Regular Board Meeting – Tuesday, October 29, 2024, 8:30 a.m.

Board of Directors Meeting Agenda

Tuesday, October 29th, 2024, at 8:30 A.M.
305 Olympic Valley Road, Community Room, Olympic Valley, CA

Finance Committee on Tuesday, October 29th, 2024, at 7:45 A.M.
The Committee will review finance-related items on this agenda.
305 Olympic Valley Road, Room 212, Olympic Valley, CA

Public comments will be accepted by the Board in-person until the close of public comment on each item. Comments may also be submitted to the Board Secretary at [email protected] or by mail at P.O. Box 2026, Olympic Valley, California 96146. The final mail and e-mail collection will be the day before the meeting at 2:00 p.m. The public will be allowed to speak on any agenda item as it is considered, which may not be taken in the order stated herein. Times, where provided, are approximate only. The District’s Board of Directors may take formal action on any item.

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Board Secretary at 530-583-4692 at least 48 hours preceding the meeting.

Documents presented for an open session to the governing body after distribution of the agenda packet are available for public inspection at the District office during normal District business hours and at the meeting.

  1. Call to Order, Roll Call & Pledge of Allegiance
  2. Community Informational Items. These non-action agenda items are dedicated to facilitate communications and share information within the Olympic Valley.  The organizations include, but are not limited to:
    1. B-1   Olympic Valley Watershed Alliance
    2. B-2   Friends of Olympic Valley
    3. B-3   Olympic Valley Design Review
    4. B-4   Olympic Valley MAC
    5. B-5   Olympic Valley Mutual Water Co.
    6. B-6   Firewise Community
    7. B-7   Tahoe-Truckee Sanitation Agency
  3. Public Comment / Presentation.  Members of the public may address the board on items not on this agenda for up to three minutes; however, any matter that requires action by the governing body will, unless an emergency exists, be referred to staff for a report and possible action at a subsequent Board meeting.
  4. Financial Consent Agenda.  All items listed under this agenda item will be approved by one motion.  These items are routine, non-controversial, and the finance-related items have been reviewed by the Finance Committee.  There will be no separate discussion of these items unless a member of the audience, board, or staff requests the removal of an item for separate consideration.  Any item removed for discussion will be considered after approval of the remaining Consent Agenda items.
    1. D-1   Operating Account Check Register
    2. D-2   Operations Enterprise Fund, Revenue vs. Expenditure/Balance Sheet
    3. D-3   Fire Government Fund, Revenue vs. Expenditure/Balance Sheet
    4. D-4   Capital Reserve Fund Balance Sheet/Income Statement
    5. D-5   Combined Revenues/Expenditures/Balance Sheet
    6. D-6   Fund Balance Statement
    7. D-7   Capital Improvement Financial Progress Report
    8. D-8   Progress Payment – McClintock Accountancy – Fiscal Year 2023-2024 Audit
    9. D-9   Progress Payment – HDR Engineering Inc. – Cost of Service and Rate Study
    10. D-10  Progress Payment – SCI Consulting Group – Development Impact Fee Nexus Study
    11. D-11  Progress Payment – Feather River Forestry – OV Fuel Reduction Project (OV-1)
    12. D-12  Progress Payment – Feather River Forestry – OV Fuel Reduction Project (OV-4)
    13. D-13  Progress Payment – CME Inc. – OVPSD/OVMWC Emergency Intertie Project
    14. D-14  Progress Payment – DOWL – OVPSD/OVMWC Emergency Intertie Project
    15. D-15  Progress Payment – Longo – OVPSD/OVMWC Emergency Intertie Project
    16. D-16  Progress Payment – Blacktop Sealing and Striping– 305/1810 Paving Project
  5. Approve Minutes
    1. E-1   Minutes for the Regular Board of Directors meeting of September 24th, 2024.
    2. E-2    Minutes for the Special Board of Directors meeting of October 15th, 2024.
  6. Old and New Business. Members of the public may address the board on each agenda item, up to three minutes or longer based on direction from the Board President.
    1. F-1   Village at Palisades Tahoe Project Update.
      Information Only: Receive update and accept public comment.
    2. F-2   Fire Impact Fee Program – Nexus Study
      Information Only: Review item and accept public comment.
    3. F-3   Fuels Management Program.
      Information Only: Review item and accept public comment.
    4. F-4   305 Olympic Valley Road HVAC Improvements Project – Engineering Professional Services – Ainsworth Associates Mechanical Engineers
      Proposed Action: Review item, accept public comment, approve professional services agreement with Ainsworth Associates Mechanical Engineers for consulting services, and authorize the General Manager to execute all contractual documents.
    5. F-5   Bike Trail Snow Removal Contract.
      Proposed Action: Review item, accept public comment, approve bike trail snow removal contract, and authorize the General Manager to execute agreement.
    6. F-6   Annual Review of the Bike Trail Snow Removal Financial Reserves Policy.
      Proposed Action: Review item, accept public comment, provide direction to staff as needed, and approve the District’s Bike Trail Snow Removal Financial Reserves Policy.
    7. F-7   California Special Districts Association (CSDA) Election – Bylaw Revision.
      Proposed Action: Review item, accept public comment and cast a vote to approve or deny the proposed bylaw update.
    8. F-8   November 2024 Board Meeting Date
      Proposed Action: Review the item, accept public comment, and change the regular meeting date to November 18th, 2024, due to the Thanksgiving holiday.
  7. Management Status Reports
    1. G-1     Fire Department Report
    2. G-2     Water & Sewer Operations Report
    3. G-3     Engineering Report
    4. G-4     Administration & Office Report
    5. G-5     General Manager Report
    6. G-6     Legal Report (verbal)
    7. G-7     Directors Comments (verbal)
  8. Closed Session
    1. H-1   Closed Session – Conference with Legal Counsel; Anticipated Litigation
      Significant exposure to litigation pursuant to Cal. Gov’t Code section 54956.9(d)(2)
      Number of potential cases: One
  9. Report from Closed Session.
  10. Adjourn

Purpose Statement

The Olympic Valley Public Service District’s purpose is to assume leadership in providing high‐quality public services needed by the community.

Mission Statement

Olympic Valley Public Service District serves full‐time and part‐time residents, businesses, employees, and visitors in Olympic Valley. The mission is to provide leadership in maintaining and advocating for needed, high‐quality and financially sound community services for the Valley. These include, but are not limited to water, emergency services, and sewer and garbage collection.  The District will conduct its operations in a cost effective, conservation-minded, and professional manner, consistent with the desires of the community while protecting natural resources and the environment.