency Action to replace approximately 250 linear feet of sewer pipe on Geronimo Way pursuant to Resolution No. 3117-19. b. June 30, 2019, Fiscal Year-End Financial Statements (Paul Hughes, Chief Financial Officer) – Paul Hughes reported that this is an administrative step and staff is requesting the Board receive and file the June 30, 2019, Income Statements and Balance Sheet Reports. Moved Vogelgesang/Second Sheehan/Vogelgesang Yes/Cefalu Absent/Jones Yes/ Sheehan Yes/Exline Yes to receive and file the June 30, 2019, Income Statements and Balance Sheet Reports. c. Approve Payment of Claims (Debbie Henderson, Accounting Manager) Moved Sheehan/Second Exline/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Yes/Exline Yes to approve Payment of Claims in the amount of $1,905,729.38. 18 REGULAR BOARD MEETING MINUTES October 17, 2019 PAGE – 3 d. Tallac Pump Station Repairs (Chris Stanley, Manager of Field Operations and Jeremy Rutherdale, Pumps Supervisor) - Chris Stanley and Jeremy Rutherdale presented information regarding the repairs needed to the pump and addressed questions from the Board. Staff is researching to see if parts are available for repair, but replacement may be the only option. Staff is requesting authorization to move forward with repairs and/or replacement and addressed questions from the Board. Moved Jones/Second Exline/Vogelgesang Yes/Cefalu Absent/Jones Yes/ Sheehan Yes/Exline Yes to direct staff to research the repair and/or replacement of the Tallac Pump Station pump in an amount not to exceed $60,000. STANDING AND AD-HOC COMMITTEE REPORTS: None BOARD MEMBER REPORTS: Director Exline reported he presented to the Employee Communications Committee on Wednesday, October 16, and appreciated the opportunity to speak with staff. EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT: Director Sheehan reported she was unable to attend the meeting, but John Thiel attended and provided details regarding the PowerPoint presentation. GENERAL MANAGER REPORT: John Thiel reported on several items: • Provided a staff update • Provided a Workforce Housing update • Discussed the draft Environmental Policy • Provided details regarding Ameca, the South Lake Tahoe Sister City delegation that visited the City of South Lake Tahoe Tuesday, October 15, and the District Wednesday, October 16. STAFF/ATTORNEY REPORTS: Stephen Caswell provided a PowerPoint Presentation regarding the Tahoe Keys and Upper Truckee Pump Stations and addressed questions from the Board. Chris Stanley and IV Jones provided a report regarding the work completed on a 24-inch gravity main at the Lake Tahoe Airport. The work was completed by Pacific Sewer Maintenance who cut a grounding rod from the inside of the gravity main, rather than digging up the main, saving the District thousands of dollars. BREAK AND ADJOURN TO CLOSED SESSION: 3:00 p.m. RECONVENE TO OPEN SESSION: 3:48 p.m. a. Pursuant to Government Code Section 54956.9(d)(2)/Conference with Legal Counsel regarding Significant Exposure to Litigation. No reportable Board action 19 REGULAR BOARD MEETING MINUTES October 17, 2019 PAGE – 4 b.Pursuant to Government Code Section 54956.9(d)(2)/Conference with Legal Counsel regarding Significant Exposure to Litigation. Moved Vogelgesang/Second Exline/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Yes/Exline Yes to terminate the Consolidated Agreement between South Tahoe Public Utility District and the County of Alpine and the Alpine County Water Agency, effective November 30, 2019. Notice will be sent to the Alpine County Board of Supervisors and the Alpine County Water Agency. c.Pursuant to Government Code Section 54956.9(d)(2)/Conference with Legal Counsel regarding Significant Exposure to Litigation. No reportable Board action ADJOURNMENT: 3:49 p.m. _______________________________________ Randy Vogelgesang, Board President South Tahoe Public Utility District ________________________________________ Melonie Guttry, Clerk of the Board South Tahoe Public Utility District 20 21 22 23 BOARD AGENDA ITEM 6a TO: Board of Directors FROM: Shelly Thomsen, Public Affairs and Conservation Manager MEETING DATE: November 7, 2019 ITEM – PROJECT NAME: Determine District Site Locations to Include in the Collaborative Solar Procurement REQUESTED BOARD ACTION: Approve inclusion of Wastewater Treatment Plan 1 site as a priority site in the regional collaborative solar procurement through the Strategic Energy and Economic Development Fund, and include Diamond Valley Ranch and Wastewater Treatment Plant 2 sites as bid alternate sites. DISCUSSION: The District signed a Memorandum of Understanding (MOU) with Strategic Energy and Economic Development Fund (SEED Fund) for them to provide technical assessment and financial analysis of potential solar photovoltaic project development opportunities at the District. From this analysis, a Solar Feasibility Assessment Report was prepared (see attached) that identifies four potential locations for solar. The next step in the process is to determine which sites should be included in the upcoming collaborative solar procurements being coordinated by the SEED Fund. After reviewing the Solar Feasibility Assessment Report, staff recommends that the Board approve inclusion of Behind the Meter Wastewater Treatment Plant 1 site as a priority site in the upcoming procurement, and include in front of the Meter Diamond Valley Ranch and in front of the Meter Wastewater Treatment Plant 2 site as bid alternate sites in order to solicit feedback from developers and other stakeholders. SCHEDULE: To be determined COSTS: N/A ACCOUNT NO: N/A BUDGETED AMOUNT REMAINING: N/A ATTACHMENTS: Solar Feasibility Assessment Report (October, 14, 2019) _____________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water/Sewer GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO General Manager John Thiel Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Nick Exline 24 Solar Feasibility Assessment Report for South Tahoe Public Utilities District October 14, 2019 Prepared by: Prepared for: Optony Inc. South Tahoe Public Utility District Jonathan Whelan Shelley Thomsen Director of Operations Public Affairs and Conservation Manager jonathan.whelan@optonyusa.com sthomsen@stpud.us (415)450-7032 (530) 543-6208 25 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 2 of 40 Table of Contents EXECUTIVE SUMMARY .................................................................................................................................. 4 INTRODUCTION ................................................................................................................................................ 6 FINANCIAL STRUCTURE DETAILS – BEHIND THE METER PROJECTS ........................................... 7 FINANCIAL STRUCTURE DETAILS – WHOLESALE PROJECTS .......................................................... 9 SITE EVALUATION INTRODUCTION ........................................................................................................ 10 BEHIND THE METER SITE EVALUATIONS ............................................................................................. 12 STPUD #1 Wastewater Treatment Plant 1 (WWTP 1) .................................................................................... 12 STPUD #2 Luther Pass Pump Station .............................................................................................................. 19 IN FRONT OF THE METER SITE EVALUATIONS ................................................................................... 24 STPUD #3 Diamond Valley Ranch (DVR) ...................................................................................................... 24 STPUD #4 Wastewater Treatment Plant 2 (WWTP 2) .................................................................................... 32 ECONOMIC & ENVIRONMENTAL IMPACT ............................................................................................. 34 CONCLUSION & RECOMMENDATIONS ................................................................................................... 35 NEXT STEPS ...................................................................................................................................................... 36 METHODOLOGY & ASSUMPTIONS ........................................................................................................... 37 ABOUT SEED FUND ......................................................................................................................................... 39 ABOUT OPTONY .............................................................................................................................................. 39 APPENDIX A: ILLUSTRATIVE SOLAR DESIGN PHOTOS ..................................................................... 40 Figures Figure 1: WWTP 1 Annual Energy Profile (October 2017– October 2018) ........................................................ 13 Figure 2: WWTP 1 Proposed Solar PV Design Layout ........................................................................................ 14 Figure 5: LPPS Annual Energy Profile (June 2018– June 2019) ......................................................................... 20 Figure 6: LPPS Proposed Solar PV Design Layout .............................................................................................. 20 Figure 7: DVR Parcel Site Map ............................................................................................................................ 25 Figure 8: WWTP 2 Proposed Solar PV Design .................................................................................................... 33 Tables Table 1: BTM Solar PV Project Summary ............................................................................................................. 5 Table 2: IFOM Solar PV Project Summary ............................................................................................................ 5 Table 3: Solar Financing Options and Utility Programs ......................................................................................... 8 Table 4: Available Incentives ................................................................................................................................. 8 Table 5: Available Incentives for Wholesale Projects ............................................................................................ 9 Table 6: Technical Feasibility Criteria ................................................................................................................. 10 Table 7: Project Development Priority Ranking ................................................................................................... 11 Table 8: WWTP Solar PV Potential ..................................................................................................................... 12 Table 9: WWTP 1 Solar Array Specifications ...................................................................................................... 14 Table 10: WWTP 1 Technical Assessment Summary .......................................................................................... 15 Table 14: LPPS Solar PV Potential ...................................................................................................................... 19 Table 15: LPPS Solar Array Specifications .......................................................................................................... 21 26 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 3 of 40 Table 16: LPPS Technical Assessment Summary ................................................................................................ 21 Table 17: DVR Proposed Solar PV Design Layout .............................................................................................. 26 Table 18: DVR Solar Array Specifications .......................................................................................................... 30 Table 19: DVR Technical Assessment Summary ................................................................................................. 31 Table 21: WWTP 2 Technical Assessment Summary .......................................................................................... 33 Table 21: BTM STPUD Sites Recommended for Inclusion in RFP .................................................................... 35 Table 22: IFOM STPUD Recommended for Inclusion in RFP as Bid Alternate Sites ........................................ 35 27 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 4 of 40 EXECUTIVE SUMMARY The purpose of this report is to provide a detailed technical assessment and financial analysis of potential solar photovoltaic (PV) project development opportunities at South Tahoe Public Utilities District (STPUD). The information contained in this report will support decision-makers to determine which sites should be included in forthcoming collaborative solar PV procurements being coordinated by the Strategic Energy and Economic Development Fund (SEED Fund). Based on information collected during pre-screening assessments and in-person site visits, our team has identified high-potential sites for solar PV deployment. Optony has mapped out viable areas on rooftops, parking lots, and open land, using a modular approach to provide system and project design flexibility. The results of this mapping and analysis indicate significant “in-front-of-the-meter (IFOM), potential, but limited viable “behind-the-meter” (BTM) potential. Liberty Utilities has a Net Energy Metering (NEM) cap of 1 megawatt (MW), so projects that are above this limit will need to find an off-taker to buy the energy as an IFOM project. Our analysis estimates that under current NEM rules, the maximum, potential BTM solar PV capacity is 1,251 kilowatts (kW) between the Luther Pump Pass Station (LPPS) and Wastewater Treatment Plant (WWTP). However, hypothetically if the NEM cap were increase to 4+ megawatts (MW), the WWTP, given the high site energy usage, could install and net meter up to 3.7 MW-DC PV capacity. The maximum, potential, utility-scale solar PV capacity is 686 MW at the Diamond Valley Ranch (DVR) site, and up to 57 MW of PV capacity at the WWTP, if the entire site boundary was utilized. However, development of these sites will require additional support from Liberty Utilities. In cases of proposed IFOM sites, which would be at “utility scale” (typically larger than 10MW), energy generated would not be used to offset onsite consumption but would instead be exported directly to the utility grid managed by Liberty Utilities. At this time, however, no set mechanism exists for Liberty to purchase this energy from utility-scale solar sites. In order for any developer to consider building a utility-scale solar project on STPUD property, the District would need to collaborate with Liberty to develop an energy off-taker program or arrangement for the solar developer to sell electricity directly to the utility. Optony has been in conversations with Liberty Utilities about creating a program that would allow developers to do so. Several options have been considered so far such as a community solar program in which Liberty customers would pay a premium for clean energy directly linked to a specific solar installation; a feed in tariff through which developers would sell energy directly to Liberty through a set price; or a utility PPA in which developers could sell bundled energy to the utility. Through any of these arrangements, a solar developer would seek to enter into a land lease arrangement with South Tahoe PUD with the purpose of developing solar. Installing recommended solar PV systems has the potential to partially offset current electricity usage, reduce operating costs, and increase budget certainty at the BTM sites, while overall reducing the South Tahoe PUD and/or Liberty’s carbon footprint, and demonstrating leadership both locally and nationally. Optony collected 12 months of prior electricity usage data for each available meter and performed a thorough analysis on all material aspects of potential solar PV systems using industry-standard tools and a market-leading approach. This report also analyzes energy generation potential and identifies site-specific opportunities and constraints. The criteria for site evaluations include on-site electricity usage, physical space available for solar PV installations, existing roof age, condition, and material, building electrical and structural limitations, planned 28 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 5 of 40 energy or structural renovations, as well as surrounding vegetation and other shading and geotechnical concerns. A general design constraint for all proposed sites is the weight of snow fall in the wintertime. Financial modeling has been performed for the BTM sites using two common financing mechanisms: direct purchase and third-party financing, such as a power purchase agreement (PPA). It is important to be aware of the time-sensitive nature of certain federal tax-related incentives—primarily, the U.S. Internal Revenue Service's Investment Tax Credit (ITC) program for solar installations is will drop from 30% to 26% in 2020. These incentives, when combined with project aggregation, allow for significant cash-flow benefits for tax-exempt organizations and can lead to lower pricing for third-party financing models that monetize the tax-related incentives and pass them through to the customer in the form of lower rates. Although there were several BTM sites considered in this analysis, only one was determined to be viable for immediate installation. Optony has also identified two utility-scale sites that will require additional support from Liberty Utilities to facilitate development, as noted above. Upon internal stakeholder review and approval, the recommended next step is for STPUD to include in the upcoming RFP the one BTM site as a priority site and the two IFOM sites as bid alternate sites in order to solicit feedback from developers and other stakeholders. Information concerning next steps, as well as Optony’s methodology, findings, and recommendations, are contained at the end of this report. Below is a summary of the solar PV projects that were analyzed: Table 1: BTM Solar PV Project Summary Table 2: IFOM Solar PV Project Summary ID Name Dev. Priority Score System Type Est. System Size (kW-DC) Est. Energy Output (kWh/year) STPUD #1 Wastewater Treatment Plant 1 B Roof, Carport, Ground Mount 1,200 1,885,000 STPUD #2 Luther Pump Pass Station C Roof – Flush Mount 51 61,540 Maximum (A+B+C) 1,251 1,946,540 Recommended (A+B) 1,200 1,885,000 ID Name Dev. Priority Score System Type Est. System Size (kW-DC) Est. Energy Output (kWh/year) STPUD #3 Diamond Valley Ranch C Ground Mount 686,100 N/A STPUD #4 Wastewater Treatment Plant 2 C Ground Mount 56,121 N/A Maximum (A+B+C) 743,000 N/A Recommended (A+B) 0 N/A 29 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 6 of 40 INTRODUCTION Optony is pleased to present this investment-grade Solar Feasibility Assessment Report to South Tahoe Public Utilities District (STPUD). The purpose of this report is to provide a thorough technical assessment and financial analysis for sites that will be considered for inclusion in forthcoming collaborative solar photovoltaic (PV) procurements being coordinated by the Strategic Energy and Economic Development Fund (SEED Fund). The Sustainable Energy and Economic Development Fund (SEED Fund) is a durable financing mechanism based on a collaborative, procurement business model to support regional sustainability projects. The program was designed to enable potential public participants like municipalities and schools to overcome existing barriers to collaborative procurement efforts, such as high upfront costs, high administrative effort and information gaps. Initially funded by a California Solar Initiative (CSI) Research, Development, Demonstration, and Deployment (RD&D) grant, the SEED Fund Team had the goal to create a first round collaboration pool of up to 15 public partners with up to 100 potential sites, that would lead to at least 5MW of solar contracted in Marin, Napa and Sonoma Counties. The revolving fund was designed to be a sustainable, financing mechanism enabling the SEED Fund to conduct iterative rounds of collaborative procurement in new geographical territories once the revolving fund had been replenished by the preceding round. After a successful first round, a second collaborative procurement was brought to the Monterey Bay Area to empower public agencies in Santa Cruz, Monterey and San Benito Counties to install up to 3MW of PV. The SEED Fund recently launched its third round of procurement in the Sierra Nevada Mountains, of which this feasibility report is a part. What you will learn from this report 1. The best sites for solar PV installations, from both technical and economic perspectives 2. Recommended solar PV system sizes and design characteristics 3. Next steps for pursuing the recommended options with a timeline for implementation 4. Analysis methodology Investments in renewable energy can help South Tahoe Public Utilities District reach its sustainability goals, as well as provide economic and job creation benefits for the community. Solar PV installations reduce reliance on utility-generated electricity, while also reducing the customer’s operating costs. Through on-site power generation from a clean and renewable resource, South Tahoe Public Utilities District can reduce its carbon footprint and demonstrate environmental leadership to its community. This report is organized in four main sections. The first section offers a comprehensive overview of solar financing options, including estimated cost and savings of primary options. The second section of this report presents findings from both BTM and IFOM site evaluations, including: site characteristics, electric utility data, solar PV capacity potential, and technical and financial analyses. The third section of the report provides an overview of the economic and environmental impact potential for these potential projects. Finally, the report concludes with recommendations and next steps that best fit the opportunities and challenges for generating solar energy at South Tahoe Public Utilities District. Optony’s methodology and assumptions are described at the end of the report. 30 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 7 of 40 FINANCIAL STRUCTURE DETAILS – BEHIND THE METER PROJECTS A cost/benefit analysis was conducted based on the review of South Tahoe Public Utility District’s historical energy usage, which allows for a detailed projection of potential avoided energy and demand costs. Financial modeling has been performed fo both primary ownership options: a direct (or cash) purchase and a power purchase agreement. Avoided costs from energy and demand charges provide the primary financial benefit of a behind-the-meter solar PV system. The key drivers to ensure maximum avoided costs are a proper system design, which affects system production and long-term operations, as well as the utility rate schedule, which determines the value for the energy produced. This financial analysis assumes the solar output reduces kWh energy charges at the retail rate, which is the valuation structure under a net metering tariff. As for demand charges, it is possible for a solar PV system to reduce the maximum demand in a given month and/or year. However, the demand reduction percentage is difficult to reliably predict in any given month due to the variability of energy usage and solar output, among other factors. This financial analysis assumes a conservative estimate of 10% demand reduction from solar PV – that is, utility demand charges will be reduced by 10% of the PV system nameplate size. Direct Purchase The municipal agency or facility owner would use existing cash reserves to purchase the system outright (or finance the purchase through a loan). Under this scenario, the site owner is responsible for all ownership concerns, including O&M, regular system cleaning, insurance, and monitoring of system production. This requires a significant up-front capital expenditure and on-going operational costs. Third-Party Ownership – Power Purchase Agreement (PPA) The municipal agency or facility owner (site host) would enter into a contract (typically 20-25 years) with a third-party to purchase all energy produced by a solar PV system installed on the property in question. This third-party would own the solar PV system and be fully responsible for all ownership costs, including financing, O&M, insurance, and system output. This structure enables site owners to receive electricity from a solar PV system at no upfront costs and allows the tax incentives for solar installations to be monetized by the third- party. This is particularly important for economic viability when the site host is a public agency or non-profit that cannot take advantage of the tax benefits. The site host pays a fixed rate for the electricity produced by the solar array. Ideally, this rate is lower than the current cost for electricity supply, but from preliminary analyses of Liberty rates, that may not be the case. In this analysis, we assumed that the starting PPA rate is $0.11/kwh, which reflects industry pricing trends nationally and statewide, but final pricing will be offered by developers for individual projects. PPA’s typically have a yearly price escalator of between 0-3%. The value of this escalator relative to the rate at which utility prices increase (assumed as 3% in this analysis) will affect the savings in future years. In general, the Direct Purchase option provides the greatest savings over the long-term for an entity with a tax appetite, but does require a significant initial project investment and ongoing O&M for the systems. The third- party option typically provides the greatest savings for tax-exempt entities and is thus appealing for local governments. Monthly payments tend to be lower than current or projected utility bills starting on day one. 31 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 8 of 40 Table 3: Solar Financing Options and Utility Programs Type Description Availability Direct Purchase The Agency would use existing cash reserves to purchase the system outright. Under this scenario, the Agency would be responsible for all ownership concerns, including O&M, regular system cleaning, insurance, and monitoring of system production. This requires a significant up-front capital expenditure and on-going operational costs. YES Private Loan/Bond Instead of paying for purchase costs up-front, the District could pay a financial partner on a monthly basis over a loan term (typically 10 to 20 years) or the agency could issue bonds on which repayment installments would be paid on a fixed schedule. Just as with a Direct Purchase, the District would be responsible for all on-going operational costs. YES Third- Party Ownership (PPA, etc.) The Agency would enter into a contract (typically 20 years) with a third party to purchase all energy produced by a solar PV system installed on property owned by the Agency. This third party would own the solar PV system and be fully responsible for all ownership costs, including financing, O&M, insurance, and system output. YES Net Energy Metering Solar output reduces kWh energy charges at the retail rate1 YES Solar Incentive Program (SIP) SIP provides a one-time payment to help offset installation costs, and is available on a first-come, first-serve basis for residential, small business and school customers. This incentive would not be available for projects listed in this assessment. However, Liberty is considering offering a similar program for commercial and governmental customers, which may be available in the future. NO Table 4: Available Incentives 1 https://california.libertyutilities.com/uploads/NET%20Metering%20Standards.pdf 2 For more information, visit: http://programs.dsireusa.org/system/program/detail/658 3 Soon to be reduced from 30% to 26% in 2020 4 For more information, visit: https://california.libertyutilities.com/portola/residential/smart-energy-use/solar-incentive-program-sip.html Type Description Availability Federal Investment tax credit and MACRS accelerated depreciation.2 YES 3 State N/A NO Local Solar Incentive Program4 NO 32 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 9 of 40 FINANCIAL STRUCTURE DETAILS – WHOLESALE PROJECTS A portion of the sites assessed have the characteristics to support a utility-scale, renewable energy project. These projects, also called wholesale projects, are interconnected directly to the distribution or transmission grid and are built with the intention of selling power to directly to the utility, or another off- taker such as a CCA, or directly into the wholesale electricity market. In any case, the site host would lease their land (typically for a 20- or 30-year period) to a renewable energy developer to design and build the project. In most cases the developer is responsible for finding a project off-taker or determining if it is financially viable to bid the projects capacity into the wholesale electricity market. This analysis is intended to assist developers in overcoming the challenges of determining a financially viable project structure. Table 5: Available Incentives for Wholesale Projects Type Description Availability Federal Investment Tax Credit YES State N/A NO Local N/A NO 33 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 10 of 40 SITE EVALUATION INTRODUCTION Using information collected during pre-screening discussions, viable sites on rooftops, parking lots, and open land, have been selected and mapped out using a modular approach to provide system and project design flexibility. Based on the area available for solar at each site, the maximum possible BTM solar PV system capacity has been estimated at 1,251 kilowatts (kW) across 2 sites, and the max possible IFOM PV capacity is estimated at 743,000 kW, or 743 MW, across 2 sites. However, given its large site boundary, the WWTP site has the potential to be either a BTM or IFOM site. In order for a site to be eligible for inclusion in this analysis sites must have a minimum capacity of 30 kW, which is approximately 3,000 ft2. Accordingly, many space constrained sites, such as wells and pumps, operated by STPUD were not included in this analysis. In addition to confirming the physical space available for solar PV systems, our team assessed planned energy or structural renovations and other site-specific issues. For rooftop sites, certain limitations such as the presence of HVAC equipment, parapets, surrounding vegetation, skylights, and conduits—all of which cannot be easily relocated—were evaluated using computer, mapping software, but on-site analyses were not conducted to determine roof age and material. Roofs are reported to be in good condition, but additional confirmation from STPUD is necessary. For parking lot or parking structure solar carport systems, the main site selection issues are the availability of space for construction and surrounding vegetation. The location of electrical meters or voltage at each of the sites is unknown at this time but should be confirmed before proceeding. For open land available for ground-mounted systems, geotechnical concerns and land-use constraints are evaluated as well as distance to the electrical interconnection point. The potential challenges were rated on a scale from None (no issues) to High (likely to require extensive review or remediation). Below is a description of each criterion. Table 6: Technical Feasibility Criteria Criterion Description Shading Survey the surroundings of the usable areas to identify obstructions that could potentially cast shadows on the solar modules and reduce output, such as rooftop HVAC equipment, rooftop access penthouses, antennas, trees, lampposts, and neighboring buildings. Even minor shading can have a profound negative impact on system performance. In order to assess the amount of direct sunlight available at each usable area, the annual sun path is plotted at various points using industry standard tools and software. Electrical Inspect electrical rooms for main breaker and switchgear amperage and voltage ratings, as well as availability of space for additional electrical equipment such as inverters. The location of the utility electrical meter(s) is important, as the distance between the solar modules and the point of connection must be minimized to reduce voltage drop, reduce costs, and increase system efficiency. Structural Potential challenges such as roof and structural integrity are evaluated, including the age, condition, and material of the roof as well as the building and building layout. Potential shading sources include tall trees, rooftop mechanical equipment, and surrounding buildings. Geotechnical Geotechnical issues pertain to the surrounding area of the overall site such as soil condition, water table levels, and presence of fault lines. Environmental Environmental criteria relate to environmental impact report requirements and other such considerations. Under the Small Renewable Energy Projects (Solar) Permit by Rule, the Virginia Department of Environmental Quality requires the analysis and disclosure of environmental 34 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 11 of 40 impacts of proposed solar projects with a rated capacity greater than five MW or disturbance zone greater than 10 acres. In addition to technical feasibility, each evaluated site has been prioritized and scored with an “A” ranking, being most feasible and ready for immediate solar deployment, to a “C” ranking, which would require the most modifications in order for solar deployment to be feasible. Below is a description of each category. Table 7: Project Development Priority Ranking Score Description A Sites with an “A” score have excellent solar potential and current conditions support immediate deployment. Generally, these projects have roofs that are less than five years old and/or have minimal to no shading or other technical feasibility concerns. B Sites with a “B” score also have excellent solar potential and could also be developed immediately, but have minor site-specific challenges related to roof condition, shading, or other. Generally, these projects have roof layers that are 5-10 years old, experience minimal shading, may have issues related to all other technical feasibility criteria, such as the potential need for minor electrical equipment upgrades. Sites with no technical feasibility concerns (and would otherwise be given an A priority ranking) but only allow for a small system size are placed in this category. C Sites with a “C” score have high-risk technical issues or are otherwise troublesome sites. While a PV system may still be feasible, it is unlikely that these systems will be able to provide economic savings to justify the cost of the systems at this time. In the event of any near-term procurement, these sites will not be included. 35 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 12 of 40 BEHIND THE METER SITE EVALUATIONS STPUD #1 Wastewater Treatment Plant 1 (WWTP 1) Address 1275 Meadow Crest Dr. South Lake Tahoe, CA 96150 Utility Provider & Tariff Liberty Utilities, A-3 Annual Electricity Usage 6,433,200 kWh Avg. Monthly Demand Peak 610 kW Table 8: WWTP Solar PV Potential Maximum Recommended5 System Size: 1,200 kW-DC System Size: 1,200 kW-DC Expected Output: 1,885,000 kWh/year Expected Output: 1,885,000 kWh/year Electricity Offset: 29% Electricity Offset: 29% Carbon Displacement: 806.5 metric tons/year6 Carbon Displacement: 806.5 metric tons/year Paired with Battery Storage: 1MW-AC Paired with Battery Storage: 500 kW/1000kWh Challenges: Only offsets ~29% of site load; Detailed impact study is required for installations of 100 kW or more; ground mount will require tree removal or relocation Opportunities: Can be net metered because less than 1MW-AC; no major technical concerns besides environmental; 15-year payback period Site Overview As noted in the executive summary, Liberty has a NEM cap of 1MW-AC, which is roughly equivalent to 1.2MW- DC. This site falls just below the 1MW cap for NEM, making it an ideal BTM site. Solar production would only offset 29% of annual electricity usage, and because Liberty energy rates are so low (~$0.08) on the current rate tariff compared to an estimated $0.11 PPA rate, energy savings would be limited. However, the facility’s average monthly peak demand is about 610 kW, so adding storage charged by the PV system could potentially impact the high $13 on-peak, demand charge seen in the A-3 rate tariff. Additional bill savings would be most likely possibly with solar plus battery storage pairing. If South Tahoe PUD wants to offset 100% of annual site consumption, a 3.7 MW-DC solar system would be required and is possible at this location. However, this configuration exceeds the current limit for NEM in Liberty territory, and would require support from Liberty to increase the NEM cap. 5 Recommended size is based on optimal size for technically or economically viable project, and not based on solar viable areas. 6 Liberty Utilities CO2 emission factor: 943.5785 lbs CO2/MWh (John Friedrich) 36 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 13 of 40 For ground-mounted solar, significant tree removal as well as a detailed, utility impact study and possible transmission upgrades would be required in either scenario. For roof-mounted solar, roofs are reported to be in good condition, but confirmation from STPUD is important because of snow load in the wintertime. It should also be noted that there was a lack of usage data for the month of April 2017 (see Figure 1 below). STPUD should confirm that there was in fact no usage during this month because otherwise the savings from solar maybe overestimated. At this time Optony recommends including the 1.2 MW-DC configuration in the SEED RFP to remain compliant with regulatory limitations. However, because it is unlikely that developers will be able to offer a PPA price competitive with Liberty rates, Optony also recommends that STPUD strongly consider paired battery storage or discussing alternative arrangements with Liberty, such as a community solar program. Figure 1: WWTP 1 Annual Energy Profile (October 2017– October 2018) 37 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 14 of 40 Figure 2: WWTP 1 Proposed Solar PV Design Layout The layout above can accommodate approximately 529 kW on rooftops, 266 kW on solar carports in parking lots and 404 kW of ground mount panels for a total of 1,200 kW-DC, or 1.2MW-DC. The energy yield for proposed solar arrays is approximately 1,572 kWh/kW per year. Below is a map legend and design specifications for each solar array. Table 9: WWTP 1 Solar Array Specifications 4 2 3 1 5 6 8 7 10 4 9 11 12 38 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 15 of 40 Below is a summary of our technical assessment findings associated with the five criteria presented in the previous section. Each array is evaluated as none, low, medium, or high, with any relevant comments as well. Table 10: WWTP 1 Technical Assessment Summary ID Shading Electrical Structural Geotech. Enviro. Comments #1 Low Low Low Low Low May have minor shading issues At this time meter location and voltage is unknown #2 Med Low Low Low Low Some tree removal or relocation will be required. At this time meter location and voltage is unknown #3 None Low Low Low None At this time meter location and voltage is unknown #4 None Low TBD None None At this time meter location and voltage is unknown Confirm roof condition #5 None Low TBD None None Confirm roof condition At this time meter location and voltage is unknown. Confirm roof condition #6 None Low TBD Low None Confirm roof condition At this time meter location and voltage is unknown. #7 None Low TBD Low None Confirm roof condition At this time meter location and voltage is unknown. #8 None Low TBD Low None Confirm roof condition At this time meter location and voltage is unknown. #9 None Low TBD Low None Confirm roof condition At this time meter location and voltage is unknown. #10 None Low TBD Low None Confirm roof condition At this time meter location and voltage is unknown. #11 None Low TBD Low None Confirm roof condition At this time meter location and voltage is unknown. Sub- Array # Dev Priority Score Racking Type Azimuth Tilt Est. System Size (kW-DC) #1 B Carport 180 5 76 #2 B Carport 180 5 95 #3 A Carport 180 5 95 #4 A Fixed Tilt - Rooftop 130 39 51.5 #5 A Fixed Tilt- Rooftop 180 39 319 #6 A Fixed Tilt- Rooftop 180 39 24.5 #7 A Fixed Tilt- Rooftop 180 39 21 #8 A Fixed Tilt- Rooftop 180 39 19 #9 A Fixed Tilt- Rooftop 180 39 42 #10 A Fixed Tilt- Rooftop 180 39 38 #11 A Fixed Tilt- Rooftop 180 39 14 #12 B Fixed Tilt- Ground Mount 180 5 404 Maximum (A+B+C) 1,200 Recommended (A+B) 1,200 39 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 16 of 40 #12 Low Low Low Med High The location of the electrical meter is unknown at this time Ground mount systems should be raised several feet above the ground to afford space for snow cover; soil condition is unknown but rocky soils present additional challenges Significant tree removal will be necessary 40 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 17 of 40 Cash Purchase w/ O&M Inputs and Key Financial Metrics Total Project Costs $3,927,628 25-Year IRR 1.82% 25-Year ROI 28.20% Upfront Payment $3,927,628 25-Year LCOE Utility $0.17 PV Degradation Rate 0.50% Total Payments $4,583,211 25-Year LCOE Utility & PV $0.16 Discount Rate 3% Net Payments $4,583,211 25-Year LCOE PV $0.10 Federal Income Tax Rate 30% Years Project Costs O&M / Equipment Replacement Electric Bill Savings PV Generation (kWh) Total Cash Flow Cumulative Cash Flow Upfront ($3,927,628) -- - ($3,927,628) ($3,927,628) 1 - ($17,981) $167,414 1,884,807 $149,433 ($3,778,195) 2 - ($18,521) $171,575 1,875,383 $153,054 ($3,625,141) 3 - ($19,076) $175,834 1,865,959 $156,758 ($3,468,383) 4 - ($19,649) $180,194 1,856,535 $160,546 ($3,307,837) 5 - ($20,238) $184,658 1,847,111 $164,420 ($3,143,418) 6 - ($20,845) $189,227 1,837,687 $168,382 ($2,975,036) 7 - ($21,471) $193,905 1,828,263 $172,434 ($2,802,602) 8 - ($22,115) $198,692 1,818,839 $176,577 ($2,626,024) 9 - ($22,778) $203,593 1,809,415 $180,814 ($2,445,210) 10 - ($23,461) $208,608 1,799,991 $185,147 ($2,260,063) 11 - ($24,165) $213,741 1,790,567 $189,576 ($2,070,487) 12 - ($24,890) $218,995 1,781,143 $194,105 ($1,876,382) 13 - ($25,637) $224,371 1,771,719 $198,734 ($1,677,648) 14 - ($26,406) $229,873 1,762,295 $203,467 ($1,474,181) 15 - ($27,198) $235,503 1,752,871 $208,305 ($1,265,876) 16 - ($28,014) $241,264 1,743,446 $213,250 ($1,052,625) 17 - ($28,855) $247,159 1,734,022 $218,304 ($834,321) 18 - ($29,720) $253,190 1,724,598 $223,470 ($610,851) 19 - ($30,612) $259,361 1,715,174 $228,749 ($382,102) 20 - ($31,530) $265,674 1,705,750 $234,144 ($147,959) 21 - ($32,476) $272,132 1,696,326 $239,656 $91,697 22 - ($33,450) $278,739 1,686,902 $245,288 $336,986 23 - ($34,454) $285,497 1,677,478 $251,043 $588,029 24 - ($35,488) $292,410 1,668,054 $256,922 $844,951 25 - ($36,552) $299,481 1,658,630 $262,929 $1,107,880 Totals: ($3,927,628) ($655,583) $5,691,091 44,292,964 $1,107,880 - 41 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 18 of 40 PPA PPA Inputs and Key Financial Metrics End of Term Buyout Payment $0 25-Year Electric Bill Savings $5,691,091 25-Year ROI - PPA Escalation Rate 0% Electric Bill Savings Year 1 $167,414 PV Degradation Rate 0.50% Starting PPA Rate $0.11 10-Year IRR - Utility Escalation Rate 3% Upfront Payment $0 20-Year IRR 8.33% Federal Income Tax Rate 30% Term 25 25-Year NPV $398,522 State Income Tax Rate 8% Total Payments $4,872,226 Payback Period 15.1 Years Years PPA Payments Electric Bill Savings PV Generation (kWh) Total Cash Flow Cumulative Cash Flow Upfront - - - - - 1 ($207,329) $167,414 1,884,807 ($39,914) ($39,914) 2 ($206,292) $171,575 1,875,383 ($34,717) ($74,632) 3 ($205,255) $175,834 1,865,959 ($29,422) ($104,053) 4 ($204,219) $180,194 1,856,535 ($24,025) ($128,078) 5 ($203,182) $184,658 1,847,111 ($18,524) ($146,602) 6 ($202,146) $189,227 1,837,687 ($12,918) ($159,521) 7 ($201,109) $193,905 1,828,263 ($7,204) ($166,725) 8 ($200,072) $198,692 1,818,839 ($1,380) ($168,105) 9 ($199,036) $203,593 1,809,415 $4,557 ($163,548) 10 ($197,999) $208,608 1,799,991 $10,609 ($152,939) 11 ($196,962) $213,741 1,790,567 $16,779 ($136,160) 12 ($195,926) $218,995 1,781,143 $23,069 ($113,091) 13 ($194,889) $224,371 1,771,719 $29,482 ($83,608) 14 ($193,852) $229,873 1,762,295 $36,021 ($47,588) 15 ($192,816) $235,503 1,752,871 $42,688 ($4,900) 16 ($191,779) $241,264 1,743,446 $49,485 $44,585 17 ($190,742) $247,159 1,734,022 $56,416 $101,001 18 ($189,706) $253,190 1,724,598 $63,484 $164,486 19 ($188,669) $259,361 1,715,174 $70,692 $235,177 20 ($187,633) $265,674 1,705,750 $78,041 $313,219 21 ($186,596) $272,132 1,696,326 $85,536 $398,755 22 ($185,559) $278,739 1,686,902 $93,180 $491,935 23 ($184,523) $285,497 1,677,478 $100,975 $592,909 24 ($183,486) $292,410 1,668,054 $108,924 $701,833 25 ($182,449) $299,481 1,658,630 $117,031 $818,865 Totals: ($4,872,226) $5,691,091 44,292,964 $818,865 - 42 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 19 of 40 STPUD #2 Luther Pass Pump Station Address 3755 Grass Lake Rd. South Lake Tahoe, CA 96150 Utility Provider & Tariff Liberty Utilities, A-3 Annual Electricity Usage 7,856,400 kWh Avg. Monthly Demand Peak 896 kW Table 11: LPPS Solar PV Potential Maximum Recommended7 System Size: 51kW-DC System Size: 51 kW-DC Expected Output: 61,539 kWh/year Expected Output: 61,539kWh/year Electricity Offset: <1% Electricity Offset: <1% Carbon Displaced: 31.1 metric tons/year Carbon Displaced: 31.1 metric tons/year Challenges: Limited roof space, less than 1% electricity offset; mismatch losses due to north facing array; >25-year payback Opportunities: NEM compliant; No detailed impact study required; potential for battery storage to enhance resiliency Site Overview Given the limited site boundaries of this location, there are 3 potential rooftop solar arrays that could be connected to the meter at Luther Pump Pass Station, totaling 51 kW in DC capacity. Due to the large energy consumption at this site, the arrays could only offset <1% of total annual consumption and the payback period is over 25 years. The generation to usage comparison can be visualized in Figure 5 on the following page. Annual bill savings would amount to approximately $5,820, which is less than one percent of the total bill charges with solar. Any battery storage installed at this location would likely have to be very large and charged by the grid instead of the solar system, but this location does still present a good opportunity for demand reduction and resiliency benefits. Overall, despite the lack of technical issues associated with installation of the arrays, this site was given a C ranking for minimal solar production compared to usage, unlikely PPA savings and concerns over financial viability. However, Optony does recommend considering battery storage for resiliency purposes, but not necessarily paired with solar. 7 Recommended size is based on optimal size for technically or economically viable project, and not based on solar viable areas. 43 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 20 of 40 Figure 3: LPPS Annual Energy Profile (June 2018– June 2019) Figure 4: LPPS Proposed Solar PV Design Layout The energy yield for the proposed solar arrays is 1,213 kWh/kW per year. Below is a map legend and design specifications for each solar array. 1 2 3 44 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 21 of 40 Table 12: LPPS Solar Array Specifications Below is a summary of our technical assessment findings associated with the five criteria presented in the previous section. Each array is evaluated as none, low, medium, or high, with any relevant comments as well. Table 13: LPPS Technical Assessment Summary ID Shading Electrical Structural Geotech. Enviro. Comments #1 Low Med TBD None Low Some tree trimming may be required but there are no shading or environmental concerns at this time. Electrical meter location is unknown at this time; mismatch loss for entire system is >7% because this array is north facing (azimuth = 0 degrees) Confirm roof condition #2 Med Low TBD None Low Some tree trimming may be required but there are no shading or environmental concerns at this time. Electrical meter location is unknown at this time. Confirm roof condition #3 None Low TBD None Low No shading issues are anticipated. Electrical meter location is unknown at this time. Confirm roof condition Sub- Array # Racking Type Dev. Priority Score Azimuth Tilt Est. System Size (kW-DC) #1 Flush Mount B 0 39 14 #2 Flush Mount B 90 39 27 #3 Flush Mount A 180 39 9.8 Maximum (A+B+C) 51 Recommended (A+B) 51 45 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 22 of 40 Cash Purchase w/ O&M Inputs and Key Financial Metrics Total Project Costs $173,444 25-Year IRR -1.92% 25-Year ROI - 24.80% Upfront Payment $173,444 25-Year LCOE Utility $0.15 PV Degradation Rate 0.50% Total Payments $201,198 25-Year LCOE Utility & PV $0.15 Discount Rate 3% Net Payments $201,198 25-Year LCOE PV $0.14 Federal Income Tax Rate 30% 25-Year Electric Bill Savings $158,212 25-Year NPV ($85,734) State Income Tax Rate 8% Electric Bill Savings Year 1 $4,654 Payback Period 25 Years Years Project Costs O&M / Equipment Replacement Electric Bill Savings PV Generation (kWh) Total Cash Flow Cumulative Cash Flow Upfront ($173,444) - - - ($173,444) ($173,444) 1 - ($761) $4,654 61,538 $3,893 ($169,551) 2 - ($784) $4,770 61,230 $3,986 ($165,565) 3 - ($808) $4,888 60,923 $4,081 ($161,485) 4 - ($832) $5,009 60,615 $4,178 ($157,307) 5 - ($857) $5,133 60,307 $4,277 ($153,030) 6 - ($882) $5,261 60,000 $4,378 ($148,652) 7 - ($909) $5,391 59,692 $4,482 ($144,171) 8 - ($936) $5,524 59,384 $4,587 ($139,583) 9 - ($964) $5,660 59,076 $4,696 ($134,888) 10 - ($993) $5,799 58,769 $4,806 ($130,082) 11 - ($1,023) $5,942 58,461 $4,919 ($125,163) 12 - ($1,054) $6,088 58,153 $5,034 ($120,128) 13 - ($1,085) $6,238 57,846 $5,152 ($114,976) 14 - ($1,118) $6,390 57,538 $5,273 ($109,704) 15 - ($1,151) $6,547 57,230 $5,396 ($104,308) 16 - ($1,186) $6,707 56,923 $5,521 ($98,787) 17 - ($1,222) $6,871 56,615 $5,649 ($93,138) 18 - ($1,258) $7,039 56,307 $5,780 ($87,357) 19 - ($1,296) $7,210 56,000 $5,914 ($81,443) 20 - ($1,335) $7,386 55,692 $6,051 ($75,392) 21 - ($1,375) $7,565 55,384 $6,190 ($69,202) 22 - ($1,416) $7,749 55,077 $6,333 ($62,869) 23 - ($1,459) $7,937 54,769 $6,478 ($56,391) 24 - ($1,502) $8,129 54,461 $6,627 ($49,764) 25 - ($1,547) $8,326 54,153 $6,778 ($42,986) Totals: ($173,444) ($27,755) $158,212 1,446,143 ($42,986) - 46 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 23 of 40 PPA Inputs and Key Financial Metrics End of Term Buyout Payment $0 25-Year Electric Bill Savings $158,212 25-Year ROI - PPA Escalation Rate 0% Electric Bill Savings Year 1 $4,654 PV Degradation Rate 0.50% Starting PPA Rate $0.11 10-Year IRR - Electricity Escalation Rate 3% Upfront Payment $0 20-Year IRR - Federal Income Tax Rate 30% Term 25 25-Year NPV ($5,512) State Income Tax Rate 8% Total Payments $159,076 Payback Period 25 Years Years PPA Payments Electric Bill Savings PV Generation (kWh) Total Cash Flow Cumulative Cash Flow Upfront - - - - - 1 ($6,769) $4,654 61,538 ($2,115) ($2,115) 2 ($6,735) $4,770 61,230 ($1,966) ($4,081) 3 ($6,701) $4,888 60,923 ($1,813) ($5,894) 4 ($6,668) $5,009 60,615 ($1,658) ($7,552) 5 ($6,634) $5,133 60,307 ($1,500) ($9,052) 6 ($6,600) $5,261 60,000 ($1,339) ($10,392) 7 ($6,566) $5,391 59,692 ($1,176) ($11,567) 8 ($6,532) $5,524 59,384 ($1,009) ($12,576) 9 ($6,498) $5,660 59,076 ($839) ($13,415) 10 ($6,465) $5,799 58,769 ($665) ($14,080) 11 ($6,431) $5,942 58,461 ($489) ($14,569) 12 ($6,397) $6,088 58,153 ($309) ($14,877) 13 ($6,363) $6,238 57,846 ($126) ($15,003) 14 ($6,329) $6,390 57,538 $61 ($14,942) 15 ($6,295) $6,547 57,230 $252 ($14,690) 16 ($6,261) $6,707 56,923 $446 ($14,244) 17 ($6,228) $6,871 56,615 $643 ($13,601) 18 ($6,194) $7,039 56,307 $845 ($12,756) 19 ($6,160) $7,210 56,000 $1,050 ($11,706) 20 ($6,126) $7,386 55,692 $1,260 ($10,446) 21 ($6,092) $7,565 55,384 $1,473 ($8,973) 22 ($6,058) $7,749 55,077 $1,691 ($7,283) 23 ($6,025) $7,937 54,769 $1,912 ($5,370) 24 ($5,991) $8,129 54,461 $2,138 ($3,232) 25 ($5,957) $8,326 54,153 $2,369 ($863) Totals: ($159,076) $158,212 1,446,143 ($863) - 47 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 24 of 40 IN FRONT OF THE METER SITE EVALUATIONS STPUD #3 Diamond Valley Ranch (DVR) Address 1585 Diamond Valley Road Markleeville, CA 96150 Utility Provider & Tariff Liberty Utilities Maximum System Size 686,100 kW-DC Challenges: No current Liberty program to support community solar program or other off- taker arrangement that would enable construction of large, utility scale PV sites; may require transmission upgrades Opportunities: Large, relatively unused area that could be used for solar generation; limited to no tree removal required; opportunity for Liberty to become 100% renewable Site Overview Unlike other sites in this report, Diamond Valley Ranch presents a tremendous opportunity to install a large amount of utility-scale solar. The site spans 2,322 acres with the potential for over 680 MW-DC capacity, offsetting over 450,000 metric tons of CO2e annually, but was given a C ranking and not considered for immediate installation because of the lack of Liberty programs to support a utility scale site. After gathering spatial data from California Energy Commission, there also do not appear to be any major transmission lines or substations in the vicinity of this site location. Nevada Energy did not have any resources on their page, so it is possible that there are transmission assets which are not being shown in the CEC data. Lack of sufficient transmission infrastructure in this area could severely limit the viability of this project, therefore it will be essential to work with Liberty Utilities to determine the interconnection capacity at this location. Additionally, not all parcels in the DVR area were considered for solar because of tree cover and other geotechnical obstacles, but a site survey should be completed to definitively exclude or include these areas. Currently, Liberty Utilities does not have a mechanism enabling STPUD to construct this project without special coordination with the utility. However, South Tahoe PUD is the largest customer in Liberty territory and may be able to collaborate with the utility to create an off-taker arrangement that would allow a developer to utilize the land. Optony has been in conversations with Liberty’s Clean Energy Program Manager who has indicated possible interest in a land lease scenario where STPUD leases some of the DVR land to a solar developer who could then work with Liberty Utilities under either a utility PPA or Feed in Tariff. Another scenario might be to work with Liberty to develop a community solar program where local Tahoe residents and community members can subscribe to a project built at Diamond Valley Ranch and receive credit for the electricity produced there. Liberty has the goal of sourcing 100% of their electricity from renewable sources in the next 2-3 years, and development of utility-scale solar at this site could potentially help them reach that goal. Optony recommends that STPUD include this site as a bid alternate in the upcoming RFP, collect responses from vendors, and bring those responses to Liberty to negotiate potential pathways to move forward with an off- 48 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 25 of 40 taker arrangement that would enable utility scale solar development. In any case, considerable cooperation with Liberty will be required in order to develop solar on the Diamond Valley Ranch site. The total site boundary for DVR is indicated in Figure 7, and solar has been modeled in each parcel as shown in Table 17 below. The layouts in Table 17 below are labeled according to the parcel in which they appear on the DVR Parcel Site Map (Figure 7). For example, DVR 1.1, 1.2, 1.3 correspond roughly to parcel 1 labeled on the DVR site boundary map. The layouts can accommodate over 686 MW of ground-mount arrays on open land. In Table 18 is a map legend and design specifications for each modeled array. Figure 5: DVR Parcel Site Map ¦ South Tahoe Public Utility District Solar Assessment Diamond Valley Ranch Site Map 0 2,500 5,0001,250 Feet 1 inch = 2,500 Feet Map Legend Site Boundary (2,322 Acres) Parcel Boundary 49 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 26 of 40 Table 14: DVR Proposed Solar PV Design Layout DVR 1.1 DVR 1.2 DVR 1.3 DVR 1.4 50 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 27 of 40 DVR 2.1 DVR 2.2 DVR 2.3 DVR 2.4 51 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 28 of 40 DVR 2.5 DVR 2.6 DVR 3.1 DVR 4.1 DVR 4.2 DVR 4.3 52 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 29 of 40 DVR 4.4 DVR 4.5 DVR 4.6 DVR 4.7 DVR 5.1 53 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 30 of 40 Table 15: DVR Solar Array Specifications *Please note that the estimated system size of the arrays above is in MW-DC, not kW-DC. Sub- Array # Racking Type Azimuth Tilt Est. System Size (MW-DC) 1.1 Ground mount, fixed tilt 180 5 11.1 1.2 Ground mount, fixed tilt 180 5 16.5 1.3 Ground mount, fixed tilt 180 5 25.4 1.4 Ground mount, fixed tilt 180 5 44.9 2.1 Ground mount, fixed tilt 180 5 54.8 2.2 Ground mount, fixed tilt 180 5 19.9 2.3 Ground mount, fixed tilt 180 5 49.6 2.4 Ground mount, fixed tilt 180 5 56.7 2.5 Ground mount, fixed tilt 180 5 41.3 2.6 Ground mount, fixed tilt 180 5 30.8 3.1 Ground mount, fixed tilt 180 5 46.5 4.1 Ground mount, fixed tilt 180 5 40.5 4.2 Ground mount, fixed tilt 180 5 15.6 4.3 Ground mount, fixed tilt 180 5 42.3 4.4 Ground mount, fixed tilt 180 5 40.2 4.5 Ground mount, fixed tilt 180 5 39.4 4.6 Ground mount, fixed tilt 180 5 35.9 4.7 Ground mount, fixed tilt 180 5 29.8 5.1 Ground mount, fixed tilt 180 5 44.9 Maximum (A+B+C) 686.1 Recommended (A+B) 686.1 54 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 31 of 40 Because the land at this site spans over 650 acres and parcels share similar geotechnical and environmental characteristics, the technical assessment findings for all parcels and sub-arrays have been summarized in one row below. However, a more detailed site survey should be conducted to determine more specific constraints within each parcel. Table 16: DVR Technical Assessment Summary ID Shading Electrical Structural Geotech. Enviro. Comments All Low TBD Low Med High No shading concerns for most parcels; some parcels may require tree removal Unknown interconnection capacity; distance to interconnection will depend on locations of substations and transmission lines No structural concerns at this time No soils or ground analysis has been conducted to our knowledge, but there may be some concerns due to presence of irrigation channels, snow cover in the winter months and rocky soil An environmental impact study will likely be needed before installation of solar PV arrays at this site 55 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 32 of 40 STPUD #4 Wastewater Treatment Plant 2 (WWTP 2) Address 1275 Meadow Crest Dr. South Lake Tahoe, CA 96150 Utility Provider & Tariff Liberty Utilities, A-3 System Size 56,121 kW-DC Challenges: No current Liberty off-taker programs to support utility scale solar; Ground mount systems will require significant tree removal; Detailed impact study is required for installations of 100 kW or more; will require transmission upgrades Opportunities: Large land area that could be used for solar generation; If Liberty is an off taker, could help them reach their renewable energy goals Site Overview This design maximizes solar PV capacity in the open space of the WWTP site boundary, totaling over 56 MW- DC capacity. Rooftop and carport arrays were reviewed under WWTP 1 (STPUD #1) and if installed, would be net metered. Because of the many environmental, geotechnical and electrical concerns, including tree removal, winter snow cover, and likely transmission upgrades, this site was given a C ranking and is not likely to be installed immediately. Additionally, as a utility scale site, WWTP would face similar challenges as DVR and require the developer to find an off-taker such as Liberty Utilities, or to build a community solar farm. At this time, there is no clear off-taker for the potential utility scale PV generation at this site, so Optony recommends that STPUD include this configuration in the RFP as a bid alternate, along with the sites at DVR, to gauge vendor interest and give them a chance to weigh in with innovative ideas for solar development. 56 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 33 of 40 Figure 6: WWTP 2 Proposed Solar PV Design Table 17: WWTP 2 Technical Assessment Summary ID Shading Electrical Structural Geotech. Enviro. Comments #1 Low Med Low Med High No soils or ground analysis has been conducted to our knowledge, but there may be some concerns due to snow cover in the winter months and rocky soil Interconnection capacity is unknown; transmission upgrades will likely be required Significant tree removal will be required 1 57 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 34 of 40 ECONOMIC & ENVIRONMENTAL IMPACT Economic Impact Economic benefits include not only reductions to and predictability of future energy expenses, but also local economic activity and job creation. Multiple commercial-scale solar PV projects would stimulate new, local economic activity and create additional jobs. If a third-party (PPA) financing structure is pursued for the BTM WWTP 1 site, STPUD could avoid $3.9 million in up-front capital expenses while capturing $5.7 million in long- term energy cost savings at net present value for the operational budget (over 25 years). Environmental Impact Environmental benefits include the reduction of greenhouse gas emissions, which could support the achievement of the agency’s and local utility’s sustainability goals, as well as other emissions that negatively impact public health. Liberty Utilities has the goal of sourcing 100% of their electricity from renewable resources in the next 2-3 years, and the potential installation of over 740 MW across the two proposed utility-scale sites (WWTP and DVR) could help them reach that goal while displacing hundreds of thousands of metric tons of emissions which are being released into the atmosphere from current power sources every year. 58 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 35 of 40 CONCLUSION & RECOMMENDATIONS Based on detailed technical and financial analyses, as well as discussions with STPUD staff, it has been determined that a maximum of ~745 MW of solar PV capacity could be deployed across 3 sites in STPUD’s territory. Of the total potential, 1.2MW of BTM solar could likely be developed immediately at the WWTP. Developing the 3 recommended solar PV projects could have a positive impact on STPUD’s budget, local economy and job market, and regional environmental conditions. If a third-party (PPA) financing structure is pursued for the BTM WWTP 1 site, STPUD could avoid $3.9 million in up-front capital expenses while capturing $5.7 million in long-term energy cost savings at net present value for the operational budget (over 25 years). The main barrier for the IFOM sites is that Liberty Utilities does not currently have a mechanism enabling construction without special coordination with the utility. However, STPUD#3 and STPUD#4 still present an opportunity to significantly reduce the region’s carbon footprint and help Liberty achieve their goal of sourcing 100% of their supply from renewable sources. Optony has been in conversations with the utility to find a way to enable construction of these utility-scale projects. Recommendation Optony recommends that STPUD include at least one priority site (WWTP 1) and 2 alternate bid sites (DVR & WWTP 2) in the upcoming RFP, and take the following steps: •Include STPUD #1 as a priority site for inclusion in the RFP. Include STPUD #3 (DVR) and STPUD #4 (WWTP 2)as bid alternate sites to obtain more ideas from developers about the potential for utility scale solar development at these sites •Propose to Liberty Utilities the idea of increasing NEM cap, creating a community solar program and/or establishing off-taker arrangements to develop utility scale sites •Propose the idea of leasing WWTP and/or DVR land to developers to sell clean energy to Liberty Utilities through the programs mentioned above or through a direct PPA Below is a summary of sites recommended to be included in an RFP: Table 18: BTM STPUD Sites Recommended for Inclusion in RFP Table 19: IFOM STPUD Recommended for Inclusion in RFP as Bid Alternate Sites ID Name System Type Est. System Size (kW-DC) Est. Energy Output (kWh/year) STPUD #1 WWTP 1 Roof, Carport, Ground Mount 1,200 1,885,000 Recommended 1,200 1,885,000 ID Name System Type Est. System Size (kW-DC) Est. Energy Output (kWh/year) STPUD #3 Diamond Valley Ranch Ground Mount 686,100 N/A STPUD #4 WWTP 2 Roof, Carport, Ground Mount 56,900 N/A Recommended 743,000 N/A 59 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 36 of 40 NEXT STEPS This report represents the final step in the solar feasibility assessment process and now requires STPUD internal stakeholder review. SEED encourages STPUD to work with SEED staff, discuss the feasibility study results and select some or all recommended sites for inclusion in the upcoming solicitation coordinated by SEED. Optony has found that participants in collaborative solar procurements often realize significant savings in both total system costs and transactional time and costs when compared to single-site solar procurements. If STPUD decides to join the RFP with selected sites, the following next steps have been identified to move this project along quickly and achieve the desired impact on cost reduction and renewable energy production before available federal solar incentives decrease. 1) Build Consensus. Use the report’s findings to select sites to include in the RFP. 2) Finalize and Issue RFP. After the SEED project team has received sites from each agency that they wish to include in the first RFP, SEED will publish and disseminate it widely on behalf of the buying group. 3) Evaluate Vendors, Proposals, Benefits, and Costs. In terms of design, price, performance, and capabilities, ensuring industry best practices are offered and contracted. 4) Select Vendor(s) and Negotiate Contracts. Select vendor(s) and review contract language to ensure maximum benefit for each participant. 5) Plan for Construction in 2020. Finalize financial arrangements, system design, and required building documents to begin installation and construction phase. Build Consensus •START: Immediately. •DURATION: Approx. 2-4 weeks Finalize & Issue RFI •START: Upon confirming final sites for RFP. •DURATION: Approx. 4-6 weeks Evaluate Proposals •START: Upon receiving vendor proposals. •DURATION: Approx. 4 weeks Select Vendor(s) •START: Proposal evaluation and final interviews •DURATION: Approx. 6 weeks Plan for 2020 Construction •START: Upon project approval. •DURATION: Approx 6-8 weeks Feasibility Report Issue RFP Data Analysis On-Site Assessment Review Findings Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 37 of 40 METHODOLOGY & ASSUMPTIONS Optony uses a rigorous methodology and client-focused approach to evaluate potential solar sites that goes well beyond the effort that is provided by system installers, finance companies, or even the utility companies. We combine our extensive experience in the solar field to balance the tradeoffs between technology, system design, rebates and incentive opportunities, electric demand and rate schedules, solar economics, and available funding sources to develop an independent assessment of the realistic options at each site to meet the client’s specific needs and goals. Technical Assessment Methodology Used in this Report: •Optony uses a proprietary approach to perform a solar site technical analysis that uses dynamic scenario creation and evaluation processes along with publicly and privately developed software and tools to determine all the relevant variables and tradeoffs between options. These tools may include Helioscope, Energy ToolBase, PVsyst, Measure Map Pro, Google Earth, AutoCAD, and others. •Solar access is defined as the availability of direct sunlight that reaches the photovoltaic panels. A higher solar access percentage reflects fewer shading obstructions. Shading obstructions may include surrounding buildings, mechanical and other equipment on rooftops, architectural features of the building, tall trees, and other surrounding vegetation. To calculate available space at each site, the Optony team visits the site (where applicable), compares available areas with aerial views from Google Earth and performs shading analysis using Solmetric SunEye. •Optony uses industry standard tools as well as proprietary financial modeling software with local utility rate schedules and typical meteorological year (TMY) 3 data, and neutral to conservative inflation, renewable energy certificate/credit and Investment Tax Credit assumptions in all financial modeling. This approach allows Optony to present the client with realistic forecasting that reduces risks and estimates realistic project returns. •Project timing is very important in the overall economics of a solar system installation due to the time- sensitive nature of the various Federal, state, utility, and local incentives. The estimated construction completion date may vary based on the decisions that are made about installation of utility scale projects and cooperation of Liberty. 61 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 38 of 40 Financial Assumptions Used in this Report: The assumptions and price points used in the financial modeling are based on current local market conditions in Liberty Utility region, as of September 2019, for a mid-range scenario. While conservative and aggressive scenarios have also been analyzed, the results are not included in this report. •Utility Electricity and Demand Rates: Obtained from customer’s electricity bills and/or utility tariff •Utility Electricity Escalation Rate: 3% per year •Direct Purchase Cost: Varies from $2.17/watt to $5/watt for the NEM sites. This cost includes operations and maintenance (O&M) •PPA Rate: $0.11/kWh. O&M is assumed to be included •PPA Escalation Rate: 0% per year •Panel Degradation Rate: 0.5% per year •Discount Rate: 3% Disclaimer: This report is provided as an illustration of the potential benefits of a solar energy system. The information presented in this report should not be construed as legal, tax or accounting advice. You should consult with professional advisors familiar with your particular factual situation for advice concerning specific matters before making any decision. Furthermore, this report may contain references to certain laws, regulations, tax incentives, rebates, programs and third party provided information, which will change over time. 62 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 39 of 40 ABOUT SEED FUND The Sustainable Energy and Economic Development Fund (SEED Fund) is a durable financing mechanism based on a collaborative procurement business model to support regional sustainability projects. The program was designed to enable potential public participants like municipalities and schools to overcome existing barriers to collaborative procurement efforts, such as high upfront costs, high administrative effort and information gaps. Utilizing a California Solar Initiative (CSI) Research, Development, Demonstration, and Deployment (RD&D) grant of $300,000 (later supplemented with a continuation grant of $100,000), the SEED Fund Team had the goal to create a first round collaboration pool of up to 15 public partners with up to 100 potential sites, that would lead to at least 5MW of solar contracted in Marin, Napa and Sonoma Counties. After a successful first round, a second collaborative procurement was brought to the Monterey Bay Area to empower public agencies in Santa Cruz, Monterey and San Benito Counties to install up to 3MW of PV. The SEED Fund recently launched its third round of procurement in the Sierra Nevada’s, of which this feasibility report is a part. For more information, visit https://www.seiinc.org/seedfund.html ABOUT OPTONY Optony Inc. is a global research and consulting services firm focused on enabling government and commercial organizations to bridge the gap between clean energy goals and real-world results. Optony’s core services offer a systematic approach to planning, implementing, and managing commercial and utility-grade renewable power systems, while simultaneously navigating the dramatic and rapid changes in the solar industry; from emerging technologies and system designs to government incentives and private/public financing options. Leveraging our independence, domain expertise and unique market position, our clients are empowered to make informed decisions that reduce risk, optimize operations, and deliver the greatest long-term return on their solar investments. Based in Silicon Valley, Optony has offices in Santa Clara, Oakland, and New York. For more information, visit optonyusa.com 63 Solar Feasibility Assessment Report: South Tahoe Public Utilities District Silicon Valley | Oakland | New York Page 40 of 40 APPENDIX A: ILLUSTRATIVE SOLAR DESIGN PHOTOS Fixed-Tilt Rooftop Systems Fixed-Tilt (Cantilevered) Shade Structures Fixed-Tilt Ground-Mounted Systems 64 Melonie Guttry Page 2 November 7, 2019 BOARD AGENDA ITEM 6b TO: Board of Directors FROM: Melonie Guttry, Executive Services Manager MEETING DATE: November 7, 2019 ITEM – PROJECT NAME: Records Retention Update REQUESTED BOARD ACTION: Adopt Resolution No. 3131-19, for the South Tahoe Public Utility District updated Records Retention Policy and Schedules, dated November 7, 2019, and repealing the District’s current Records Retention Guidelines. DISCUSSION: As part of the South Tahoe Public Utility District’s (District) records management project, staff has updated and improved the Records Retention Schedules for each of the District’s departments. The adoption of the updated Records Retention Policy and Schedules will result in efficiency gains and cost savings. The District selected Gladwell Governmental Services, Inc., (GGS) an expert in special district records, to assist with the development of a comprehensive Records Retention Schedule for the District. This program was necessary to ensure retention periods reflected changes in law, to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology. It is GGS’s opinion that the destruction or disposition of the categories of records contained in the Records Retention Schedules will not adversely affect any interest of the District or the public. The development of the Records Retention Policy and Schedules are driven by many factors, including: •Many departments are filing and storing copies of the same records •The District produces and manages many permanent records •Escalating records storage expenses •Technology advancements •Changes in law, pertaining to special district records General Manager John Thiel Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Nick Exline 65 Melonie Guttry Page 2 November 7, 2019 GGS has assisted more than 100 California municipal governments with their records management, records retention and/or document imaging programs, including many special districts, agencies and governmental units. The Records Retention Schedules for the District were written interactively with all departments participating. The Records Retention Schedules provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of the District’s records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, the District will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies. The appropriate Department Manager, the General Manager, and District Legal Counsel have reviewed and approved the Records Retention Policy and Schedules proposed for adoption by the Board of Directors. SCHEDULE: Upon Approval COSTS: N/A ACCOUNT NO: N/A BUDGETED AMOUNT AVAILABLE: N/A ATTACHMENTS: Resolution No. 3131-19, South Tahoe Public Utility District Records Retention Policy and Schedules, Appendix 1 and 2 _____________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: General GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO 66 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. 3131-19 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT ADOPTING THE RECORDS RETENTION POLICY AND SCHEDULES AND REPEALING THE PRIOR RECORDS RETENTION GUIDELINES RESOLVED, by the Board of Directors (Board of Directors) of the South Tahoe Public Utility District (the “District”): WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the District; and WHEREAS, Section 60200 of the Government Code of the State of California provides that the legislative body of a special district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any department of the District; and WHEREAS, Section 60201 of the Government Code of the State of California was amended effective January 1, 2005, to provide that District records which have served their purpose, which are not expressly required by law to be filed and persevered, and which will not adversely affect any interest of the District or public may be destroyed; and WHEREAS, the District currently has Records Retention Guidelines for the maintenance of the types of records destroyed or disposed of by the District that reasonably identifies the information contained in the records in each category; WHEREAS, the District has developed updated records retention policy and schedules (“Records Retention Policy and Schedules”) to comply with current developments in California law and provide clear guidance to each of the District’s departments. NOW, THEREFORE, BE IT RESOLVED Section 1. The Board of Directors finds that the destruction or disposition of the records that have exceeded the retention periods as set forth in the Records Retention Policy and Schedules, attached as Exhibit 2, and incorporated by this reference, will not adversely affect any interest of the District or the public. 67 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 2. The Records Retention Policy and Schedules are adopted by the Board of Directors pursuant to Government Code section 60200, et. seq., of the State of California and records of the District are authorized to be destroyed in accordance with the provisions of the Records Retention Schedules. Section 3. With the consent of each Department Head, as applicable, General Manager, and District Legal Counsel, the Clerk of the Board is authorized to update the Records Retention Schedules without further action by the Board of Directors. Section 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. Section 5. The District’s current Records Retention Guidelines are repealed in their entirety and replaced by the Records Retention Policy and Schedules. Section 6. This Resolution shall become effective immediately upon its passage and adoption. WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 3131-19 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 7th day of November, 2019, by the following vote: AYES: NOES: ABSENT: _____________________________________ Randy Vogelgesang, Board President South Tahoe Public Utility District ATTEST: _________________________________ Melonie Guttry, Clerk of the Board South Tahoe Public Utility District Resolution No. 3131-19 November 7, 2019 Page 2 68 1 SOUTH TAHOE PUBLIC UTILITY DISTRICT RECORDS RETENTION POLICY AND SCHEDULES FOR THE PRESERVATION, PROTECTION, RETENTION AND LEGAL DISPOSITION OF RECORDS Adopted November 7, 2019 69 SOUTH TAHOE PUBLIC UTILITY DISTRICT INDEX RECORDS RETENTION POLICY AND SCHEDULES FOR THE PRESERVATION, PROTECTION, RETENTION AND LEGAL DISPOSITION OF RECORDS Description Page I. Introduction 1 II. Overview of Records Management 1 III. Handling Documents from Inception to Disposition 2 1. Creating Files 2 2. Converting Hard Copy to Electronic Formats 2 3. Practical Application with Current Technology 3 IV. Records Retention 3 1. Records 3 2. Records Retention Schedules 3 A. District-Wide Records 4 B. Department Records 4 C. Disposition Dates 4 D. Legend 4 V. Disposition of Records 5 VI. Records not Subject to Disposition 5 VII. Records Retention Responsibilities 6 1. Department Responsibilities 6 2. Clerk of the Board Responsibilities 6 VIII. Updating this Policy 7 IX. Disclaimer Statement 7 Appendix 1 – Legend for the Records Retention Schedules Appendix 2 - Records Retention Schedules 70 1 SOUTH TAHOE PUBLIC UTILITY DISTRICT RECORDS RETENTION POLICY AND SCHEDULES FOR THE PRESERVATION, PROTECTION, RETENTION AND LEGAL DISPOSITION OF RECORDS I. Introduction The South Tahoe Public Utility District (District) has adopted this Record Retention Policy and Schedules (Policy) pursuant to Government Code section 60200, et. seq. This policy includes the Records Retention Schedule Legend and the Records Retention Schedules, which are attached to this Policy. II. Overview of Records Management One of the purposes for records management is to ensure that information is available when it is needed. To do this efficiently and thoroughly, records must be identified, organized, maintained for the requisite number of years, and then documented when destroyed. Records management encompasses all the record-keeping requirements that allow the District to establish and maintain control over information flow and administrative operations, seeking to control and manage records through the entirety of their life cycle, from creation to final disposition. A sound records management program does not cost, it pays by improving customer service, increasing staff efficiency, allocating scarce resources, and providing a legal foundation for how an agency conducts its daily activities. It helps identify and justify opportunities for new technology to manage records. Microfilm, optical disk, optical character recognition, workflow, e-mail, and other related technologies cannot be adequately evaluated and cost-justified without a good records management program. This retention schedule will provide the District with the following benefits: 1. Providing public access to and protecting the public's rights to inspect public records in accordance with the California Public Records Act; 2. Preservation of records with long-term or permanent value; 3. Protection of records vital to the District in the event of a disaster; 4. Protection of records essential to the District, but which are referenced infrequently; 5. Demonstration of compliance with legal retention requirements established by federal and state authorities; 71 2 6. Orderly retirement and destruction of records no longer required by statute to be retained or needed for reference; 7. Elimination of duplicate records filed in several departments; 8. Ensuring proper administration of records not subject to disclosure; 9. Providing protection in litigation, audits, and other disputes; 10. Saving space; and, 11. Increased efficiency in information retrieval. A good records management program establishes policies and procedures for the efficient and economical management of the creation, utilization, maintenance, retention, preservation, and disposal of the District’s records, based on federal and state statutes governing public records. And, further, to ensure that a responsible program of records management is practiced within the District, to serve the best interest of the District and the public. III. Handling Documents from Inception to Disposition 1. Creating Files Department personnel should begin new files with an eye to the future disposition of the file being created. For example, by knowing that the information/materials contained within a new file will be retained for a specific number of years, it is prudent to create the file on a calendar year or perhaps fiscal year basis. Planning ahead avoids separating files later when it comes time for storage and/or destruction. Also, reviewing a Department's Records Retention Schedule beforehand can avoid the necessity and time-consuming activity of separating permanent information/documents from short- term materials prior to time of destruction. In order to ensure some level of consistency in labeling and identifying files within a Department, particularly at the time of creating new ones, personnel forsite is essential. 2. Converting Hard Copy to Electronic Formats Government Code section 34090.5 authorizes the conversion of hard copy materials and records onto other electronic mediums (i.e., burning CDs or DVDs or other format reasonably accepted within the industry, as may be determined by the District) as long as the following conditions are met: A. The record, paper, or document is photographed, micro- photographed, reproduced by electronically recorded video images, recorded in electronic data processing system, recorded on optical disk, or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document; B. The device or method used to reproduce the record, paper, or document reproduces the original in all details and does not permit additions, deletions, or changes to the original document images; 72 3 C. The reproductions are made accessible for public reference as the original records were; and, D. A true copy of archival quality of the film, optical disk, or any other medium reproductions shall be kept in a safe and separate place for security purposes. If the above conditions are met, subject to system verification by the Clerk of the Board and the Department Head having custody of the records, the hard copy may be converted to a permissible electronic format and the hard copy destroyed. The Secretary of State’s Local Government Records Management Guideline, Trustworthy Electronic Document or Records Preservation Standards, and Association for Information and Image Management’s Recommended Practice for Analysis, Selection, and Implementation of Electronic Document Management Systems are on file with the Clerk of the Board. 3. Practical Application with Current Technology In accordance with the Secretary of State’s guidelines on “trustworthy electronic document or records preservation” the Clerk of the Board, in consultation with the District’s legal counsel, has determined that documents scanned and electronically stored in JPEG, JBIG, JPEG 2000, TIFF, or PDF-A image format, retained in a document/library service such as Laserfiche, and the images/documents are twice duplicated onto a trusted electronic media, such as Archival Grade DVD-R – then hard copies may be destroyed. IV. Records Retention 1. Records Records include, but are not limited to, letters, papers, maps, exhibits, magnetic tapes, compact-disks, microfilm, photographic film and prints, audio and video recordings, and any other information, regardless of its physical form or characteristics, that is received, created or used by the District. 2. Records Retention Schedules The Records Retention Schedules provide the foundation for the records management and plays a pivotal role in its implementation. The Clerk of the Board maintains the Records Retention Schedules, District-wide for each Department. The Records Retention Schedules establish mandatory minimum retention periods for District records. If a federal or state law, court ruling, or regulation establishes the retention period for a record, a citation to the relevant provision is given; if no citation is present, authority for the retention period is based on departmental, legal, and management 73 4 recommendations. No Department may dispose of a record prior to the expiration of its approved retention period. The retention period applies to a record regardless of the medium in which it is maintained. Some records listed in the Records Retention Schedule are maintained electronically. To ensure access to these records in the future, data used to create the records must be retained, along with all hardware and software necessary to access that data, for the full retention period assigned to the records. The only exception to this rule is where copies of the data are retained in paper or on microfilm and designated as the “record copy” for retention purposes. The electronic version then becomes a convenience copy and may be disposed of when no longer needed. A. District-Wide Records The District-wide Records Retention Schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are not repeated in the Record Retention Schedules, unless a department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. B. Department Records Each Department has a separate Record Retention Schedule that describes the records that are unique to that Department, or for which that Department is the Office of Record. Where appropriate, the Department Records Retention Schedules are organized by Department Division within that Department. If a record is not listed in a Department Records Retention Schedule, then refer to the District-wide Records Retention Schedules. C. Disposition Dates Unless otherwise stated, the retention period for a record is in calendar years from the date of its creation. The retention period applies to the official record as distinct from convenience or working copies created for informational purposes. Where several copies are maintained, the Department shown as the Department of Record shall retain the official record. Duplicate or convenience copies are kept only as long as administratively valuable and should not be kept longer than the official record. D. Legend A legend explaining the information presented in the Records Retention Schedules has been printed on the back of each page for easy reference along with an index to locate records. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or 74 5 duplicates of records should never be retained longer than the prescribed period for the original record. On every page of the Records Retention Schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). V. Disposition of Records At least annually, each Department is responsible for reviewing all records in its custody. Records that have reached the end of their retention period are to be destroyed pursuant to the Records Retention Schedules of this Policy. Electronic versions of those records must also be deleted at the same time. The District, by adopting the Records Retention Schedules, authorizes the Department Heads to destroy duplicate records less than two years old if the records are no longer required in accordance with the Records Retention Schedules. All original records to be destroyed must be listed. Requests for the destruction of original records must be approved by the responsible Department Head, General Manager and the Clerk of the Board prior to destruction. A Request for Records Destruction/Certificate of Destruction and listing of documents to be destroyed and copy of the appropriate page(s) from the Records Retention Schedules shall be filed with the Clerk of the Board. Once authority has been received to destroy records, all forms of that record must be destroyed (or deleted): paper, microfilm/fiche, electronic format. VI. Records not Subject to Disposition The District is prohibited from destroying or disposing of any of the following records: 1. Records related to the formation, change of organization, or reorganization of the District; 2. A District ordinance or resolution unless it has been repealed or is invalid or unenforceable in which case it can be destroyed after five years after it was repealed or became invalid or unenforceable; 3. Minutes of any meeting of the District’s Board of Directors; 4. Records relating to a pending claim, litigation or any settlement or other disposition of litigation within the past two years; 5. Records that are the subject of a pending Public Records Act request, whether or not the District maintains that the record is exempt from disclosure, until the request is granted or two years have passed since denial; 75 6 6. Records relating to any pending construction that the District has not accepted or as to which a stop notice claim legally may be presented; 7. Records relating to any non-discharged debts of the District; 8. Records relating to the title to real property to which the District has an interest; 9. Records relating to any non-discharged contract to which the District is a party; 10. Records that have not fulfilled its administrative, fiscal, or legal purpose for which it was created or received; 11. Unaccepted bid or proposal, which is less than two years old, for the construction or installation of any building, structure, or other public work; and, 12. Records less than seven years old that specify the amount of compensation or expense reimbursement paid to District employees, officers, or independent contractors. VII. Records Retention Responsibilities 1. Department Responsibilities A. The Department Head shall be familiar with the nature and purpose of Department records, has authority to ensure adherence to records policies and procedures, and can recommend retention periods based on actual usage and legal requirements. B. Assist in conducting and maintaining an inventory of all records created and maintained within the Department. C. Review the Department Retention Schedules bi-annually, submitting to the Clerk of the Board any suggested revisions to retention periods, and additions or deletions of record series as Department functions change. D. Review destruction authorizations for stored records prepared in accordance with this Policy. Department Heads should review the list of records eligible for destruction to ensure that none of the records are not subject to disposition. E. Department staff shall be educated in proper recordkeeping policies and procedures as provided in this Policy. 2. Clerk of the Board Responsibilities The Clerk of the Board, as director and administrator of this Policy, shall: A. Direct the preparation of a District-wide records inventory of all Departments; 76 7 B. Prepare and maintain the Records Retention Schedules based on the findings of the records inventory and discussions with District staff; C. Assist Department Heads in reviewing and updating Department Records Retention Schedules on a periodic basis. Revise policy and procedures as necessary to ensure interdepartmental coordination and cooperation in the creation, maintenance, protection, retention, and disposition of all records; D. Submit Records Destruction Authorization Memos to each Department Head for approval to destroy records; E. Carry out such destruction in accordance with established procedures; F. Maintain documentation of all records destroyed in accordance with the Records Retention Schedules, including those records destroyed directly by Departments; and, G. Educate District staff on principles of records management and industry best practices through regular training meetings for Department liaisons. Provide guidance, consultation, and advice as needed. VIII. Updating this Policy To ensure that this Policy is current and complies with the latest legal requirements, the Clerk of the Board and the Department Heads shall review this Policy at least every two years and prepare recommended revisions to the Policy. With the consent of each Department Head, as applicable, the General Manager, and the District Legal Counsel, the Clerk of the Board shall update the Policy. IX. Disclaimer Statement This Policy was developed and intended to include every District record and document. A thorough review of this manual was completed by the Clerk of the Board, and in relation to specific departmental schedules, the appropriate Department Head. As with any document of this complexity, it is anticipated that it may contain errors and omissions. This Policy will need review and/or revision from time to time to include additional records and/or to keep current with changes in the laws governing retention periods and local policy changes. Neither this Policy nor the record descriptions, nor the retention periods shall constitute acknowledgment of the existence or non-existence of any record or the public's right to view, inspect, copy, or otherwise access the records listed herein. Rather, such access is governed by the California Public Records Act, the federal Freedom of Information Act, and other pertinent statutes and regulations governing public access to governmental records. 77 8 This Policy is intended only to assist the District in managing its records in a manner consistent with Federal and State law. This document does not constitute a District policy with regard to public access of the records listed in it. The District makes no warranty of any kind regarding material and information identified in this Policy. The District shall not be responsible or liable for any inaccurate information, changes in document categorization or naming, or any errors or omissions which may arise from use of this Policy. The District shall not be liable for any actions taken or omissions made from reliance on any information contained in this Policy from whatever source, nor shall the District be liable for any other consequences from any such reliance. While every effort is made to keep such information accurate and up-to- date, the District does not certify the authenticity of information that originates from third parties. 78 RECORDS RETENTION SCHEDULE LEGEND ©1995 - 2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a District Board meeting (then it is the District Clerk / Secretary.) Records Description: The record series (a group of like records). Transitory Records: Records that do NOT have substantive content, and are not retained in the ordinary course of business, including without limitation: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualify as a “trusted system”, etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained by the District in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained active and inactive For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) – the form of the record: Mag = Computer Magnetic Media (hard drives, tapes, USB Drives, thumb drives, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed Destroy Paper after Imaged & QC’d: “Yes” indicates the paper version may be destroyed IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media – DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code (CA) FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen.: Attorney General Opinions (CA) PC: Penal Code (CA) R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) WC: Water Code 79 Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). DW-001 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §60200 Dept. that Authors Document or Receives the District's Original Document DW-002 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Letters, Memorandums, Administrative, Chronological, General Files, Reading File, Working Files, etc.) 2 years 2 years Mag, Ppr GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 80 Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the District's Original Document DW-003 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, invitations, instant messaging, logs, mailing lists, meeting room registrations, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other agencies, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required When No Longer Required Mag, Ppr Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult District Counsel to determine if a record is considered transitory / preliminary draft. GC §§60201, 6252, 6254(a); 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 81 Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-004 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the Attorney to determine if a record is considered a draft. GC §§60201, 6252, 6254(a) Lead Dept.DW-005 Personnel Supervisor's Files Transfer to Human Resources Upon Separation or Transfer Transfer to Human Resources Upon Separation or Transfer Mag, Ppr Preliminary drafts; Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §60201 et seq. Lead Dept.DW-006 Pre-Trip Inspections / Vehicle Safety Checks / Daily Equipment Checks 90 days 90 days Mag, Ppr 13 CCR 1234(e); GC §60201 Lead Dept.DW-007 Presentations / PowerPoint Slides When No Longer Required When No Longer Required Mag, Ppr Department Preference; GC §60201 et seq. Lead Dept.DW-008 Reference Materials: Policies, Procedures (SOPs), Brochures, Flyers, Manuals, Newsletters, etc: Produced by YOUR Department 2 years 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §60201 Lead Dept.DW-009 Reports and Studies (Historically significant)10 years P P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 82 Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-010 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years 10 years Mag, Ppr Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §60201 Lead Dept.DW-011 RFPs (Request for Proposals), RFQs (Request for Quotation), Unsuccessful Proposals, Unsuccessful Bids 2 years 2 years Mag, Ppr Department preference; GC §60201 Lead Dept.DW-012 Surveys / Questionnaires (that the District issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years Mag, Ppr GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 83 Ver. 2.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.DW-013 Training - All COURSE RECORDS - Except Safety (Attendance Rosters, Outlines and Materials; includes Safety Training, Tailgates) 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 60201, SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 84 Ver. 3.0 RECORDS RETENTION SCHEDULE: CLERK OF THE BOARD / GENERAL MANAGER Page COB-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Clerk of the Board & General Manager COB-001 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting / Proof of Publications 2 years 2 years Mag, Mfr, OD, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§60201, 54960.1(c)(1) Clerk of the Board & General Manager COB-002 Agenda Packets - District Board of Directors 2 years P P Yes: Before Meeting Date Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Clerk of the Board & General Manager COB-003 Agreements & Contracts - Tenants (Grazing, Cell Phone) Completion + 2 years Completion + 2 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 et seq. Clerk of the Board & General Manager COB-004 Agreements & Contracts - Consulting Services Agreement or Contract, Amendments, Scope of Work Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; All infrastructure, JPAs, & Mutual Aid contracts are permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; GC §60201 et seq.; CCP §337 et seq, SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 85 Ver. 3.0 RECORDS RETENTION SCHEDULE: CLERK OF THE BOARD / GENERAL MANAGER Page COB-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Clerk of the Board & General Manager COB-005 Agreements & Contracts - JPAs, Land / Real Property, Multi-Agency, Water Exchange / Water Rights, Water Supply, etc. Agreement or Contract, Amendments, Scope of Work Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; All infrastructure, JPAs, & Mutual Aid contracts are permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; GC §60201 et seq.; CCP §337 et seq, Clerk of the Board & General Manager COB-006 Conflict of Interest Code (Adopted by Resolution)P P Yes (all)Mag, Mfr, OD, Ppr S No Department preference; GC §60201 Clerk of the Board & General Manager COB-007 Consolidations / Annexations to the District (Board Records)P P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 60201 Clerk of the Board & General Manager COB-008 Director's Files: Oaths of Office for Board of Directors Members Separation + 6 years Separation + 6 years Yes (all)Mag, Mfr, OD, Ppr S No Department Preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, retirement benefits is 6 years from last action; statewide guidelines propose Termination + 6 years; GC §§36507, 60201; PC §§801.5, 803(c); 29 USC 1113 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 86 Ver. 3.0 RECORDS RETENTION SCHEDULE: CLERK OF THE BOARD / GENERAL MANAGER Page COB-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Clerk of the Board & General Manager COB-009 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Notices, Postings, Precinct Workers, County Election Services, etc.) 2 years 2 years Mag, Ppr Used for a model for the next election, GC §60201 Clerk of the Board & General Manager COB-010 Elections - Petitions (Initiative, Recall or Referendum) Results or Final Examination if No Election + 8 months Results or Final Examination if No Election + 8 months Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election. Applies unless a legal/FPPC proceeding. EC §§17200, 17400 Clerk of the Board & General Manager COB-011 Ethics Training Certificates / Harassment Prevention Training for Board Members and Employees 5 years 5 years Mag, Ppr GC §53235.2(b) Clerk of the Board & General Manager COB-012 FPPC 700 Series Forms (Statement of Economic Interests): DESIGNATED EMPLOYEES & CONSULTANTS (specified in the District's Conflict of Interest 7 years 7 years Mag, Mfr, OD, Ppr S Yes: After 2 years District maintains original statements; GC §81009(e)(g) SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 87 Ver. 3.0 RECORDS RETENTION SCHEDULE: CLERK OF THE BOARD / GENERAL MANAGER Page COB-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Clerk of the Board & General Manager COB-013 FPPC 700 Series Forms (Statement of Economic Interests): Filed pursuant to Government Code 87200 PUBLIC OFFICIALS who manage Public Investments (elected & not elected. Includes District Board Members, General Manager, Assistant General Manager, Chief Financial Officer, etc.) 7 years 7 years Mfr, OD, Ppr S Yes: After 2 years Department preference; District maintains copies only are required for 4 years, GC §81009(f)(g) Clerk of the Board & General Manager COB-014 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Ppr Must post on website; GC §81009(e) Clerk of the Board & General Manager COB-015 FPPC Form 802 (Tickets Provided by Agency Report)7 years 7 years Mag, Ppr Must post on website for 4 years; GC §81009(e) Clerk of the Board & General Manager COB-016 FPPC Form 806 (Agency Report of Public Official Appointments)7 years 7 years Mag, Ppr Must post on website; 2 CCR 18702.5; GC §60201;GC §81009(e) Clerk of the Board & General Manager COB-017 Historical Records - Articles of Incorporation, etc.P P Mag, Mfr, OD, Ppr S Yes: After QC & OD District Secretary determines Historical Significance; GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 88 Ver. 3.0 RECORDS RETENTION SCHEDULE: CLERK OF THE BOARD / GENERAL MANAGER Page COB-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Clerk of the Board & General Manager COB-018 Legal Opinions P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 Clerk of the Board & General Manager COB-019 Litigation - Other Than Employee-related Resolution + 5 years Resolution + 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §§ 911.2, 60201 Clerk of the Board & General Manager COB-020 Minutes: District Board of Directors P P Yes (all)Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §60201(d)(3) Clerk of the Board & General Manager COB-021 Ordinances P P Yes (all)Mag, Mfr, OD, Ppr S No GC §60201 et. seq. Clerk of the Board & General Manager COB-022 Property Acquisitions / Property Dispositions / Eminent Domain - Condemnations P P Mag, Mfr, OD, Ppr S No GC §60201 et. seq. Clerk of the Board & General Manager COB-023 Public Records Requests 2 years 2 years Mag, Ppr GC §60201 et. seq. Clerk of the Board & General Manager COB-024 Real Property: Deeds P P Mag, Mfr, OD, Ppr S No GC §60201 et. seq. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 89 Ver. 3.0 RECORDS RETENTION SCHEDULE: CLERK OF THE BOARD / GENERAL MANAGER Page COB-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Clerk of the Board & General Manager COB-025 Recordings / Tapes (Audio) District Board meetings 60 days 60 days Mag Department Preference; legally required for 30 days (or adoption of the minutes); GC §54953.5(b) Clerk of the Board & General Manager COB-026 Recordings / Tapes (Video) District Board meetings (Granicus) 5 years 5 years Mag Department Preference; legally required for 90 days (or adoption of the minutes); GC §§53161, 60201 et seq. Clerk of the Board & General Manager COB-027 Records Destruction Authorization Forms / Certificates of Records Destruction / Authorization to Destroy Paper to Rely on the Image as the Original 10 years 10 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 et. seq. Clerk of the Board & General Manager COB-028 Records Retention Schedules - Authorization for Amendments to Retention Schedules 2 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §60201 et. seq. Clerk of the Board & General Manager COB-029 Resolutions P P Yes (all)Mag, Mfr, OD, Ppr S No GC §60201 et. seq. Clerk of the Board & General Manager COB-030 Subpoenas or Summons 2 years 2 years Mag, Ppr GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 90 Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering ENG-001 Aerial Maps (Analog Photographs)P P Mag, Mfr, OD, Ppr S No District Preference; GC §60201 Engineering ENG-002 Agenda Packets - Operations Committee 2 years P P Yes: Before Meeting Date Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Engineering ENG-003 Consolidations / Annexations to the District (Maps)2 years P P Mag, Mfr, OD, Ppr S No District Preference; GC §60201 Engineering ENG-004 District Boundaries / Formation P P Mag, Mfr, OD, Ppr S / M / I No Part of the Agenda Packet, which is maintained permanently; GC §60201 Engineering ENG-005 Engineering Project Files / CIP (Capital Improvement Project) Files - Administration File: Project Administration, Advertising, Certified Payrolls, Complaints (project-related), Cost of Construction, Fee & Deposit Reimbursements, Insurance Certificates from Contractors, Labor Compliance, Logs, Meeting Minutes, Pre-construction meetings, Performance Bonds/Surety, Project Security files, Project Schedules, Real Estate Appraisals, Stop Work Notices, Temporary Permits, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S Yes: After QC & OD Statute of Limitations for written contracts are four years from the date of breach; errors and omissions is 10 years; Death during construction is 10 years; CCP §§337., 337.1(a), 337.15 GC §60201, Contractor has retention requirements in 48 CFR 4.703 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 91 Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering ENG-006 Engineering Project Files / CIP (Capital Improvement Project) Files - Permanent File - Large Format Drawings Design Drawings (finals), Record Drawings ("As Builts") Upon Completion P P Yes Mag, Mfr, OD, Ppr S Project Manager Decides For Disaster Recovery Purposes; GC §60201 et seq. Engineering ENG-007 Engineering Project Files / CIP (Capital Improvement Project) Files - Permanent File: Specifications, RFIs/RFPs, Bid Results Change Orders, Calculations, Contract Documents, Construction Photos, Correspondence, Close- Out/Acceptance, Deeds, Drillers Logs, Easements, Field Inspection Reports / Inspection Diaries, Materials Testing Reports, Bills of Material / Substitutions, Easements, Environmental Documents, Notice of Completion, Regulatory Agency Approvals, Right of Way, Shop Drawings, Soils Reports, Structural Calculations, Surveys, Permanent Encroachment Permits, Submittals, Materials Submittals, SWPPP, Variances, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S Based Upon Disaster Response Value, keep hard copy (Recorded Documents are kept in hard copy format) For disaster preparedness purposes; GC §60201 et seq. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 92 Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering ENG-008 Engineering Studies and Reports / Feasibility Studies / Corrosion Studies and Reports / Geotechnical Reports / Hazardous Material Assessments / Odor Studies, etc. 10 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD District Preference; GC §60201 Engineering ENG-009 Fire Hydrant Pressure / Modeling Upon Completion 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; plans must be updated every 5 years, audits are required every 2 years; GC §60201 Engineering ENG-010 Geographic Information System (GIS)Indefinite Indefinite Yes Mag Data is interrelated; GC §60200, 60201 et seq. Engineering ENG-011 Groundwater Studies & Reports (Unadjudicated Water) Upon Completion P P Yes Mag, Mfr, OD, Ppr S No Department Preference; GC §60201 et seq. Engineering ENG-012 Inundation Maps / Hazard Assessments (Dams) Upon Completion P P Mag, Mfr, OD, Ppr S Yes: After QC & OD District Preference; GC §60201 Engineering ENG-013 Models, Calculations, Projections Upon Completion 10 years 10 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 Engineering ENG-014 Monitoring Well Logs Upon Completion P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Engineering ENG-015 Project Studies, Plans, Reports (if not maintained in Project File) Upon Completion P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 Engineering ENG-016 Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan Superseded + 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR 122.41(j)(2); GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 93 Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering ENG-017 Sewer System Management Plans (SSMP) and Audits Superseded + 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; plans must be updated every 5 years, audits are required every 2 years; GC §60201 Engineering ENG-018 Standard Drawings / Construction Standards Authored by the District Indefinite P P Mag, Mfr, OD, Ppr S No Department Preference; GC §60201 Engineering ENG-019 Urban Water Management Plan Upon Completion P P Mag, Mfr, OD, Ppr S Yes: After QC & OD District preference; GC §60201 Engineering ENG-020 Well Construction / Destruction / Abandonment, Depth to Water, Drilling Logs, Draw Down Tests, etc. Upon Completion P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 et seq. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 94 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ADMINISTRATION Finance / Admin.FIN-001 Financial System Database (Tyler)Indefinite Indefinite Mag Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7 Finance / Admin.FIN-002 Agenda Packets - Finance Committee 2 years 2 years Yes: Before Meeting Date Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Finance / Admin.FIN-003 Assessment District Formation, Boundaries P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60200 Finance / Admin.FIN-004 Assessment District Tax Assessment Roll 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §60200 Finance / Admin.FIN-005 Audit Work Papers (Finals)2 years 5 years 7 years Mag, Ppr Department Preference; GC §60201 Finance / Admin.FIN-006 Audited Financial Statements / Comprehensive Annual Financial Report (CAFR) with Audit Management Letters / Audit Reports P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60200 Finance / Admin.FIN-007 Bank Statements / Checking Account Reconciliation / Bank Reconciliation / Fiscal Agent Statements / Trust Statements / Petty Cash Reconciliation (Transaction Statements, Wire Transfers, Check Listing Audit Trail, Deposits, Treasury Statements, Trustee & Investment Statements, etc.) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD District Preference (may include records pertaining to independent contractor's compensation, or expense reimbursement); Meets auditing standards; GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 95 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Admin.FIN-008 Bonds / Debt / Transcripts / Disclosure Reports / Lines of Credit / Promissory Notes / Commercial Paper (including Arbitrage) Fully Defeased or Matured + Refundings +10 years Fully Defeased or Matured + Refundings +10 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I No Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq.; 337.5(a); 26 CFR 1.6001-1(e): GC §§43900 et seq., 60201 Finance / Admin.FIN-009 Budgets: Adopted P P Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Copies (part of an agenda packet); GC §60200 Finance / Admin.FIN-010 Budgets: Development, Drafts, etc. When No Longer Required When No Longer Required Mag, Ppr Drafts; GC §60200 Finance / Admin.FIN-011 Check Registers / Bills for Consideration (Including Payables and Receiving Transaction Journals) When No Longer Required When No Longer Required Mag, Ppr These can be re-run from the database, which is the original record; GC §60201 Finance / Admin.FIN-012 Employee Newsletters 5 years 5 years Mag Department preference; GC § 60201 Finance / Admin.FIN-013 FEMA Reimbursements / OES Reimbursements and All Backup to pass FEMA or OES Audit 15 years 15 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 96 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Admin.FIN-014 Financial Reports: Journals, Ledgers, Reconciliations, Registers, Reports, Transaction Histories, Balance Sheets, Batch Proofs, Trial Balance, (MONTHLY OR PERIODIC) When No Longer Required When No Longer Required Mag, Ppr Reports can be recreated; GC §60201 Finance / Admin.FIN-015 Investments / Trade Tickets 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Finance / Admin.FIN-016 Journal Entries / Journal Vouchers 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Admin.FIN-017 Local Government Compensation Report When No Longer Required When No Longer Required Mag, Ppr Filed with the State; GC §60201 Finance / Admin.FIN-018 Rate Studies 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 ACCOUNTING Finance / Accounting FIN-019 1099's, 1096's 2 years 5 years 7 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §60201(d)(12); 29 USC 436 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 97 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting FIN-020 Accounts Payable/ Invoices - ALL vendors: Employee Reimbursement / Travel Expense Reimbursement and Approvals 2 years 5 years 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S/I Yes: After QC & OD May contain independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; 40 CFR 122.41(j)(2); WC §13263.2(b) et seq.; GC §60201(d)(12) Finance / Accounting FIN-021 Accounts Receivable Source Records including Adjustments, Billings, Cash, Checks, Payments, Cash Receipts Damage to District Property, Leases, etc. See Customer Service for Utility Billing 2 years 5 years 7 years Yes: Until Paid Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Accounting FIN-022 Checks Issued by the District (cashed - maintained by the Bank) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD May contain independent contractor's compensation; Statute of Limitations is 4 years; Meets municipal government auditing standards; GC §60201(d)(12), CCP § 337 Finance / Accounting FIN-023 Fixed Asset Records Life of Asset Life of Asset Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 98 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting FIN-024 Rebates (includes applications, inspections, Photos, W-9's)5 years 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §60201(d)(12); 29 USC 436 Finance / Accounting FIN-025 Returned Payments (NSF, etc.) Checks / ACH 2 years 5 years 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Meets municipal government auditing standards; Statewide guidelines propose audit + 4 years; GC §60201 Finance / Accounting FIN-026 Tax Returns (Sales Tax, etc.)2 years 5 years 7 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), 26 CFR §1.6001-1, R&T §19530, GC §60201 Finance / Accounting FIN-027 Vehicle Titles ("Pink Slips")Upon Sale Upon Sale Ppr Department Preference; GC §60201 CUSTOMER SERVICE Finance / Customer Service FIN-028 Backflow Test Results 3 years 3 years Mag, Ppr 17 CCR 7605(f); GC §60201 Finance / Customer Service FIN-029 Checks deposited to Bank (District scans them for the Bank, rather than physically taking the checks to the bank to deposit them.) Follow Bank Instructions Follow Bank Instructions Mag, Ppr These are bank instruments, and not District records; per bank agreement. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 99 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Customer Service FIN-030 Claims / Liability Claims (Backup into Structures, etc.) Resolution + 5 years Resolution + 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §§ 911.2, 60201 Finance / Customer Service FIN-031 Collection Letters When No Longer Required When No Longer Required Yes: While Active Issues Mag, Ppr District preference (Database / CIS is the original); GC §60201 Finance / Customer Service FIN-032 Collection List of Active Delinquent Accounts & Penalties When No Longer Required When No Longer Required Yes: While Active Issues Mag, Ppr District preference (Database / CIS is the original); GC §60201 Finance / Customer Service FIN-033 Connection Fee Revenue (Amount and Payee Name)7 years 7 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 Finance / Customer Service FIN-034 Connection Fees Completion + 5 years Completion + 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §60201 Finance / Customer Service FIN-035 Customer Bankruptcies - ALL When No Longer Required When No Longer Required Mag, Ppr Department preference (account is closed and notes indicate bankruptcy); GC §60201 Finance / Customer Service FIN-036 Customer Correspondence, Leak Appeals, Adjustments etc.2 years 2 years Mag, Mfr, OD, Ppr Yes: After QC & OD District preference; GC §60201 Finance / Customer Service FIN-037 Customer Service Database / Service Order Database / Utility Billing Database (Tyler / Springbrook) Indefinite Indefinite Mag District preference (in CIS Database); GC §60201 Finance / Customer Service FIN-038 Direct Payment Authorizations / ACH Authorization Expiration of Authorizatio n Expiration of Authorizatio n Mag, Mfr, OD, Ppr Yes: After QC & OD District preference; GC §60201 Finance / Customer Service FIN-039 District Comments on Planning Entitlements in Process at Cities Completion + 10 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; CCP §§337, 337.1(a), 337.15 GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 100 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Customer Service FIN-040 FOG (Fats, Oil & Grease) / Pretreatment Annual / Quarterly Reports 3 years 3 years Mag, Ppr Department Preference; NPDES Monitoring records required for 3 years; Records will be maintained in CMMS starting FY19; GC §60201 Finance / Customer Service FIN-041 Mainline Extension Payments and Inspections 5 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Finance / Customer Service FIN-042 Meter History / Calibrations P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Finance / Customer Service FIN-043 Meter Reads / Flow Meter Reads P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Finance / Customer Service FIN-044 Payment Stubs (if not combined with Cash Register Backups)2 years 2 years Yes: While Active Issues Mag, Ppr District preference; GC §60201 Finance / Customer Service FIN-045 Payment Transactions / Cash Register (End of Month)5 years 5 years Mag, Mfr, OD, Ppr Yes: After QC & OD District preference; GC §60201 Finance / Customer Service FIN-046 Private Development / Applicant Projects: Acceptance of Infrastructure & Pipelines / Acceptance Package Completion + 10 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference - infrastructure; GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 101 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Customer Service FIN-047 Private Development / Applicant Projects: Subdivisions / Tract Files - Administrative File Project Administration, Complaints (project-related), Fee & Deposit Reimbursements, Meeting Minutes, Pre-construction meetings, Performance Bonds/Surety, Project Security files, Project Schedules, Real Estate Appraisals, Stop Work Notices, Temporary Permits, etc. Completion + 10 years Completion + 10 years Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Statute of Limitations for written contracts are four years from the date of breach; errors and omissions is 10 years; Death during construction is 10 years; CCP §§337., 337.1(a), 337.15 GC §60201, Contractor has retention requirements in 48 CFR 4.703 Finance / Customer Service FIN-048 Private Development / Applicant Projects: Subdivisions / Tract Files - Permanent File Deeds, Easements, Rights of Way, Final Inspection / Acceptance, Material Submittals 10 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Finance / Customer Service FIN-049 Prop. 218 Fees & Charges: Ballots and/or protest letters Final Action + 2 years Final Action + 2 years Ppr GC §53753(e)(2) SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 102 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Customer Service FIN-050 Prop. 218 Fees & Charges: Master Mailing List Final Action + 2 years Final Action + 2 years Ppr GC §60201 Finance / Customer Service FIN-051 Prop. 218 Fees & Charges: Undeliverable Mail Final Action + 2 years Final Action + 2 years Ppr Department preference; Transitory records not retained in the ordinary course of business; GC §60201 Finance / Customer Service FIN-052 Tax Assessor Rolls (Delinquent Accounts)5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §60201 Finance / Customer Service FIN-053 Underground Service Alerts (USAs)3 years 3 years Mag, Ppr Department Preference (required for 3 years); CCP §337 et seq., GC §§4216.2(d) & 4216.3(d), 60201 Finance / Customer Service FIN-054 Will Serve Letters / Availability Letters 2 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD District Preference; GC §60201 PAYROLL Finance / Payroll FIN-055 DE-6. DE-43, W-3, & DE-166, & 941 Forms - Quarterly Payroll Tax Returns (Federal and State) IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - OASDI, Federal Tax Deposits, Adjustments, etc. 2 years 5 years 7 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), 26 CFR §1.6001-1, R&T §19530, GC §60201 Finance / Payroll FIN-056 Deferred Compensation Quarterly Reports 2 years 5 years 7 years Mag, Ppr Department preference; GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 103 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Payroll FIN-057 Employee Payroll File / Deductions, W-4s Separation + 7 years Separation + 7 years Mag, Ppr Department preference; W-4s: IRS Regulation 31-6001-1 four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001-1 GC §60201 Finance / Payroll FIN-058 Garnishments, Child Support, Court Orders regarding Employee Wages Completion + 2 years 5 years Completion + 7 years Mag, Ppr Department preference; GC §60201 et seq. Finance / Payroll FIN-059 Payroll Checks (copies)2 years 5 years 7 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD GC §60201(d)(12) Finance / Payroll FIN-060 Payroll Registers / Payroll Reports 2 years 5 years 7 years Mag, Ppr Department preference; GC §60201 Finance / Payroll FIN-061 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 5 years 7 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference to meet auditing standards; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC §60201 et seq. Finance / Payroll FIN-062 Unemployment Claims Final Disposition + 7 years Final Disposition + 7 years Mag, Ppr Department preference; GC §§12946, 60201 Finance / Payroll FIN-063 W-2's 2 years 5 years 7 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §60201(d)(12) PURCHASING SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 104 Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Purchasing FIN-064 Fixed Asset Retirements - Auction / Disposal / Sales / Surplused 2 years 5 years 7 years Mag, Ppr Department preference; GC §60201, CCP §337 Finance / Purchasing FIN-065 Inventory System Database Indefinite Indefinite Mag Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7 Finance / Purchasing FIN-066 Purchase Orders (Includes Insurance Certificates) For Agreements, See District Wide 5 years 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD May contain independent contractor's compensation; Statute of Limitations is 4 years; Meets municipal government auditing standards; GC §60201(d)(12), CCP § 337 Finance / Purchasing FIN-067 W-9's (Vendors)5 years 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §60201(d)(12); 29 USC 436 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 105 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Human Resources HR-001 Affirmative Action Complaints - Department of Fair Employment & Housing (DFEH) or Equal Opportunity Commission (EEOC) Separation + 3 years Separation + 3 years Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 60201 Human Resources HR-002 Agreements & Contracts - Private Investigators and Consultants Completion + 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; GC §60201 et seq. Human Resources HR-003 Benefit Plans - Employee Benefit Policies (Benefits: Health, Eye, Dental, Life Insurance, Long Term Disability, State Disability, Unemployment Insurance, etc) Plan Termination 6 years Plan Termination + 6 years Yes: Before Expiration Mag, Mfr, OD, Ppr S No Department preference to be consistent with District-wide standards; EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 60201 Human Resources HR-004 Compensation Studies / Surveys When No Longer Required When No Longer Required Mag, Ppr Department Preference; GC §60201 Human Resources HR-005 Deferred Compensation Statements 5 years 5 years Mag Department preference; GC § 60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 106 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-006 DMV Pull Notices When Superseded or Separation When Superseded or Separation Mag, Ppr District preference (DMV record that the District considers a non- record used for reference); DMV audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §60201 Human Resources HR-007 Drug & Alcohol Test Results (All - Positives and Negatives) (Confidential File) 2 years 3 years 5 years Mag Ppr D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(v), GC §§12946, 60201, 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. Human Resources HR-008 Employee Investigations & Complaints (Confidential File) Separation + 3 years Separation + 3 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) statue of limitations is 1-3 years; State Law requires 2 years; Reports & Data used to compile EEO reports are required for 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 11013(c) 8 CCR §11040.7( c), GC §§12946, 60201 Human Resources HR-009 Ethics Training Certificates / Harassment Prevention Training Certificates for Employees 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §§12946, 60201, 53235.2(b) Human Resources HR-010 Human Resources Database (ADP, Tyler)Indefinite Indefinite Mag, Ppr Department preference (data is inter-related); GC §60201 et seq. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 107 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-011 I-9s Separation + 3 years Separation + 3 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; INA 274A(b)(3); INS Rule 274a.1(b)(2); 8 CFR 274a.2; 29 CFR 1627.3(b)(i); GC §§12946, 34090 Human Resources HR-012 Job Descriptions, Classifications Superseded + 3 years Superseded + 3 years Mag, Ppr Department Preference; GC §60201 Human Resources HR-013 Labor Negotiation Notes 10 years 10 years Mag, Ppr District preference; GC §60201 Human Resources HR-014 Litigation - Employee-related Resolution + 5 years Resolution + 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §§ 911.2, 60201 Human Resources HR-015 OSHA Log 300, 300 A, 301, 301A, etc.5 years 5 years Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §60201 et seq.; LC §6429c SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 108 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-016 Personnel Files - General File, Confidential Background, Benefit Enrollment (Includes Application, Awards, Backgrounds, Disciplinary Actions, Certifications, documentation of internal and external training certification and designations, Commendations, Ethics Training Certificates, Evaluations, Licenses, Personnel Action Forms, Policy acknowledgements, Disaster Service Workers Oaths, etc. - Excludes Medical Records) Separation + 6 years P P Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.14; 1602.31 & 1627.3(b)(ii); GC §§12946, 60201; 29 USC 1113; GC §3105; GC §53235.2(b) Human Resources HR-017 Personnel Files - Medical File / FMLA / Disability (Includes pre-employment physicals, DOT Clearances, Class A&B medicals, Medical Surveillances, Pulmonary Function Test Results, Return to Work Clearances, etc.) Separation + 6 years P P Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 29 CFR 1910.1020(d)(1)(i), 29 USC 1113; GC §§12946, 60201 Human Resources HR-018 Policy Manual, MOUs (Memoranda of Understanding)P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC § 60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 109 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-019 Recruitment Files: Applications for Employment or Resumes / Recruitment Files: Solicited: Brochure, advertisement, unsuccessful applications (with or without interviews), selection materials, interview notes, results, etc. 3 years 3 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14 et seq; 2 CCR 11013(c) GC §§12946, 60201 Human Resources HR-020 Strike History P P Mag, Ppr District preference; GC §60201 Human Resources HR-021 Verification of Employment When No Longer Required When No Longer Required Mag, Ppr Department Preference; GC §60201 Human Resources HR-022 Workers Compensation Files, Including all Employee Accidents Separation + 6 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Claims can be made for 30 years for toxic substance exposure; 8 CCR 10102; 8 CCR 15400.2, 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020, GC §§12946, 60201, CCP §337 et seq. ENVIRONMENTAL, HEALTH & SAFETY Human Resources / Environ., Health & Safety HR-023 Employee Training Database Indefinite Indefinite Mag, Ppr Department preference (data is inter-related); GC §60201 et seq. Human Resources / Environ., Health & Safety HR-024 Hazardous Materials Business Plan When Superseded When Superseded Mag, Ppr GC §60201 et seq. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 110 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources / Environ., Health & Safety HR-025 Hazardous Materials Generators Report / Hazardous Materials Test Reports 3 years 3 years Mag, Ppr 22 CCR 66262.40 Human Resources / Environ., Health & Safety HR-026 Noise Exposure Measurements: Areas / Facilities / Equipment When Superseded P P Mag, OD, Ppr S Yes: After QC & OD Department preference (only 2 years is required); 8 CCR 5100(d)(1); GC §60201 et seq. Human Resources / Environ., Health & Safety HR-027 OSHA Inspections & Citations, Forms, loss analysis reports, safety reports, actuarial studies 5 years 5 years Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §60201 et seq.; LC §6429c Human Resources / Environ., Health & Safety HR-028 Permits - Operations: Discharge (NPDES), Encroachment, Storage Tanks, etc. Superseded + 3 years Superseded + 3 years Mag, Ppr Department Preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Human Resources / Environ., Health & Safety HR-029 Safety Committee / Safety Steering Committee Agendas & Minutes 5 years 5 years Mag, Ppr Department preference; GC §60201 et seq. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 111 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources / Environ., Health & Safety HR-030 Safety Data Sheets (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 2 years 28 years 30 years Yes: After 3 months Mag, OD, Ppr S Yes: After QC & OD MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(ii)(B); GC §60201 et seq. Human Resources / Environ., Health & Safety HR-031 Safety Investigations 5 years 5 years Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §60201 et seq.; LC §6429c Human Resources / Environ., Health & Safety HR-032 Safety Policies P P Mag, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 et seq. Human Resources / Environ., Health & Safety HR-033 Site Inspection Forms 5 years 5 years Mag, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 et seq. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 112 Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources / Environ., Health & Safety HR-034 Training - Safety COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Safety Training, Tailgates) 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 60201, Human Resources / Environ., Health & Safety HR-035 Vulnerability Assessment When Superseded - Minimum 2 years When Superseded - Minimum 2 years Mag, Ppr Confidential; GC §60201 RISK MANAGEMENT Human Resources / Risk Management HR-036 Claims / Liability Claims (Vehicles, etc.) Resolution + 5 years Resolution + 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §§ 911.2, 60201 Human Resources / Risk Management HR-037 Insurance Policies P P Yes (all)Mag, Mfr, OD, Ppr S No Department preference; GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 113 Ver. 3.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Information Technology IT-001 Backups - Daily / Hourly When No Longer Required When No Longer Required Yes Mag. (Disk) Stored On-site and Off-site. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §60200 et seq. Information Technology IT-002 Backups - Weekly / Monthly When No Longer Required When No Longer Required Yes Mag. (Disk) Stored On-site and Off-site. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §60200 et seq. Information Technology IT-003 Browser History / internet Traffic located on Systems (Systems / Servers / Equipment) When No Longer Required When No Longer Required Yes Mag. (Disk)GC §60200 et seq. Information Technology IT-004 Employee ID Badge Database / Vendor Temporary ID Badge Database Indefinite Indefinite Mag Department preference; GC §§12946, 60201 Information Technology IT-005 Network Configuration Maps & Plans When No Longer Required When No Longer Required Yes Mag. (Disk) Department preference; GC §60201 et seq. Information Technology IT-006 Unalterable Media / WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes P P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); GC 60200, 12168.7, EVC 1550, 2 CCR 22620 et seq.. Information Technology IT-007 Video Recordings (Security / Safety) When No Longer Required When No Longer Required Mag Does not record "regular and ongoing operations"; GC §60201 et seq. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 114 Ver. 2.0 RECORDS RETENTION SCHEDULE: LABORATORY Page LAB-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Laboratory LAB-001 Conservation Reports (e.g., Monthly Reports to SWRCB)5 years 5 years Mag, Ppr Department Preference; GC §60200 Laboratory LAB-002 Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints (Correspondence) 5 years 5 years Mag, Ppr 5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64453(a) Laboratory LAB-003 Potable Water Lab Reports & Chains of Custody / Tabular Summaries: Chemical (Includes Chlorine Residuals) 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department preference; State & Federal Law requires 10 years; Actual laboratory reports may be kept, or data may be transferred to tabular summaries ; 40 CFR 141.33(a) Laboratory LAB-004 Potable Water Lab Reports & Chains of Custody / Tabular Summaries: Lead & Copper 12 years 12 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department Preference; Law requires for 12 years or 2 compliance cycles (18 years); Actual laboratory reports may be kept, or data may be transferred to tabular summaries; 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 Laboratory LAB-005 Potable Water Lab Reports & Chains of Custody / Tabular Summaries: Non-Compliance Chemistry and Bacterial 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department preference; State & Federal Law requires 5 years; Actual laboratory reports may be kept, or data may be transferred to tabular summaries; 40 CFR 141.33(a) SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 115 Ver. 2.0 RECORDS RETENTION SCHEDULE: LABORATORY Page LAB-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Laboratory LAB-006 Potable Water Lab Reports & Chains of Custody / Tabular Summaries: Bacteriological and Organics / Turbidity / Phyto Plankton 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department Preference; Law requires 5 years; Actual laboratory reports may be kept, or data may be transferred to tabular summaries; 40 CFR 141.33(b)(1) Laboratory LAB-007 Recycled Water Lab Reports & Chains of Custody / Tabular Summaries: ALL, including Antibiotic Resistant Bacteria (ARBs) and Antibiotic Resistance Genes (ARGs) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department Preference; Law requires 5 years; Actual laboratory reports may be kept, or data may be transferred to tabular summaries; 40 CFR 141.33(b)(1) Laboratory LAB-008 State Reports - Water (State Water Resources Control Board, etc.)5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 Laboratory LAB-009 Wastewater Lab Reports & Chains of Custody / Tabular Summaries: ALL 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department Preference; Law requires 5 years; Actual laboratory reports may be kept, or data may be transferred to tabular summaries; 40 CFR 141.33(b)(1) SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 116 Ver. 2.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FIELD OPERATIONS - WASTEWATER / SEWER Lead Dept.OPS-001 Air Quality Management District Permits / AQMD Permits / ARB Permits and Inspections Expiration + 5 years Expiration + 5 years Mag, Mfr, OD, Ppr S Yes: After Expiration 40 CFR 70.6; GC §60201 Ops / Field / Wastewater OPS-002 CCTV Collection Line Inspection Tapes / Video Inspections / Video Tapes or Digital Recordings - SCWD Lines Indefinite Indefinite Mag Department Preference; GC §60201 et seq. Ops / Field / Wastewater OPS-003 Confined Space Entries - Wastewater Operations 2 years 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §60200 Ops / Field / Wastewater OPS-004 Lift Station Log Books - Inspections, Maintenance, Reads, Repairs, Service Requests, Alarm Recording, Logs, Charts, Flow Monitoring / Circular Charts, Voltage Readings, Permits (in CMMS) Indefinite Indefinite Ppr Stored in CMMS database; Department Preference WC §13263.2(b) et seq.; 40 CFR 122.41(j)(2); GC §60201 Ops / Field / Wastewater OPS-005 Odor Complaints (Wastewater)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; SSOs are Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR 122.41(j)(2); GC §60201 Lead Dept.OPS-006 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §60201 et. seq. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 117 Ver. 2.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ops / Field / Wastewater OPS-007 Sanitary Spills and Overflows (SSOs) & Corrective Actions 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR 122.41(j)(2); GC §60201 Ops / Field / Wastewater OPS-008 SCADA Alarms / Printouts When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts (the database is the original); GC §60201 Ops / Field / Wastewater OPS-009 SCADA Database (Wastewater) (Supervisory Control and Data Acquisition) Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §60201 Lead Dept.OPS-010 Underground Service Alerts (USAs)3 years 3 years Mag, Ppr Department Preference (required for 3 years); CCP §337 et seq., GC §§4216.2(d) & 4216.3(d), 60201 Division Providing Service / Work OPS-011 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §60201 Division Providing Service / Work OPS-012 Work Orders / Service Requests - All Information Entered in CMMS Database When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 118 Ver. 2.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work OPS-013 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr District Preference; CCP §§338 et seq., 340 et seq., 342, GC §60201 FIELD OPERATIONS - WATER DISTRIBUTION (INSPECTION, MAINTENANCE, PUMP STATIONS, REPAIR, RESERVIORS) Lead Dept.OPS-014 Air Quality Management District Permits / AQMD Permits / ARB Permits and Inspections Expiration + 5 years Expiration + 5 years Mag, Mfr, OD, Ppr S Yes: After Expiration 40 CFR 70.6; GC §60201 Ops / Field / Water Distribution OPS-015 Dam Inspections / DSOD (Department of Safety of Dams) Inspections - STPUD Dams 10 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Ops / Field / Water Distribution OPS-016 Flow Flushing 5 years 5 years Mag, Ppr Department Preference; GC §60201 Lead Dept.OPS-017 Hazardous Materials Spills / Chemical Spills 2 years 28 years 30 years Yes: After 3 months Mag, OD, Ppr S Yes: After QC & OD MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(ii)(B); GC §60201 et seq. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 119 Ver. 2.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ops / Field / Water Distribution OPS-018 Leak Detection Reports 5 years 5 years Mag, Ppr Department Preference; GC §60201 Lead Dept.OPS-019 Operations & Maintenance Manuals / O & M Manuals (Pumps, etc.) Disposal of Equipment Disposal of Equipment Mag, Mfr, OD, Ppr S / I No Department preference; GC §60201 Ops / Field / Water Distribution OPS-020 Rain Data Collection P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 Ops / Field / Water Distribution OPS-021 SCADA Database (Water) (Supervisory Control and Data Acquisition) Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §60201 Lead Dept.OPS-022 Standard Operating Procedures / SOPs Superseded + 5 years Superseded + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Division Providing Service / Work OPS-023 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §60201 Division Providing Service / Work OPS-024 Work Orders / Service Requests - All Information Entered in CMMS Database When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 120 Ver. 2.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work OPS-025 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr District Preference; CCP §§338 et seq., 340 et seq., 342, GC §60201 FIELD OPERATIONS - EQUIPMENT REPAIR Ops/ Support Services OPS-026 Aboveground Storage Tank (Agency Owned) Maintenance, Repairs, Inspections 20 years 20 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (Tier II tanks are required to have an integrity test every 20 years); GC §60201 Lead Dept.OPS-027 Air Quality Management District Permits / AQMD Permits / ARB Permits and Inspections Expiration + 5 years Expiration + 5 years Mag, Mfr, OD, Ppr S Yes: After Expiration 40 CFR 70.6; GC §60201 Ops/ Support Services OPS-028 BIT Inspection & Audits (Biennial Inspection of Terminals) / DOT Program / CHP Inspections 2 years 2 years Mag, Ppr Department Preference (CHP audits every 25 months); GC §60201 Ops/ Support Services OPS-029 Crane Maintenance Sale or Disposal + 5 years Sale or Disposal + 5 years Mag, Ppr 8 CCR 344.80 & 81 Ops/ Support Services OPS-030 Eye Wash Stations Checks / Inspections Minimum 5 years Minimum 5 years Mag, Ppr Department Preference (data maintained in CMMS); GC §60201 Ops/ Support Services OPS-031 Fire Extinguisher Checks / Inspections Minimum 5 years Minimum 5 years Mag, Ppr Department Preference (data maintained in CMMS); GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 121 Ver. 2.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ops/ Support Services OPS-032 Generator Operation Logs (All)5 years 5 years Mag, Ppr Department preference (Fixed or Stationary Generators are required for 3 years; Portable or Emergency Generators are required for 5 years); AQMD Rule 1470; Form 400–E–13a instructions, GC §60201 Ops/ Support Services OPS-033 Used Oil Disposal 3 years 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Ops/ Support Services OPS-034 Vehicle & Equipment Maintenance Sale or Disposal + 1 year Sale or Disposal + 1 year Mag, Mfr, OD, Ppr S Yes: After QC & OD 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §60201 Ops/ Support Services OPS-035 Water Reservoir Tanks - Inspections, Dives, Videos P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 PLANT OPERATIONS / WASTEWATER / HEAVY MAINTENANCE / ELECTRICAL Lead Dept.OPS-036 Air Quality Management District Permits / AQMD Permits / ARB Permits and Inspections Expiration + 5 years Expiration + 5 years Mag, Mfr, OD, Ppr S Yes: After Expiration 40 CFR 70.6; GC §60201 Ops / Plant Ops / Wastewater / Heavy Maint. / Electrical OPS-037 Biosolids / Sewage Sludge Handling Logs and Weigh Tickets / Reading & Sludge Logs / Checklists 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 1 year 40 CFR 122.41(j)(2); GC §60200 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 122 Ver. 2.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.OPS-038 Correspondence &/or Inspections - Regulatory Agencies 10 years 10 years Yes: While Active Issues Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department Preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §60201 Ops / Plant Ops / Wastewater / Heavy Maint. / Electrical OPS-039 Emergency Exercises / Drills / After Action Reports 3 years 3 years Mag, Ppr Department Preference; GC §60201 Ops / Plant Ops / Wastewater / Heavy Maint. / Electrical OPS-040 Emergency Response / Hazardous Material Business Plans / Risk Management Program (RMPs) / Process Safety Managements (PSMs) - Facilities with chemicals (Chlorine, ammonia, etc.) When Superseded or Delisted When Superseded or Delisted Mag, Ppr GC §60201 Lead Dept.OPS-041 Hazardous Materials Spills / Chemical Spills 2 years 28 years 30 years Yes: After 3 months Mag, OD, Ppr S Yes: After QC & OD MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(ii)(B); GC §60201 et seq. SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 123 Ver. 2.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ops / Plant Ops / Wastewater / Heavy Maint. / Electrical OPS-042 Operating Process Control 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 1 year Department preference; consistent with sewage sludge; 40 CFR 122.41(j)(2); GC §60200 Lead Dept.OPS-043 Operations & Maintenance Manuals / O & M Manuals Disposal of Equipment Disposal of Equipment Mag, Mfr, OD, Ppr S / I No Department preference; GC §60201 Ops / Plant Ops / Wastewater / Heavy Maint. / Electrical OPS-044 SCADA Database (Plant) (Supervisory Control and Data Acquisition) Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §60201 Ops / Plant Ops / Wastewater / Heavy Maint. / Electrical OPS-045 Special Discharge Permits, Construction / Remediation P P Mag, Mfr, OD, Ppr S Yes: After QC & OD 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Division Providing Service / Work OPS-046 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §60201 Division Providing Service / Work OPS-047 Work Orders / Service Requests - All Information Entered in CMMS Database When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 124 Ver. 2.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work OPS-048 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr District Preference; CCP §§338 et seq., 340 et seq., 342, GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 125 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC AFFAIRS Page PUB-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Affairs PUB-001 Advocacy / Legislation / Briefing Binders 10 years 10 years Mag, Ppr Department preference; GC §60201 Public Affairs PUB-002 Bill Inserts / District Digest 2 years 2 years Mag, Ppr Department preference; GC §60201 Public Affairs PUB-003 Consumer Confidence Report (Annual Water Quality Report)P P Mag, Mfr, OD, Ppr S/I No Department preference for historical purposes; State law requires data for 12 years, Federal law requires data for 10 years; 40 CFR 141.33(a); 22 CCR §64470; GC §60201 Public Affairs PUB-004 Education Programs (Where PIO is the Lead) When No Longer Required When No Longer Required Mag, Ppr Department preference; GC §60201 Public Affairs PUB-005 News Clippings / Printed Advertising When No Longer Required When No Longer Required Mag, Ppr Non-records Public Affairs PUB-006 Photos, Videos & Slides When No Longer Required When No Longer Required Mag, Ppr Drafts; final photos may become part of a final document; GC §60201 Public Affairs PUB-007 Public Relations / Press Releases When No Longer Required When No Longer Required Mag, Ppr GC §60201 Public Affairs PUB-008 Special Projects & Fact Sheets (Issues and/or projects will vary over time) When No Longer Required When No Longer Required Yes: While Active Issues Mag, Ppr GC §60201 Public Affairs PUB-009 Waivers / Permissions (Photos, Tours, etc.)1 year 1 year Ppr Department preference; GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 126 Ver. 2.0 RECORDS RETENTION SCHEDULE: WATER REUSE / DVR (Diamond Valley Ranch) Page REUSE-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District-Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, audits, pending public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Water Reuse / DVR REUSE-001 Plans & Studies - Recycled Water 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 Water Reuse / DVR REUSE-002 Recycled Water Permits (Ranchers)10 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Water Reuse / DVR REUSE-003 Recycled Water Site Survey Reports 10 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Water Reuse / DVR REUSE-004 Recycled Water Usage: Log of Quantity and Dates 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Water Reuse / DVR REUSE-005 Violations (Recycled Water)5 years 5 years Yes: While Active Issues Mag, Ppr District preference; GC §60201 Water Reuse / DVR REUSE-006 Water Discharge Permit 10 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 SOUTH TAHOE PUBLIC UTILITY DISTRICT ©1995-2018 Gladwell Governmental Services, Inc all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 127 PAYMENT OF CLAIMS Payroll 10/22/2019 506,203.05 Total Payroll 506,203.05 ADP & Insight eTools 0.00 AFLAC/WageWorks claims and fees 1,745.61 BBVA Compass Bank 0.00 CalPERS - other 0.00 CalPERS UAL 0.00 Cal Bank & Trust fiscal agent fees 0.00 California SWRCB SRF loan payments 0.00 CDS - health care payments 13,085.40 Total Vendor EFT 14,831.01 Accounts Payable Checks-Sewer Fund 837,450.11 Accounts Payable Checks-Water Fund 564,744.72 Total Accounts Payable Checks 1,402,194.83 Grand Total 1,923,228.89 Payroll EFTs & Checks 10/22/2019 m/d/2019 EFT CA Employment Taxes & W/H 21,785.83 0.00 EFT Federal Employment Taxes & W/H 106,609.87 0.00 EFT CalPERS Contributions 74,576.41 0.00 EFT Empower Retirement-Deferred Comp 23,906.66 0.00 EFT Stationary Engineers Union Dues 2,680.77 0.00 EFT CDHP Health Savings (HSA)4,178.34 0.00 EFT Retirement Health Savings 0.00 0.00 EFT United Way Contributions 111.00 0.00 EFT Employee Direct Deposits 268,995.89 0.00 CHK Employee Garnishments 344.76 0.00 CHK Employee Paychecks 3,013.52 0.00 Total 506,203.05 0.00 FOR APPROVAL November 7, 2019 128 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 48379 - A-L SIERRA WELDING PRODUCTS 58830 Laboratory Supplies Paid by Check #102701 09/30/2019 11/07/2019 10/31/2019 11/07/2019 71.50 319265 Grounds & Maintenance Paid by Check #102701 10/08/2019 11/07/2019 10/31/2019 11/07/2019 2,688.92 319657 Grounds & Maintenance Paid by Check #102701 10/08/2019 11/07/2019 10/31/2019 11/07/2019 758.77 319795 Grounds & Maintenance Paid by Check #102701 10/11/2019 11/07/2019 10/31/2019 11/07/2019 396.81 Vendor 48379 - A-L SIERRA WELDING PRODUCTS Totals Invoices 4 $3,916.00 Vendor 44199 - ACME CONSTRUCTION SUPPLY S3419335.001 Shop Supplies Inventory Paid by Check #102702 10/09/2019 11/07/2019 10/31/2019 11/07/2019 227.61 Vendor 44199 - ACME CONSTRUCTION SUPPLY Totals Invoices 1 $227.61 Vendor 10105 - ACWA 2020 Dues - Memberships - Certification Paid by Check #102703 09/26/2019 11/07/2019 11/07/2019 11/07/2019 26,015.00 Vendor 10105 - ACWA Totals Invoices 1 $26,015.00 Vendor 44039 - AFLAC 527417 Insurance Supplement Payable Paid by Check #102704 10/15/2019 11/07/2019 10/31/2019 11/07/2019 1,063.36 Vendor 44039 - AFLAC Totals Invoices 1 $1,063.36 Vendor 48136 - AHERN RENTALS 21194467-001 Grounds & Maintenance Paid by Check #102705 10/09/2019 11/07/2019 10/31/2019 11/07/2019 95.59 21229959-001 Grounds & Maintenance Paid by Check #102705 10/17/2019 11/07/2019 10/31/2019 11/07/2019 327.28 Vendor 48136 - AHERN RENTALS Totals Invoices 2 $422.87 Vendor 48605 - AIRGAS USA LLC 9089471500 Shop Supplies Inventory Paid by Check #102706 06/04/2019 11/07/2019 10/31/2019 11/07/2019 201.06 9092966140 Janitorial Supplies Inventory Paid by Check #102706 09/12/2019 11/07/2019 10/31/2019 11/07/2019 156.62 9093354007 Shop Supplies Inventory Paid by Check #102706 09/24/2019 11/07/2019 10/31/2019 11/07/2019 420.10 9093623334 Shop Supplies Inventory Paid by Check #102706 10/01/2019 11/07/2019 10/31/2019 11/07/2019 209.68 9093717669 Janitorial Supplies Inventory Paid by Check #102706 10/03/2019 11/07/2019 10/31/2019 11/07/2019 243.89 9093871736 Shop Supplies Inventory Paid by Check #102706 10/08/2019 11/07/2019 10/31/2019 11/07/2019 1,341.75 9094366619 Safety Supplies Inventory Paid by Check #102706 10/22/2019 11/07/2019 10/31/2019 11/07/2019 95.04 9094366620 Safety Supplies Inventory Paid by Check #102706 10/22/2019 11/07/2019 10/31/2019 11/07/2019 95.04 9094366621 Shop Supplies Inventory Paid by Check #102706 10/22/2019 11/07/2019 10/31/2019 11/07/2019 567.89 Vendor 48605 - AIRGAS USA LLC Totals Invoices 9 $3,331.07 Vendor 43949 - ALPEN SIERRA COFFEE 206757 Office Supply Issues Paid by Check #102707 10/08/2019 11/07/2019 10/31/2019 11/07/2019 89.00 206758 Office Supply Issues Paid by Check #102707 10/08/2019 11/07/2019 10/31/2019 11/07/2019 44.25 206866 Office Supply Issues Paid by Check #102707 10/15/2019 11/07/2019 10/31/2019 11/07/2019 89.00 206867 Office Supply Issues Paid by Check #102707 10/15/2019 11/07/2019 10/31/2019 11/07/2019 44.25 Vendor 43949 - ALPEN SIERRA COFFEE Totals Invoices 4 $266.50 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 1 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 129 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 10954 - ALPINE METALS 40394 Buildings Paid by Check #102708 09/19/2019 11/07/2019 10/31/2019 11/07/2019 195.03 40515 Wells Paid by Check #102708 10/09/2019 11/07/2019 10/31/2019 11/07/2019 25.86 Vendor 10954 - ALPINE METALS Totals Invoices 2 $220.89 Vendor 48817 - MARY ALSBURY 111319 Travel - Meetings - Education Paid by Check #102709 11/13/2019 11/07/2019 11/07/2019 11/07/2019 69.00 Vendor 48817 - MARY ALSBURY Totals Invoices 1 $69.00 Vendor 48073 - AMERIPRIDE UNIFORM SERVICES 82019 Uniform Payable Paid by Check #102710 08/20/2019 11/07/2019 10/31/2019 11/07/2019 760.63 CR82019 Uniform Payable Paid by Check #102710 08/20/2019 11/07/2019 10/31/2019 11/07/2019 (126.00) 100119 Uniform Payable Paid by Check #102710 10/01/2019 11/07/2019 10/31/2019 11/07/2019 671.47 CR100119 Uniform Payable Paid by Check #102710 10/01/2019 11/07/2019 10/31/2019 11/07/2019 (50.15) 100819 Uniform Payable Paid by Check #102710 10/08/2019 11/07/2019 10/31/2019 11/07/2019 621.32 101519 Uniform Payable Paid by Check #102710 10/15/2019 11/07/2019 10/31/2019 11/07/2019 605.09 102219 Uniform Payable Paid by Check #102710 10/22/2019 11/07/2019 10/31/2019 11/07/2019 611.84 Vendor 48073 - AMERIPRIDE UNIFORM SERVICES Totals Invoices 7 $3,094.20 Vendor 48173 - APPLIED INDUSTRIAL TECH INC 7017437054 Primary Equipment Paid by Check #102711 10/17/2019 11/07/2019 10/31/2019 11/07/2019 80.16 Vendor 48173 - APPLIED INDUSTRIAL TECH INC Totals Invoices 1 $80.16 Vendor 48759 - AT&T OCTOBER2 TELEPHONE Paid by Check #102712 10/19/2019 11/07/2019 10/31/2019 11/07/2019 1,218.19 Vendor 48759 - AT&T Totals Invoices 1 $1,218.19 Vendor 45202 - AT&T MOBILITY OCTOBER2 TELEPHONE Paid by Check #102713 10/19/2019 11/07/2019 10/31/2019 11/07/2019 1,604.16 Vendor 45202 - AT&T MOBILITY Totals Invoices 1 $1,604.16 Vendor 48000 - AT&T/CALNET 3 OCTOBER3 TELEPHONE Paid by Check #102714 10/20/2019 11/07/2019 10/31/2019 11/07/2019 1,075.96 Vendor 48000 - AT&T/CALNET 3 Totals Invoices 1 $1,075.96 Vendor 48383 - AWWA 7001721030 Dues - Memberships - Certification Paid by Check #102715 09/20/2019 11/07/2019 11/07/2019 11/07/2019 4,269.00 Vendor 48383 - AWWA Totals Invoices 1 $4,269.00 Vendor 49251 - ERNESTO BARRON 26067 Utility Billing Suspense Paid by Check #102716 10/24/2019 11/07/2019 10/31/2019 11/07/2019 177.84 Vendor 49251 - ERNESTO BARRON Totals Invoices 1 $177.84 Vendor 11800 - BARTON HEALTHCARE SYSTEM Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 2 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 130 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount 100819 Safety Equipment - Physicals Paid by Check #102717 10/08/2019 11/07/2019 10/31/2019 11/07/2019 690.00 Vendor 11800 - BARTON HEALTHCARE SYSTEM Totals Invoices 1 $690.00 Vendor 48973 - HEIDI BAUGH 102519 Travel - Meetings - Education Paid by Check #102718 10/25/2019 11/07/2019 10/31/2019 11/07/2019 100.92 Vendor 48973 - HEIDI BAUGH Totals Invoices 1 $100.92 Vendor 45009 - BENTLY AGROWDYNAMICS 181853 Biosolid Disposal Costs Paid by Check #102719 10/09/2019 11/07/2019 10/31/2019 11/07/2019 1,698.06 182220 Biosolid Disposal Costs Paid by Check #102719 10/15/2019 11/07/2019 10/31/2019 11/07/2019 1,213.66 Vendor 45009 - BENTLY AGROWDYNAMICS Totals Invoices 2 $2,911.72 Vendor 43480 - BI STATE PROPANE 3097632269 Propane Paid by Check #102720 10/16/2019 11/07/2019 10/31/2019 11/07/2019 376.55 Vendor 43480 - BI STATE PROPANE Totals Invoices 1 $376.55 Vendor 12070 - BING MATERIALS 188374 Pipe - Covers & Manholes Paid by Check #102721 06/24/2019 11/07/2019 10/31/2019 11/07/2019 337.10 191816 Pipe - Covers & Manholes Paid by Check #102721 09/30/2019 11/07/2019 10/31/2019 11/07/2019 782.87 192055 Pipe - Covers & Manholes Paid by Check #102721 10/07/2019 11/07/2019 10/31/2019 11/07/2019 331.16 192329 Pipe - Covers & Manholes Paid by Check #102721 10/14/2019 11/07/2019 10/31/2019 11/07/2019 343.98 192330 Pipe - Covers & Manholes Paid by Check #102721 10/14/2019 11/07/2019 10/31/2019 11/07/2019 844.65 192596 Pipe - Covers & Manholes Paid by Check #102721 10/21/2019 11/07/2019 10/31/2019 11/07/2019 1,420.76 192597 Pipe - Covers & Manholes Paid by Check #102721 10/21/2019 11/07/2019 10/31/2019 11/07/2019 1,224.62 192598 Pipe - Covers & Manholes Paid by Check #102721 10/21/2019 11/07/2019 10/31/2019 11/07/2019 1,301.39 192599 Pipe - Covers & Manholes Paid by Check #102721 10/21/2019 11/07/2019 10/31/2019 11/07/2019 1,768.96 Vendor 12070 - BING MATERIALS Totals Invoices 9 $8,355.49 Vendor 43828 - BLUE RIBBON TEMP PERSONNEL 3876 Contractual Services Paid by Check #102722 09/20/2019 11/07/2019 10/31/2019 11/07/2019 611.00 3992 Contractual Services Paid by Check #102722 09/27/2019 11/07/2019 10/31/2019 11/07/2019 436.43 4105 Contractual Services Paid by Check #102722 10/04/2019 11/07/2019 10/31/2019 11/07/2019 739.88 4194A Contractual Services Paid by Check #102722 10/11/2019 11/07/2019 10/31/2019 11/07/2019 666.54 4214 Contractual Services Paid by Check #102722 10/11/2019 11/07/2019 10/31/2019 11/07/2019 1,222.08 4215 Contractual Services Paid by Check #102722 10/11/2019 11/07/2019 10/31/2019 11/07/2019 626.87 4216 Contractual Services Paid by Check #102722 10/11/2019 11/07/2019 10/31/2019 11/07/2019 994.80 4311 Contractual Services Paid by Check #102722 10/18/2019 11/07/2019 10/31/2019 11/07/2019 634.80 4327 Contractual Services Paid by Check #102722 10/18/2019 11/07/2019 10/31/2019 11/07/2019 1,286.40 4329 Contractual Services Paid by Check #102722 10/18/2019 11/07/2019 10/31/2019 11/07/2019 994.80 4431 Contractual Services Paid by Check #102722 10/25/2019 11/07/2019 10/31/2019 11/07/2019 1,286.40 4433 Contractual Services Paid by Check #102722 10/25/2019 11/07/2019 10/31/2019 11/07/2019 994.80 4517 Contractual Services Paid by Check #102722 10/25/2019 11/07/2019 10/31/2019 11/07/2019 634.80 Vendor 43828 - BLUE RIBBON TEMP PERSONNEL Totals Invoices 13 $11,129.60 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 3 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 131 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 49265 - LOUISA TIONG BOONE 3381204 Turf Buy-Back Program Paid by Check #102723 10/28/2019 11/07/2019 10/31/2019 11/07/2019 1,539.00 Vendor 49265 - LOUISA TIONG BOONE Totals Invoices 1 $1,539.00 Vendor 44787 - BRENNTAG PACIFIC INC BPI991678 Hypochlorite Paid by Check #102724 10/09/2019 11/07/2019 10/31/2019 11/07/2019 1,328.70 Vendor 44787 - BRENNTAG PACIFIC INC Totals Invoices 1 $1,328.70 Vendor 42978 - BROWNSTEIN HYATT 776061 Suspense Sept 2019 Services Paid by EFT #19 09/30/2019 11/07/2019 10/31/2019 11/07/2019 50,814.00 Vendor 42978 - BROWNSTEIN HYATT Totals Invoices 1 $50,814.00 Vendor 48681 - CADENCE TEAM LLC 2193 Service Contracts Paid by Check #102725 10/08/2019 11/07/2019 10/31/2019 11/07/2019 750.00 2199 Firewall Software/Upgrades Paid by Check #102725 10/15/2019 11/07/2019 10/31/2019 11/07/2019 2,896.75 Vendor 48681 - CADENCE TEAM LLC Totals Invoices 2 $3,646.75 Vendor 48799 - CAL ELECTRO INC 14-14AR Accrued Construction Retainage Paid by Check #102726 11/07/2019 11/07/2019 10/31/2019 11/07/2019 (32,120.00) 19-14A Replace Treatment Plant Generator Paid by Check #102726 11/07/2019 11/07/2019 10/31/2019 11/07/2019 321,200.00 19-14B Emergency Pump Station Rehab Paid by Check #102726 11/07/2019 11/07/2019 10/31/2019 11/07/2019 121,285.00 19-14BR Accrued Construction Retainage Paid by Check #102726 11/07/2019 11/07/2019 10/31/2019 11/07/2019 (12,128.50) 19-14C Fuel System Replacment Paid by Check #102726 11/07/2019 11/07/2019 10/31/2019 11/07/2019 25,250.00 19-14CR Accrued Construction Retainage Paid by Check #102726 11/07/2019 11/07/2019 10/31/2019 11/07/2019 (2,525.00) Vendor 48799 - CAL ELECTRO INC Totals Invoices 6 $420,961.50 Vendor 43598 - CARBON ACTIVATED CORPORATION 46057 Carbon Paid by Check #102727 10/01/2019 11/07/2019 10/31/2019 11/07/2019 10,543.12 Vendor 43598 - CARBON ACTIVATED CORPORATION Totals Invoices 1 $10,543.12 Vendor 13230 - CAROLLO ENGINEERS 0179979 Upper Truckee Sewer PS Rehab Paid by Check #102728 09/09/2019 11/07/2019 10/31/2019 11/07/2019 29,718.25 0179980 Tahoe Keys Sewer PS Rehab Paid by Check #102728 09/09/2019 11/07/2019 10/31/2019 11/07/2019 5,996.50 0181035 Contractual Services Paid by Check #102728 10/08/2019 11/07/2019 10/31/2019 11/07/2019 19,735.48 Vendor 13230 - CAROLLO ENGINEERS Totals Invoices 3 $55,450.23 Vendor 48769 - CARSON DODGE 5084729 Automotive Paid by Check #102729 10/16/2019 11/07/2019 10/31/2019 11/07/2019 235.64 5084786 Automotive Paid by Check #102729 10/17/2019 11/07/2019 10/31/2019 11/07/2019 11.58 Vendor 48769 - CARSON DODGE Totals Invoices 2 $247.22 Vendor 48014 - CDS GROUP HEALTH OCT2019 Dental Self Insurance Paid by Check #102730 10/01/2019 11/07/2019 10/31/2019 11/07/2019 643.50 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 4 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 132 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 48014 - CDS GROUP HEALTH Totals Invoices 1 $643.50 Vendor 42328 - CDW-G CORP VFQ4031 District Computer Supplies Paid by Check #102731 10/03/2019 11/07/2019 10/31/2019 11/07/2019 1,068.49 VKR6746 Computer Purchases Paid by Check #102731 10/18/2019 11/07/2019 10/31/2019 11/07/2019 41.62 Vendor 42328 - CDW-G CORP Totals Invoices 2 $1,110.11 Vendor 49263 - SCOTT KRISTOPHER CECCHI 2614411 Turf Buy-Back Program Paid by Check #102732 10/28/2019 11/07/2019 10/31/2019 11/07/2019 2,000.00 Vendor 49263 - SCOTT KRISTOPHER CECCHI Totals Invoices 1 $2,000.00 Vendor 47851 - CENTER FOR HEARING HEALTH INC 17577 Safety Equipment - Physicals Paid by Check #102733 10/07/2019 11/07/2019 10/31/2019 11/07/2019 1,737.40 Vendor 47851 - CENTER FOR HEARING HEALTH INC Totals Invoices 1 $1,737.40 Vendor 49148 - Chariot Foundation 026281 Other Miscellaneous Income Paid by Check #102734 10/21/2019 11/07/2019 10/31/2019 11/07/2019 829.17 Vendor 49148 - Chariot Foundation Totals Invoices 1 $829.17 Vendor 48672 - CINTAS CORP 5014980247 Safety Equipment - Physicals Paid by Check #102735 10/10/2019 11/07/2019 10/31/2019 11/07/2019 394.06 Vendor 48672 - CINTAS CORP Totals Invoices 1 $394.06 Vendor 48793 - CivicPlus 190516 Service Contracts Paid by Check #102736 10/01/2019 11/07/2019 10/31/2019 11/07/2019 2,400.00 Vendor 48793 - CivicPlus Totals Invoices 1 $2,400.00 Vendor 40512 - CODALE ELECTRIC SUPPLY S6867179.001 SPS Motor Rebuild (TBD) Paid by Check #102737 10/18/2019 11/07/2019 10/31/2019 11/07/2019 1,977.00 Vendor 40512 - CODALE ELECTRIC SUPPLY Totals Invoices 1 $1,977.00 Vendor 48181 - CONSTRUCTION MATERIALS ENG INC 8870 Tahoe Keys Sewer PS Rehab Paid by Check #102738 10/03/2019 11/07/2019 10/31/2019 11/07/2019 6,767.00 Vendor 48181 - CONSTRUCTION MATERIALS ENG INC Totals Invoices 1 $6,767.00 Vendor 49255 - MARK & ADRIANNA COVELL 028941 Other Miscellaneous Income Paid by Check #102739 10/22/2019 11/07/2019 10/31/2019 11/07/2019 505.27 Vendor 49255 - MARK & ADRIANNA COVELL Totals Invoices 1 $505.27 Vendor 48870 - PATRICK M CROSBY 025757002 Toilet Rebate Program Paid by Check #102740 10/28/2019 11/07/2019 10/31/2019 11/07/2019 69.50 Vendor 48870 - PATRICK M CROSBY Totals Invoices 1 $69.50 Vendor 48281 - CRYSTAL DAIRY FOODS 12099 Shop Supplies Paid by Check #102741 10/22/2019 11/07/2019 10/31/2019 11/07/2019 8.50 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 5 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 133 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 48281 - CRYSTAL DAIRY FOODS Totals Invoices 1 $8.50 Vendor 45102 - CSDA 1309 -2020 Dues - Memberships - Certification Paid by Check #102742 10/01/2019 11/07/2019 10/31/2019 11/07/2019 7,615.00 Vendor 45102 - CSDA Totals Invoices 1 $7,615.00 Vendor 49011 - JENNIFER CULLER 3343210A Turf Buy-Back Program Paid by Check #102743 10/28/2019 11/07/2019 10/31/2019 11/07/2019 1,350.00 Vendor 49011 - JENNIFER CULLER Totals Invoices 1 $1,350.00 Vendor 49262 - LAWRENCE CURRAN 3225232 Turf Buy-Back Program Paid by Check #102744 10/28/2019 11/07/2019 10/31/2019 11/07/2019 1,971.00 Vendor 49262 - LAWRENCE CURRAN Totals Invoices 1 $1,971.00 Vendor 42897 - CWEA PAUL19 Dues - Memberships - Certification Paid by Check #102745 10/10/2019 11/07/2019 11/07/2019 11/07/2019 94.00 Vendor 42897 - CWEA Totals Invoices 1 $94.00 Vendor 13854 - D&L SUPPLY & CO INC 0000093442 Manhole Frames - Lids - Other Parts Inventor Paid by Check #102746 10/11/2019 11/07/2019 10/31/2019 11/07/2019 8,122.35 Vendor 13854 - D&L SUPPLY & CO INC Totals Invoices 1 $8,122.35 Vendor 49258 - DONNA L DANIELS 026252 Utility Billing Suspense Paid by Check #102747 10/22/2019 11/07/2019 10/31/2019 11/07/2019 761.45 Vendor 49258 - DONNA L DANIELS Totals Invoices 1 $761.45 Vendor 48289 - DIY HOME CENTER 49462 Shop Supplies Paid by Check #102748 06/12/2019 11/07/2019 10/31/2019 11/07/2019 14.74 51450 Buildings Paid by Check #102748 08/27/2019 11/07/2019 10/31/2019 11/07/2019 69.77 51641 Grounds & Maintenance Paid by Check #102748 09/05/2019 11/07/2019 10/31/2019 11/07/2019 63.02 52439 Buildings Paid by Check #102748 10/08/2019 11/07/2019 10/31/2019 11/07/2019 19.38 52474 Meters Phase 5B Paid by Check #102748 10/09/2019 11/07/2019 10/31/2019 11/07/2019 9.69 52486 Buildings Paid by Check #102748 10/10/2019 11/07/2019 10/31/2019 11/07/2019 147.80 52494 Wells Paid by Check #102748 10/10/2019 11/07/2019 10/31/2019 11/07/2019 6.38 52500 Small Tools Paid by Check #102748 10/10/2019 11/07/2019 10/31/2019 11/07/2019 96.95 52504 Grounds & Maintenance Paid by Check #102748 10/10/2019 11/07/2019 10/31/2019 11/07/2019 204.93 52506 Buildings Paid by Check #102748 10/11/2019 11/07/2019 10/31/2019 11/07/2019 23.73 52513 Small Tools Paid by Check #102748 10/11/2019 11/07/2019 10/31/2019 11/07/2019 68.96 52554 Small Tools Paid by Check #102748 10/14/2019 11/07/2019 10/31/2019 11/07/2019 50.41 52563 Small Tools Paid by Check #102748 10/15/2019 11/07/2019 10/31/2019 11/07/2019 4.46 52572 Pump Stations Paid by Check #102748 10/15/2019 11/07/2019 10/31/2019 11/07/2019 9.69 52577 Shop Supplies Paid by Check #102748 10/16/2019 11/07/2019 10/31/2019 11/07/2019 10.82 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 6 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 134 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount 52614 Buildings Paid by Check #102748 10/17/2019 11/07/2019 10/31/2019 11/07/2019 16.46 52706 Shop Supplies Paid by Check #102748 10/22/2019 11/07/2019 10/31/2019 11/07/2019 29.47 Vendor 48289 - DIY HOME CENTER Totals Invoices 17 $846.66 Vendor 48852 - ANDREW DORMAN 110119 Travel - Meetings - Education Paid by Check #102749 11/01/2019 11/07/2019 11/07/2019 11/07/2019 71.00 Vendor 48852 - ANDREW DORMAN Totals Invoices 1 $71.00 Vendor 44669 - DURHAM GEO SLOPE INDICATOR 2099652 Laboratory Equipment Paid by Check #102750 10/08/2019 11/07/2019 10/31/2019 11/07/2019 132.56 Vendor 44669 - DURHAM GEO SLOPE INDICATOR Totals Invoices 1 $132.56 Vendor 43555 - E&M ELECTRIC & MACHINERY INC 345068 Buildings Paid by Check #102751 10/15/2019 11/07/2019 10/31/2019 11/07/2019 1,665.74 Vendor 43555 - E&M ELECTRIC & MACHINERY INC Totals Invoices 1 $1,665.74 Vendor 40421 - EL DORADO COUNTY 4163 Supplies Paid by Check #102752 10/09/2019 11/07/2019 10/31/2019 11/07/2019 15.00 Vendor 40421 - EL DORADO COUNTY Totals Invoices 1 $15.00 Vendor 45227 - EMPIRE SAFETY & SUPPLY 0102668-IN Safety Supplies Inventory Paid by Check #102753 10/03/2019 11/07/2019 10/31/2019 11/07/2019 482.24 Vendor 45227 - EMPIRE SAFETY & SUPPLY Totals Invoices 1 $482.24 Vendor 49253 - JAIME HART ENRIQUEZ 21193 Utility Billing Suspense Paid by Check #102754 10/16/2019 11/07/2019 10/31/2019 11/07/2019 283.96 Vendor 49253 - JAIME HART ENRIQUEZ Totals Invoices 1 $283.96 Vendor 48224 - ERA 917576 Laboratory Supplies Paid by Check #102755 10/11/2019 11/07/2019 10/31/2019 11/07/2019 142.96 Vendor 48224 - ERA Totals Invoices 1 $142.96 Vendor 18550 - EUROFINS EATON ANALYTICAL INC L0472523 Monitoring Paid by Check #102756 09/19/2019 11/07/2019 10/31/2019 11/07/2019 829.00 L0472524 Monitoring Paid by Check #102756 09/19/2019 11/07/2019 10/31/2019 11/07/2019 510.00 L0473966 Monitoring Paid by Check #102756 09/27/2019 11/07/2019 10/31/2019 11/07/2019 525.00 L0474794 Monitoring Paid by Check #102756 10/02/2019 11/07/2019 10/31/2019 11/07/2019 3,060.00 L0476147 Monitoring Paid by Check #102756 10/11/2019 11/07/2019 10/31/2019 11/07/2019 525.00 L0476593 Monitoring Paid by Check #102756 10/15/2019 11/07/2019 10/31/2019 11/07/2019 40.00 L0477516 Monitoring Paid by Check #102756 10/21/2019 11/07/2019 10/31/2019 11/07/2019 225.00 L0477517 Monitoring Paid by Check #102756 10/21/2019 11/07/2019 10/31/2019 11/07/2019 130.00 L0478222 Monitoring Paid by Check #102756 10/24/2019 11/07/2019 10/31/2019 11/07/2019 40.00 L0478224 Monitoring Paid by Check #102756 10/24/2019 11/07/2019 10/31/2019 11/07/2019 40.00 Vendor 18550 - EUROFINS EATON ANALYTICAL INC Totals Invoices 10 $5,924.00 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 7 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 135 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 47960 - FARR WEST ENGINEERING INC 12376 eller Heavenly Water System Improvement Paid by Check #102757 10/03/2019 11/07/2019 10/31/2019 11/07/2019 21,161.84 Vendor 47960 - FARR WEST ENGINEERING INC Totals Invoices 1 $21,161.84 Vendor 14890 - FEDEX 6-758-19035 Postage Expenses Paid by Check #102758 10/04/2019 11/07/2019 10/31/2019 11/07/2019 77.99 6-771-73630 Postage Expenses Paid by Check #102758 10/18/2019 11/07/2019 10/31/2019 11/07/2019 36.09 Vendor 14890 - FEDEX Totals Invoices 2 $114.08 Vendor 41263 - FERGUSON ENTERPRISES INC 8031941 Small Tools Paid by Check #102759 09/23/2019 11/07/2019 10/31/2019 11/07/2019 54.53 8040072 Buildings Paid by Check #102759 09/26/2019 11/07/2019 10/31/2019 11/07/2019 20.67 8039770 Buildings Paid by Check #102759 09/27/2019 11/07/2019 10/31/2019 11/07/2019 38.08 8046233 Buildings Paid by Check #102759 09/30/2019 11/07/2019 10/31/2019 11/07/2019 7.93 8055376 Force Main Repairs Paid by Check #102759 10/07/2019 11/07/2019 10/31/2019 11/07/2019 47.82 8073185 Buildings Paid by Check #102759 10/14/2019 11/07/2019 10/31/2019 11/07/2019 26.58 Vendor 41263 - FERGUSON ENTERPRISES INC Totals Invoices 6 $195.61 Vendor 15000 - FISHER SCIENTIFIC 7630951 Laboratory Supplies Paid by Check #102760 10/01/2019 11/07/2019 10/31/2019 11/07/2019 53.77 Vendor 15000 - FISHER SCIENTIFIC Totals Invoices 1 $53.77 Vendor 48426 - FLO-LINE TECHNOLOGY INC 190441 Pump, Biosolids Waste Site PS Paid by Check #102761 05/22/2019 11/07/2019 10/31/2019 11/07/2019 5,142.01 Vendor 48426 - FLO-LINE TECHNOLOGY INC Totals Invoices 1 $5,142.01 Vendor 48402 - FLYERS ENERGY LLC 19-998317 Gasoline Fuel Inventory Paid by Check #102762 10/11/2019 11/07/2019 10/31/2019 11/07/2019 3,486.21 19-000705 Gasoline Fuel Inventory Paid by Check #102762 10/18/2019 11/07/2019 10/31/2019 11/07/2019 2,975.00 Vendor 48402 - FLYERS ENERGY LLC Totals Invoices 2 $6,461.21 Vendor 49266 - GAIL HUTTON TRUST 8100 Utility Billing Suspense Paid by Check #102763 10/29/2019 11/07/2019 10/31/2019 11/07/2019 132.42 Vendor 49266 - GAIL HUTTON TRUST Totals Invoices 1 $132.42 Vendor 49119 - GANNETT FLEMING INC 065860.01*2 Keller Heavenly Water System Improvement Paid by Check #102764 10/16/2019 11/07/2019 10/31/2019 11/07/2019 6,425.00 Vendor 49119 - GANNETT FLEMING INC Totals Invoices 1 $6,425.00 Vendor 41531 - GB GENERAL ENG CONTRACTOR INC 19-2 Geronimo Sewer Project Paid by Check #102765 11/07/2019 11/07/2019 10/31/2019 11/07/2019 52,512.00 19-2R Accrued Construction Retainage Paid by Check #102765 11/07/2019 11/07/2019 10/31/2019 11/07/2019 (2,625.60) Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 8 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 136 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 41531 - GB GENERAL ENG CONTRACTOR INC Totals Invoices 2 $49,886.40 Vendor 43111 - GFS CHEMICALS INC CINV-041635 Laboratory Supplies Paid by Check #102766 10/07/2019 11/07/2019 10/31/2019 11/07/2019 93.21 CINV-042277 Laboratory Supplies Paid by Check #102766 10/16/2019 11/07/2019 10/31/2019 11/07/2019 116.08 Vendor 43111 - GFS CHEMICALS INC Totals Invoices 2 $209.29 Vendor 48826 - JASON GLAZE 111819 Travel - Meetings - Education Paid by Check #102767 11/18/2019 11/07/2019 11/07/2019 11/07/2019 169.00 Vendor 48826 - JASON GLAZE Totals Invoices 1 $169.00 Vendor 49260 - HAROLD GOLDEN 28925 Other Miscellaneous Income Paid by Check #102768 10/18/2019 11/07/2019 10/31/2019 11/07/2019 205.73 Vendor 49260 - HAROLD GOLDEN Totals Invoices 1 $205.73 Vendor 15600 - GRAINGER 9291985258 Primary Equipment Paid by Check #102769 09/13/2019 11/07/2019 10/31/2019 11/07/2019 2,246.30 9311165105 Laboratory Supplies Paid by Check #102769 10/02/2019 11/07/2019 10/31/2019 11/07/2019 284.78 9317597723 Biosolids Equipment - Building Paid by Check #102769 10/09/2019 11/07/2019 10/31/2019 11/07/2019 964.77 9327111796 Pump Stations Paid by Check #102769 10/17/2019 11/07/2019 10/31/2019 11/07/2019 123.96 Vendor 15600 - GRAINGER Totals Invoices 4 $3,619.81 Vendor 48448 - GRANITE CONSTRUCTION SUPPLY 3691116 Pipe - Covers & Manholes Paid by Check #102770 10/13/2019 11/07/2019 10/31/2019 11/07/2019 3,307.85 Vendor 48448 - GRANITE CONSTRUCTION SUPPLY Totals Invoices 1 $3,307.85 Vendor 48814 - ANTHONY GREGORICH 111819 Travel - Meetings - Education Paid by Check #102771 11/18/2019 11/07/2019 11/07/2019 11/07/2019 169.00 Vendor 48814 - ANTHONY GREGORICH Totals Invoices 1 $169.00 Vendor 15800 - HACH CO 11667019 Laboratory Supplies Paid by Check #102772 10/04/2019 11/07/2019 10/31/2019 11/07/2019 543.75 Vendor 15800 - HACH CO Totals Invoices 1 $543.75 Vendor 49122 - HAEN CONSTRUCTORS 19-1A Waterline - Rocky Point Phase 2 Paid by Check #102773 11/07/2019 11/07/2019 10/31/2019 11/07/2019 101,375.73 19-1AR Accrued Construction Retainage Paid by Check #102773 11/07/2019 11/07/2019 10/31/2019 11/07/2019 (5,068.79) 19-1B Fallen Leaf Lake System Paid by Check #102773 11/07/2019 11/07/2019 10/31/2019 11/07/2019 50,000.00 19-1BR Accrued Construction Retainage Paid by Check #102773 11/07/2019 11/07/2019 10/31/2019 11/07/2019 (2,500.00) 19-1C Meters Phase 5B Paid by Check #102773 11/07/2019 11/07/2019 10/31/2019 11/07/2019 69,180.00 19-1CR Accrued Construction Retainage Paid by Check #102773 11/07/2019 11/07/2019 10/31/2019 11/07/2019 (3,459.00) 19-3 Heavenly Tank Rehabilitation Paid by Check #102773 11/07/2019 11/07/2019 10/31/2019 11/07/2019 178,500.00 19-3R Accrued Construction Retainage Paid by Check #102773 11/07/2019 11/07/2019 10/31/2019 11/07/2019 (8,895.00) Vendor 49122 - HAEN CONSTRUCTORS Totals Invoices 8 $379,132.94 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 9 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 137 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 49110 - HATCHBACK CREATIVE 2281 Public Relations Expense Paid by Check #102774 10/09/2019 11/07/2019 10/31/2019 11/07/2019 337.50 Vendor 49110 - HATCHBACK CREATIVE Totals Invoices 1 $337.50 Vendor 48332 - HDR ENGINEERING INC 1200220658 Replace Treatment Plant Generator Paid by Check #102775 10/08/2019 11/07/2019 10/31/2019 11/07/2019 1,812.66 Vendor 48332 - HDR ENGINEERING INC Totals Invoices 1 $1,812.66 Vendor 48816 - DEBBIE HENDERSON 111319 Travel - Meetings - Education Paid by Check #102776 11/13/2019 11/07/2019 11/07/2019 11/07/2019 69.00 Vendor 48816 - DEBBIE HENDERSON Totals Invoices 1 $69.00 Vendor 44430 - HIGH SIERRA BUSINESS SYSTEMS 105981 Service Contracts Paid by Check #102777 10/01/2019 11/07/2019 10/31/2019 11/07/2019 682.78 106133 Service Contracts Paid by Check #102777 10/07/2019 11/07/2019 10/31/2019 11/07/2019 227.23 106260 Replace Copier Paid by Check #102777 10/11/2019 11/07/2019 10/31/2019 11/07/2019 10,585.00 Vendor 44430 - HIGH SIERRA BUSINESS SYSTEMS Totals Invoices 3 $11,495.01 Vendor 48891 - JIM HILTON 111819 Travel - Meetings - Education Paid by Check #102778 11/18/2019 11/07/2019 11/07/2019 11/07/2019 169.00 Vendor 48891 - JIM HILTON Totals Invoices 1 $169.00 Vendor 48832 - NANCY HUSSMANN 111919 Travel - Meetings - Education Paid by Check #102779 11/19/2019 11/07/2019 11/07/2019 11/07/2019 237.00 Vendor 48832 - NANCY HUSSMANN Totals Invoices 1 $237.00 Vendor 45122 - HYDRAULIC INDUSTRIAL SERVICES INC 44316 Repl blower So Upper Truckee Well Paid by Check #102780 10/17/2019 11/07/2019 10/31/2019 11/07/2019 2.14 Vendor 45122 - HYDRAULIC INDUSTRIAL SERVICES INC Totals Invoices 1 $2.14 Vendor 10103 - IDEXX DISTRIBUTION CORP 3054838100 Laboratory Supplies Paid by Check #102781 10/17/2019 11/07/2019 10/31/2019 11/07/2019 3,418.15 Vendor 10103 - IDEXX DISTRIBUTION CORP Totals Invoices 1 $3,418.15 Vendor 48056 - INFOSEND INC 160743 Service Contracts Paid by Check #102782 10/02/2019 11/07/2019 10/31/2019 11/07/2019 575.60 Vendor 48056 - INFOSEND INC Totals Invoices 1 $575.60 Vendor 44110 - J&L PRO KLEEN INC 28107 Janitorial Services Paid by Check #102783 10/18/2019 11/07/2019 10/31/2019 11/07/2019 4,242.00 Vendor 44110 - J&L PRO KLEEN INC Totals Invoices 1 $4,242.00 Vendor 16653 - JENSEN PRECAST Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 10 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 138 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount CD99034824 PRV & Vault, Lukins Intertie Paid by Check #102784 10/18/2019 11/07/2019 10/31/2019 11/07/2019 6,307.69 Vendor 16653 - JENSEN PRECAST Totals Invoices 1 $6,307.69 Vendor 48324 - JONES WEST FORD 968979 Automotive Paid by Check #102785 10/10/2019 11/07/2019 10/31/2019 11/07/2019 811.97 Vendor 48324 - JONES WEST FORD Totals Invoices 1 $811.97 Vendor 45141 - KAESER COMPRESSORS INC 913437161 Pump Stations Paid by Check #102786 10/14/2019 11/07/2019 10/31/2019 11/07/2019 945.74 Vendor 45141 - KAESER COMPRESSORS INC Totals Invoices 1 $945.74 Vendor 48828 - LIZ KAUFFMAN 102619 Travel - Meetings - Education Paid by Check #102787 10/26/2019 11/07/2019 10/31/2019 11/07/2019 309.72 Vendor 48828 - LIZ KAUFFMAN Totals Invoices 1 $309.72 Vendor 48371 - KELLY MOORE PAINTS 226-00000131358 Buildings Paid by Check #102788 10/03/2019 11/07/2019 10/31/2019 11/07/2019 354.37 226-00000131619 Buildings Paid by Check #102788 10/09/2019 11/07/2019 10/31/2019 11/07/2019 62.62 Vendor 48371 - KELLY MOORE PAINTS Totals Invoices 2 $416.99 Vendor 40821 - KENNEDY/JENKS CONSULTANTS INC 133903 Tahoe Keys Sewer PS Rehab Paid by Check #102789 10/17/2019 11/07/2019 10/31/2019 11/07/2019 19,180.00 Vendor 40821 - KENNEDY/JENKS CONSULTANTS INC Totals Invoices 1 $19,180.00 Vendor 49248 - JORDAN KILBURY 03105203 Toilet Rebate Program Paid by Check #102790 10/24/2019 11/07/2019 10/31/2019 11/07/2019 100.00 Vendor 49248 - JORDAN KILBURY Totals Invoices 1 $100.00 Vendor 48457 - KINECT ENERGY INC 301610 Advisory Paid by Check #102791 10/24/2019 11/07/2019 10/31/2019 11/07/2019 1,563.93 Vendor 48457 - KINECT ENERGY INC Totals Invoices 1 $1,563.93 Vendor 48706 - KWA SAFETY & HAZMAT 190102-09 Safety Programs Paid by Check #102792 10/11/2019 11/07/2019 10/31/2019 11/07/2019 1,280.00 Vendor 48706 - KWA SAFETY & HAZMAT Totals Invoices 1 $1,280.00 Vendor 49210 - L N CURTIS & SONS INV324803 Safety Equipment - Physicals Paid by Check #102793 10/07/2019 11/07/2019 10/31/2019 11/07/2019 1,497.73 INV327207 Safety Equipment - Physicals Paid by Check #102793 10/16/2019 11/07/2019 10/31/2019 11/07/2019 428.63 INV330064 Safety Equipment - Physicals Paid by Check #102793 10/24/2019 11/07/2019 10/31/2019 11/07/2019 281.23 Vendor 49210 - L N CURTIS & SONS Totals Invoices 3 $2,207.59 Vendor 49267 - SCOTT & JERI LA PLANTE 002569 Utility Billing Suspense Paid by Check #102794 10/25/2019 11/07/2019 10/31/2019 11/07/2019 270.86 Vendor 49267 - SCOTT & JERI LA PLANTE Totals Invoices 1 $270.86 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 11 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 139 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 48190 - LAKE TAHOE PLUMBING & HEATING INC 205956 Meters Phase 5A Paid by Check #102795 07/16/2019 11/07/2019 10/31/2019 11/07/2019 290.00 Vendor 48190 - LAKE TAHOE PLUMBING & HEATING INC Totals Invoices 1 $290.00 Vendor 48843 - RYAN LEE 111319 Travel - Meetings - Education Paid by Check #102796 11/13/2019 11/07/2019 11/07/2019 11/07/2019 69.00 Vendor 48843 - RYAN LEE Totals Invoices 1 $69.00 Vendor 22550 - LIBERTY UTILITIES OCTOBER3 ELECTRICITY Paid by Check #102797 10/17/2019 11/07/2019 10/31/2019 11/07/2019 43,414.75 Vendor 22550 - LIBERTY UTILITIES Totals Invoices 1 $43,414.75 Vendor 17600 - LILLY'S TIRE SERVICE INC 72517 Automotive Paid by Check #102798 02/15/2019 11/07/2019 10/31/2019 11/07/2019 24.50 72861 Automotive Paid by Check #102798 08/21/2019 11/07/2019 10/31/2019 11/07/2019 1,304.31 72937 Automotive Paid by Check #102798 10/02/2019 11/07/2019 10/31/2019 11/07/2019 1,316.56 72955 Automotive Paid by Check #102798 10/08/2019 11/07/2019 10/31/2019 11/07/2019 840.27 72980 Automotive Paid by Check #102798 10/22/2019 11/07/2019 10/31/2019 11/07/2019 24.50 72985 Automotive Paid by Check #102798 10/24/2019 11/07/2019 10/31/2019 11/07/2019 37.31 72989 Automotive Paid by Check #102798 10/28/2019 11/07/2019 10/31/2019 11/07/2019 864.01 Vendor 17600 - LILLY'S TIRE SERVICE INC Totals Invoices 7 $4,411.46 Vendor 47919 - LINKO TECHNOLOGY INC 5993 Service Contracts Paid by Check #102799 07/31/2019 11/07/2019 10/31/2019 11/07/2019 530.00 Vendor 47919 - LINKO TECHNOLOGY INC Totals Invoices 1 $530.00 Vendor 48701 - MANN URRUTIA NELSON CPAS 21804 Auditing Paid by Check #102800 10/14/2019 11/07/2019 10/31/2019 11/07/2019 11,000.00 Vendor 48701 - MANN URRUTIA NELSON CPAS Totals Invoices 1 $11,000.00 Vendor 49259 - JIM MATHEWS 028856 Other Miscellaneous Income Paid by Check #102801 10/18/2019 11/07/2019 10/31/2019 11/07/2019 2,901.39 Vendor 49259 - JIM MATHEWS Totals Invoices 1 $2,901.39 Vendor 17900 - MC MASTER CARR SUPPLY CO 17802903 Shop Supplies Paid by Check #102802 10/04/2019 11/07/2019 10/31/2019 11/07/2019 521.75 18223452 Secondary Equipment Paid by Check #102802 10/09/2019 11/07/2019 10/31/2019 11/07/2019 639.21 18988943 Pump Stations Paid by Check #102802 10/17/2019 11/07/2019 10/31/2019 11/07/2019 260.01 Vendor 17900 - MC MASTER CARR SUPPLY CO Totals Invoices 3 $1,420.97 Vendor 49257 - NICK & GALINA MELNIK 028812 Other Miscellaneous Income Paid by Check #102803 10/24/2019 11/07/2019 10/31/2019 11/07/2019 1,934.58 Vendor 49257 - NICK & GALINA MELNIK Totals Invoices 1 $1,934.58 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 12 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 140 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 43889 - MME MUNICIPAL MAINTENANCE 0142414-IN Automotive Paid by Check #102804 09/28/2019 11/07/2019 10/31/2019 11/07/2019 270.10 0142320-IN Automotive Paid by Check #102804 10/09/2019 11/07/2019 10/31/2019 11/07/2019 260.48 0142504-IN Automotive Paid by Check #102804 10/14/2019 11/07/2019 10/31/2019 11/07/2019 187.81 0142533-IN Automotive Paid by Check #102804 10/15/2019 11/07/2019 10/31/2019 11/07/2019 580.04 0142716-IN Automotive Paid by Check #102804 10/18/2019 11/07/2019 10/31/2019 11/07/2019 60.63 Vendor 43889 - MME MUNICIPAL MAINTENANCE Totals Invoices 5 $1,359.06 Vendor 43123 - MSC INDUSTRIAL SUPPLY CO 62586211 Small Tools Paid by Check #102805 10/11/2019 11/07/2019 10/31/2019 11/07/2019 424.27 Vendor 43123 - MSC INDUSTRIAL SUPPLY CO Totals Invoices 1 $424.27 Vendor 19200 - NELS TAHOE HARDWARE SEPT 19 Sept 19 Stmt Paid by Check #102806 09/28/2019 11/07/2019 10/31/2019 11/07/2019 193.52 Vendor 19200 - NELS TAHOE HARDWARE Totals Invoices 1 $193.52 Vendor 49254 - NEST LLC 023449 Utility Billing Suspense Paid by Check #102807 10/21/2019 11/07/2019 10/31/2019 11/07/2019 989.18 Vendor 49254 - NEST LLC Totals Invoices 1 $989.18 Vendor 19355 - NEWARK IN ONE 32105699 Small Tools Paid by Check #102808 10/17/2019 11/07/2019 10/31/2019 11/07/2019 533.54 Vendor 19355 - NEWARK IN ONE Totals Invoices 1 $533.54 Vendor 49252 - NICKSAM PROPERTIES LLC 26104 Utility Billing Suspense Paid by Check #102809 10/24/2019 11/07/2019 10/31/2019 11/07/2019 587.28 Vendor 49252 - NICKSAM PROPERTIES LLC Totals Invoices 1 $587.28 Vendor 40124 - NORTHERN TOOL & EQUIP 43338622 Grounds & Maintenance Paid by Check #102810 09/23/2019 11/07/2019 10/31/2019 11/07/2019 470.97 Vendor 40124 - NORTHERN TOOL & EQUIP Totals Invoices 1 $470.97 Vendor 49261 - DUSTIN NUNNERY 3327203 Toilet Rebate Program Paid by Check #102811 10/16/2019 11/07/2019 10/31/2019 11/07/2019 89.00 Vendor 49261 - DUSTIN NUNNERY Totals Invoices 1 $89.00 Vendor 41030 - OFFICE DEPOT 386647766001 Office Supplies Paid by Check #102812 10/07/2019 11/07/2019 10/31/2019 11/07/2019 103.28 386675010001 Office Supplies Paid by Check #102812 10/07/2019 11/07/2019 10/31/2019 11/07/2019 17.85 Vendor 41030 - OFFICE DEPOT Totals Invoices 2 $121.13 Vendor 44607 - OLIN CORPORATION 2744558 Hypochlorite Paid by Check #102813 10/03/2019 11/07/2019 10/31/2019 11/07/2019 4,142.71 2749510 Hypochlorite Paid by Check #102813 10/16/2019 11/07/2019 10/31/2019 11/07/2019 4,046.40 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 13 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 141 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 44607 - OLIN CORPORATION Totals Invoices 2 $8,189.11 Vendor 49221 - PACIFIC SEWER MAINTENANCE CORP 1502 Infiltration & Inflow Paid by Check #102814 10/22/2019 11/07/2019 10/31/2019 11/07/2019 6,200.00 Vendor 49221 - PACIFIC SEWER MAINTENANCE CORP Totals Invoices 1 $6,200.00 Vendor 47903 - PRAXAIR 174 92539002 Shop Supplies Paid by Check #102815 10/21/2019 11/07/2019 10/31/2019 11/07/2019 177.40 92560283 Shop Supplies Paid by Check #102815 10/21/2019 11/07/2019 10/31/2019 11/07/2019 128.35 92635595 Shop Supplies Paid by Check #102815 10/22/2019 11/07/2019 10/31/2019 11/07/2019 50.55 92651313 Shop Supplies Paid by Check #102815 10/23/2019 11/07/2019 10/31/2019 11/07/2019 226.55 Vendor 47903 - PRAXAIR 174 Totals Invoices 4 $582.85 Vendor 49256 - PROVISIONS PROPERTIES LLC 028843 Other Miscellaneous Income Paid by Check #102816 10/24/2019 11/07/2019 10/31/2019 11/07/2019 511.61 Vendor 49256 - PROVISIONS PROPERTIES LLC Totals Invoices 1 $511.61 Vendor 48885 - TIFFANY RACZ 101819 Incentive & Recognition Program Paid by Check #102817 10/18/2019 11/07/2019 10/31/2019 11/07/2019 189.99 Vendor 48885 - TIFFANY RACZ Totals Invoices 1 $189.99 Vendor 49264 - GEORG RAJEWSKY 2523209 Turf Buy-Back Program Paid by Check #102818 10/28/2019 11/07/2019 10/31/2019 11/07/2019 2,000.00 Vendor 49264 - GEORG RAJEWSKY Totals Invoices 1 $2,000.00 Vendor 49244 - COREY REIER 3386110 Turf Buy-Back Program Paid by Check #102819 10/08/2019 11/07/2019 10/31/2019 11/07/2019 1,713.00 Vendor 49244 - COREY REIER Totals Invoices 1 $1,713.00 Vendor 48899 - RENO BUSINESS INTERIORS B3R0327 Office Supplies Paid by Check #102820 10/10/2019 11/07/2019 10/31/2019 11/07/2019 2,460.92 Vendor 48899 - RENO BUSINESS INTERIORS Totals Invoices 1 $2,460.92 Vendor 48727 - RESERVE ACCOUNT OCTOBER 20 Postage prepaid Paid by Check #102821 10/09/2019 11/07/2019 10/31/2019 11/07/2019 1,000.00 Vendor 48727 - RESERVE ACCOUNT Totals Invoices 1 $1,000.00 Vendor 44761 - REXEL NORCAL VALLEY-SACRAMENTO S125993380.001 Biosolids Equipment - Building Paid by Check #102822 10/04/2019 11/07/2019 10/31/2019 11/07/2019 79.49 Vendor 44761 - REXEL NORCAL VALLEY-SACRAMENTO Totals Invoices 1 $79.49 Vendor 49243 - DAVID THOMAS RIOS 02563323 Toilet Rebate Program Paid by Check #102823 10/09/2019 11/07/2019 10/31/2019 11/07/2019 200.00 Vendor 49243 - DAVID THOMAS RIOS Totals Invoices 1 $200.00 Vendor 49195 - JEFF ROBBEN Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 14 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 142 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount 2554117A Turf Buy-Back Program Paid by Check #102824 09/19/2019 11/07/2019 10/31/2019 11/07/2019 2,000.00 Vendor 49195 - JEFF ROBBEN Totals Invoices 1 $2,000.00 Vendor 48812 - JULIE H RYAN 101419 Travel - Meetings - Education Paid by Check #102825 10/14/2019 11/07/2019 10/31/2019 11/07/2019 99.00 101619 Travel - Meetings - Education Paid by Check #102825 10/16/2019 11/07/2019 10/31/2019 11/07/2019 358.00 Vendor 48812 - JULIE H RYAN Totals Invoices 2 $457.00 Vendor 48911 - JOHN SHERIDAN 110119 Travel - Meetings - Education Paid by Check #102826 11/01/2019 11/07/2019 11/07/2019 11/07/2019 38.00 Vendor 48911 - JOHN SHERIDAN Totals Invoices 1 $38.00 Vendor 48449 - SIERRA NEVADA ALLIANCE - SWWG 091119 Contractual Services Paid by Check #102827 09/11/2019 11/07/2019 10/31/2019 11/07/2019 5,000.00 Vendor 48449 - SIERRA NEVADA ALLIANCE - SWWG Totals Invoices 1 $5,000.00 Vendor 48735 - SILVER STATE ANALYTICAL LAB RN244403 Monitoring Paid by Check #102828 10/01/2019 11/07/2019 10/31/2019 11/07/2019 258.00 Vendor 48735 - SILVER STATE ANALYTICAL LAB Totals Invoices 1 $258.00 Vendor 40233 - SILVER STATE INT'L INC SP530466 Automotive Paid by Check #102829 09/26/2019 11/07/2019 10/31/2019 11/07/2019 182.52 Vendor 40233 - SILVER STATE INT'L INC Totals Invoices 1 $182.52 Vendor 48944 - CHRIS SKELLY 100519 Travel - Meetings - Education Paid by Check #102830 10/05/2019 11/07/2019 10/31/2019 11/07/2019 330.60 111319 Travel - Meetings - Education Paid by Check #102830 11/13/2019 11/07/2019 11/07/2019 11/07/2019 69.00 Vendor 48944 - CHRIS SKELLY Totals Invoices 2 $399.60 Vendor 49249 - ROBERT D SMYLY 27923 Utility Billing Suspense Paid by Check #102831 09/10/2019 11/07/2019 10/31/2019 11/07/2019 133.38 Vendor 49249 - ROBERT D SMYLY Totals Invoices 1 $133.38 Vendor 44594 - SOLENIS LLC 131521353 Polymer Paid by Check #102832 09/30/2019 11/07/2019 10/31/2019 11/07/2019 9,697.18 131521855 Polymer Paid by Check #102832 10/01/2019 11/07/2019 10/31/2019 11/07/2019 3,232.39 Vendor 44594 - SOLENIS LLC Totals Invoices 2 $12,929.57 Vendor 44577 - SOUNDPROS INC 191022-65 Public Relations Expense Paid by Check #102833 10/22/2019 11/07/2019 10/31/2019 11/07/2019 49.00 Vendor 44577 - SOUNDPROS INC Totals Invoices 1 $49.00 Vendor 49132 - SOUTH TAHOE PUBLIC UTILITY DISTRICT 001038 Utility Billing Suspense Paid by Check #102834 10/18/2019 11/07/2019 10/31/2019 11/07/2019 25.00 Vendor 49132 - SOUTH TAHOE PUBLIC UTILITY DISTRICT Totals Invoices 1 $25.00 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 15 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 143 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount Vendor 45168 - SOUTHWEST GAS OCTOBER3 NATURAL GAS Paid by Check #102835 10/10/2019 11/07/2019 10/31/2019 11/07/2019 6,906.55 Vendor 45168 - SOUTHWEST GAS Totals Invoices 1 $6,906.55 Vendor 49064 - Staples Business Advantage 3427273474 Office Supply Issues Paid by Check #102836 10/05/2019 11/07/2019 10/31/2019 11/07/2019 1,098.73 3427273475 Office Supplies Paid by Check #102836 10/05/2019 11/07/2019 10/31/2019 11/07/2019 175.93 3427273476 Office Supplies Paid by Check #102836 10/05/2019 11/07/2019 10/31/2019 11/07/2019 92.93 3427273477 Office Supplies Paid by Check #102836 10/05/2019 11/07/2019 10/31/2019 11/07/2019 96.85 Vendor 49064 - Staples Business Advantage Totals Invoices 4 $1,464.44 Vendor 48617 - STEEL-TOE-SHOES.COM STP101519 Safety Equipment - Physicals Paid by Check #102837 10/15/2019 11/07/2019 10/31/2019 11/07/2019 183.16 Vendor 48617 - STEEL-TOE-SHOES.COM Totals Invoices 1 $183.16 Vendor 48753 - SUPERION LLC 239821 Service Contracts Paid by Check #102838 05/30/2019 11/07/2019 10/31/2019 11/07/2019 392.09 Vendor 48753 - SUPERION LLC Totals Invoices 1 $392.09 Vendor 48511 - SWRCB CONTI192 Dues - Memberships - Certification Paid by Check #102839 10/28/2019 11/07/2019 11/07/2019 11/07/2019 80.00 Vendor 48511 - SWRCB Totals Invoices 1 $80.00 Vendor 24315 - TAHOE PARADISE CHEVRON 093019 Gasoline Expense Paid by Check #102840 09/30/2019 11/07/2019 10/31/2019 11/07/2019 138.30 Vendor 24315 - TAHOE PARADISE CHEVRON Totals Invoices 1 $138.30 Vendor 48560 - TAHOE POOL SERVICE 89283 PRV & Vault, Lukins Intertie Paid by Check #102841 10/28/2019 11/07/2019 10/31/2019 11/07/2019 31.79 Vendor 48560 - TAHOE POOL SERVICE Totals Invoices 1 $31.79 Vendor 24325 - TAHOE SAND & GRAVEL T25634 Pipe - Covers & Manholes Paid by Check #102842 09/30/2019 11/07/2019 10/31/2019 11/07/2019 788.82 T25436 Pipe - Covers & Manholes Paid by Check #102842 10/08/2019 11/07/2019 10/31/2019 11/07/2019 305.76 T25557 Pipe - Covers & Manholes Paid by Check #102842 10/09/2019 11/07/2019 10/31/2019 11/07/2019 840.89 T25659 Pipe - Covers & Manholes Paid by Check #102842 10/14/2019 11/07/2019 10/31/2019 11/07/2019 1,294.15 T25661 Pipe - Covers & Manholes Paid by Check #102842 10/15/2019 11/07/2019 10/31/2019 11/07/2019 1,525.42 T24849 Pipe - Covers & Manholes Paid by Check #102842 10/16/2019 11/07/2019 10/31/2019 11/07/2019 537.57 T25662 Pipe - Covers & Manholes Paid by Check #102842 10/16/2019 11/07/2019 10/31/2019 11/07/2019 806.26 T24850 Pipe - Covers & Manholes Paid by Check #102842 10/17/2019 11/07/2019 10/31/2019 11/07/2019 784.06 T25671 Pipe - Covers & Manholes Paid by Check #102842 10/17/2019 11/07/2019 10/31/2019 11/07/2019 1,062.81 T25675 Pipe - Covers & Manholes Paid by Check #102842 10/21/2019 11/07/2019 10/31/2019 11/07/2019 1,073.27 T25676 Pipe - Covers & Manholes Paid by Check #102842 10/22/2019 11/07/2019 10/31/2019 11/07/2019 1,620.37 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 16 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 144 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount T25668 Pipe - Covers & Manholes Paid by Check #102842 10/23/2019 11/07/2019 10/31/2019 11/07/2019 1,605.99 T25439 Pipe - Covers & Manholes Paid by Check #102842 10/24/2019 11/07/2019 10/31/2019 11/07/2019 285.84 T25610 Pipe - Covers & Manholes Paid by Check #102842 10/24/2019 11/07/2019 10/31/2019 11/07/2019 1,583.58 T25611 Pipe - Covers & Manholes Paid by Check #102842 10/25/2019 11/07/2019 10/31/2019 11/07/2019 261.48 Vendor 24325 - TAHOE SAND & GRAVEL Totals Invoices 15 $14,376.27 Vendor 49250 - THE LLOYD B MOTE LIVING TRUST 23798 Utility Billing Suspense Paid by Check #102843 10/24/2019 11/07/2019 10/31/2019 11/07/2019 364.49 Vendor 49250 - THE LLOYD B MOTE LIVING TRUST Totals Invoices 1 $364.49 Vendor 48748 - THUNDERBIRD COMMUNICATIONS 2863 Field Communication Upgrades Phase 1 Paid by Check #102844 10/08/2019 11/07/2019 10/31/2019 11/07/2019 16,186.40 Vendor 48748 - THUNDERBIRD COMMUNICATIONS Totals Invoices 1 $16,186.40 Vendor 48981 - MARSHA KAY TICAS 031231011 Toilet Rebate Program Paid by Check #102845 10/24/2019 11/07/2019 10/31/2019 11/07/2019 59.50 Vendor 48981 - MARSHA KAY TICAS Totals Invoices 1 $59.50 Vendor 48747 - TYLER TECHNOLOGIES INC 045-278835 Replace ERP System Paid by Check #102846 09/30/2019 11/07/2019 10/31/2019 11/07/2019 1,220.00 045-280860 Replace ERP System Paid by Check #102846 10/23/2019 11/07/2019 10/31/2019 11/07/2019 2,689.10 Vendor 48747 - TYLER TECHNOLOGIES INC Totals Invoices 2 $3,909.10 Vendor 47973 - U S BANK CORPORATE ARCE919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 1,720.92 ASCHENBACH919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 1,331.86 BARTLETTB919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 1,165.99 BARTLETTC919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 881.63 BAUGH919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 722.04 BLEDSOE919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 148.84 CASWELL919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 181.00 COOLIDGE919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 1,849.79 COTULLA919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 556.40 CULLEN919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 350.43 GLAZE919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 276.96 GORIGOSKI919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 1,047.29 GUTTRY919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 365.48 HENDERSON919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 1,692.62 HILTON919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 336.43 HUGHES919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 816.60 HUSSMANN919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 2,168.82 KOSCIOLEK919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 1,002.15 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 17 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 145 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount LEE919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 104.28 NOLAN919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 211.30 PRIETO919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 338.94 RUIZ919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 103.88 RUTHERDALE919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 450.64 SCHRAUBEN919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 179.30 SHERMAN919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 499.00 SIANO919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 32.09 SKELLY919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 527.33 STANLEY919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 261.90 THIEL919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 442.37 THOMSEN919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 625.22 VANGORDEN919 Sept 2019 Stmt Paid by Check #102847 09/23/2019 11/07/2019 10/31/2019 11/07/2019 827.60 Vendor 47973 - U S BANK CORPORATE Totals Invoices 31 $21,219.10 Vendor 43718 - USA BLUE BOOK 029156 Small Tools Paid by Check #102848 10/04/2019 11/07/2019 10/31/2019 11/07/2019 (1,093.55) 031619 Small Tools Paid by Check #102848 10/08/2019 11/07/2019 10/31/2019 11/07/2019 1,108.46 032928 Small Tools Paid by Check #102848 10/09/2019 11/07/2019 10/31/2019 11/07/2019 30.15 040750 Supplies Paid by Check #102848 10/17/2019 11/07/2019 10/31/2019 11/07/2019 293.63 040969 Grounds & Maintenance Paid by Check #102848 10/17/2019 11/07/2019 10/31/2019 11/07/2019 498.72 Vendor 43718 - USA BLUE BOOK Totals Invoices 5 $837.41 Vendor 47992 - VELOCITY DYNAMICS INC 0000022429 Biosolids Equipment - Building Paid by Check #102849 09/30/2019 11/07/2019 10/31/2019 11/07/2019 2,297.96 0000022440 Biosolids Equipment - Building Paid by Check #102849 10/02/2019 11/07/2019 10/31/2019 11/07/2019 2,668.60 Vendor 47992 - VELOCITY DYNAMICS INC Totals Invoices 2 $4,966.56 Vendor 48970 - PERRIS VERDUZCO 101219 Dues - Memberships - Certification Paid by Check #102850 10/12/2019 11/07/2019 10/31/2019 11/07/2019 225.00 Vendor 48970 - PERRIS VERDUZCO Totals Invoices 1 $225.00 Vendor 48557 - WATEREUSE ASSOCIATION D35186 Dues - Memberships - Certification Paid by Check #102851 10/02/2019 11/07/2019 11/07/2019 11/07/2019 1,070.00 Vendor 48557 - WATEREUSE ASSOCIATION Totals Invoices 1 $1,070.00 Vendor 25700 - WEDCO INC 574418 Pump Stations Paid by Check #102852 09/17/2019 11/07/2019 10/31/2019 11/07/2019 48.89 578493 Wells Paid by Check #102852 10/07/2019 11/07/2019 10/31/2019 11/07/2019 9.64 578494 Repair - Maintenance Water Tanks Paid by Check #102852 10/07/2019 11/07/2019 10/31/2019 11/07/2019 190.39 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 18 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 146 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount 578744 Repair - Maintenance Water Tanks Paid by Check #102852 10/08/2019 11/07/2019 10/31/2019 11/07/2019 294.53 578745 Shop Supplies Paid by Check #102852 10/08/2019 11/07/2019 10/31/2019 11/07/2019 39.33 579303 Supplies Paid by Check #102852 10/10/2019 11/07/2019 10/31/2019 11/07/2019 60.16 580001 Secondary Equipment Paid by Check #102852 10/14/2019 11/07/2019 10/31/2019 11/07/2019 30.84 580364 Shop Supplies Paid by Check #102852 10/15/2019 11/07/2019 10/31/2019 11/07/2019 23.89 580365 Meters Phase 5B Paid by Check #102852 10/15/2019 11/07/2019 10/31/2019 11/07/2019 263.44 Vendor 25700 - WEDCO INC Totals Invoices 9 $961.11 Vendor 25850 - WESTERN NEVADA SUPPLY 18003447 Sierra Blvd Water System Improvements Paid by Check #102853 08/26/2019 11/07/2019 10/31/2019 11/07/2019 517.80 18002217 Sierra Blvd Water System Improvements Paid by Check #102853 08/27/2019 11/07/2019 10/31/2019 11/07/2019 902.64 18002212 Sierra Blvd Water System Improvements Paid by Check #102853 09/10/2019 11/07/2019 10/31/2019 11/07/2019 902.64 18006864F Pipe - Covers & Manholes Paid by Check #102853 09/16/2019 11/07/2019 10/31/2019 11/07/2019 50.25 18039564 Boxes-Lids-Extensions Inventory Paid by Check #102853 09/23/2019 11/07/2019 10/31/2019 11/07/2019 379.24 38036262 Primary Equipment Paid by Check #102853 09/25/2019 11/07/2019 10/31/2019 11/07/2019 741.34 38045109 Buildings Paid by Check #102853 09/25/2019 11/07/2019 10/31/2019 11/07/2019 242.34 38045437 Buildings Paid by Check #102853 09/25/2019 11/07/2019 10/31/2019 11/07/2019 45.75 38046647 Shop Supplies Paid by Check #102853 09/26/2019 11/07/2019 10/31/2019 11/07/2019 34.32 cm38045109 Buildings Paid by Check #102853 09/26/2019 11/07/2019 10/31/2019 11/07/2019 347.39 18049119 Boxes-Lids-Extensions Inventory Paid by Check #102853 09/30/2019 11/07/2019 10/31/2019 11/07/2019 596.78 38054691 Force Main Repairs Paid by Check #102853 10/02/2019 11/07/2019 10/31/2019 11/07/2019 249.83 18054295 Boxes-Lids-Extensions Inventory Paid by Check #102853 10/03/2019 11/07/2019 10/31/2019 11/07/2019 2,433.08 18054712 Sewerworks Inventory Paid by Check #102853 10/03/2019 11/07/2019 10/31/2019 11/07/2019 859.59 38056412 Force Main Repairs Paid by Check #102853 10/03/2019 11/07/2019 10/31/2019 11/07/2019 264.25 38061986 Pump Stations Paid by Check #102853 10/08/2019 11/07/2019 10/31/2019 11/07/2019 75.67 38064181 Pipe - Covers & Manholes Paid by Check #102853 10/09/2019 11/07/2019 10/31/2019 11/07/2019 84.05 38064907 Small Tools Paid by Check #102853 10/09/2019 11/07/2019 10/31/2019 11/07/2019 95.76 18065514 Sewerworks Inventory Paid by Check #102853 10/10/2019 11/07/2019 10/31/2019 11/07/2019 1,140.81 38065967 Force Main Repairs Paid by Check #102853 10/10/2019 11/07/2019 10/31/2019 11/07/2019 53.05 38068124 Small Tools Paid by Check #102853 10/11/2019 11/07/2019 10/31/2019 11/07/2019 16.69 18017318-1 Water Meters & Parts Paid by Check #102853 10/15/2019 11/07/2019 10/31/2019 11/07/2019 766.53 38068103 Small Tools Paid by Check #102853 10/15/2019 11/07/2019 10/31/2019 11/07/2019 19.62 38068106 Small Tools Paid by Check #102853 10/15/2019 11/07/2019 10/31/2019 11/07/2019 13.08 38068116 Small Tools Paid by Check #102853 10/15/2019 11/07/2019 10/31/2019 11/07/2019 10.97 38073963 Pipe - Covers & Manholes Paid by Check #102853 10/16/2019 11/07/2019 10/31/2019 11/07/2019 45.47 18074365 Valves Elbows Ts Flanges Inventory Paid by Check #102853 10/17/2019 11/07/2019 10/31/2019 11/07/2019 6,119.12 38075428 Wells Paid by Check #102853 10/17/2019 11/07/2019 10/31/2019 11/07/2019 75.61 18074397 Saddles & Fittings Inventory Paid by Check #102853 10/18/2019 11/07/2019 10/31/2019 11/07/2019 374.43 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 19 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 147 Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount 38076733 Wells Paid by Check #102853 10/18/2019 11/07/2019 10/31/2019 11/07/2019 51.15 38077167 Wells Paid by Check #102853 10/18/2019 11/07/2019 10/31/2019 11/07/2019 23.27 38077812 Pipe - Covers & Manholes Paid by Check #102853 10/18/2019 11/07/2019 10/31/2019 11/07/2019 81.08 38078069 Pipe - Covers & Manholes Paid by Check #102853 10/18/2019 11/07/2019 10/31/2019 11/07/2019 22.74 18043714-1 Saddles & Fittings Inventory Paid by Check #102853 10/21/2019 11/07/2019 10/31/2019 11/07/2019 717.92 18077687 Pipe - Covers & Manholes Paid by Check #102853 10/21/2019 11/07/2019 10/31/2019 11/07/2019 503.73 38085733 PRV & Vault, Lukins Intertie Paid by Check #102853 10/25/2019 11/07/2019 10/31/2019 11/07/2019 183.18 Vendor 25850 - WESTERN NEVADA SUPPLY Totals Invoices 36 $19,041.17 Vendor 49246 - MATT WONG 21649 Contractual Services Paid by Check #102854 10/21/2019 11/07/2019 10/31/2019 11/07/2019 531.71 Vendor 49246 - MATT WONG Totals Invoices 1 $531.71 Grand Totals Invoices 373 $1,404,031.59 Run by Theresa Sherman on 10/31/2019 12:08:42 PM Page 20 of 20 Payment of Claims Payment Date Range 11/07/19 - 11/07/19 Report By Vendor - Invoice Summary Listing 148 BOARD AGENDA ITEM 13a TO: Board of Directors FROM: John Thiel, General Manager MEETING DATE: November 7, 2019 ITEM – PROJECT NAME: Conference with Legal Counsel – Significant Exposure to Litigation REQUESTED BOARD ACTION: Direct Staff DISCUSSION: Pursuant to Government Code Section 54956.9(d)(2)/Conference with Legal Counsel regarding Significant Exposure to Litigation. 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 General Manager John Thiel Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Nick Exline 149 BOARD AGENDA ITEM 13b TO: Board of Directors FROM: John Thiel, General Manager MEETING DATE: November 7, 2019 ITEM – PROJECT NAME: Conference with Legal Counsel – Significant Exposure to Litigation REQUESTED BOARD ACTION: Direct Staff DISCUSSION: Pursuant to Government Code Section 54956.9(d)(2)/Conference with Legal Counsel regarding Significant Exposure to Litigation. 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 General Manager John Thiel Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Nick Exline 150 BOARD AGENDA ITEM 13c TO: Board of Directors FROM: John Thiel, General Manager MEETING DATE: November 7, 2019 ITEM – PROJECT NAME: Conference with Legal Counsel – Significant Exposure to Litigation REQUESTED BOARD ACTION: Direct Staff DISCUSSION: Pursuant to Government Code Section 54956.9(d)(2)/Conference with Legal Counsel regarding Significant Exposure to Litigation. 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 General Manager John Thiel Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Nick Exline 151