OF JEFFERSON COUNTY. August 13, Citizen Advisory Board Meeting. Final Minutes. Larry Dunbar General Manager

Transcription

1 pup lefferson County Put't i.: Lllilirv Distr;..r' PUBLIC UTILITY DISTRICT NO. 1 OF JEFFERSON COUNTY August 13, Citizen Advisory Board Meeting Final Minutes A meeting of the Public Utility District No. 1 of Jefferson County (pud) Citizens' Advisory Board (CAB) was held at 310 Four Corners Road, Port Townsend, Washington, on August 13,2018. The meeting was convened by Chair Doug Huber at 2:00 p.m. Attending: CABMembers: PUDRe reseni tve,t Karen Bennett, Dist. 2 Doug Huber, Dist. 3 Larry Dennison, Dist. 1 Tom Engel, Dist. I (arrived t 2: 15pm) Peter Lauritzen, Dist. 1 (arrived at 2:05pm) Russ Michel, Dist. 3 (arrived at 2:55pm) Norman Norton Dist, 3 Roger Risley, Dist. 2 Tim Tibbals, Dist. 2 Commissioner Wayne King Larry Dunbar General Manager Will O'Donnell - Communications Manager Don McDaniel, Consultant Chair Doug Huber called the meeting to order stating there was a quorum.voluntary introductions were given by the members of the Citizens' Advisory Board and public. AGENDA Karen Bennett reported there will not be a Broadband Sub-Committee Report. This item was removed from the agenda. Final Minutes - Autust 13, 2018 Page 1 of 6

2 General Manager Larry Dunbar made a request that a new item added to the Agenda - Water Emergency Management Plan. Added aller Agenda Report Paperless Billing. MOTION: Tim Tibbals made a motion to approve the Agenda as amended. This motion was seconded by Karen Bennett. Motion carried unanimously Arrproval of Minutes from Last Meeting: Corrections to minutes of July 9, Page 3 - top ofpage, first sentence reads "Larry Dennison and Commissioner It should read "Lany Dunbar and Commissioner..." MO'IION: Karen Beruett made a motion to approve the minutes of the Citizens' Advisory Board Meeting ofjuly 9, 2018, as amended, This motion was seconded by Larry Dennison Motion carried unanimously. Public Comments: Chair Doug Huber read the public comment guidelines The following topics were discussed o Minutes of July 9, July 9 meeting minutes. There was a discussion about s on the PUD server and personal servers and whether these s are public record. This was eliminated in the minutes. The minutes need to be amended. o The printout of promotional materials on the website. Will O'Donnell will research. o Reserving larger room for meetings.. Posting of past CAB meeting minutes on the PUD website. (Will O'Donnell, Communications Manager will check on this). Gencral Manaeer ReDort: Topics:. PUD Vehicle Use Policy Discussion - temporarily suspended policy. Policy does not allow for personal use. Employees have to stop for lunch and stop for breaks. These are typically considered personal uses. Policy needs to be revised. 'lhe revised policy will be presented at next meeting. o Budget workshop - August 20, 201 8, I :00 p.m. to 3 :00 p.m. Transit Center. o Strategic Budget Objectives (Verbal Update). Topics: l) Consolidated facility project. 2) Community solar project. 3) Broadband line extension for Port Townsend downtown businesses pilot project. 4) Heightened focus on customer service and continuing education. 5) Safety training program. Page 2 of 6

3 6) Electricreliability. 1) Full time regular water engineer. 8) Comprehensivepersonnelpolicies. 9) Advanced metering infrastructure business case evaluation. I 0) Strategic plan update and strategic objectives for I l) Electric system plan. 12) Information technology and geographic information system strategic plan. 13) Telecommunicationsstrategicplan. l4) Designating cash reserves. 15) Confirm utility memberships. o Introduction of Broadband Line Extension Policy Issues. o NoaNet Best Practices Workshop, August 30,2018, 10:00 a.m. to 12:00 p.m., Four Corner's Location. Water Emersen cy Manager Plan: General Manager Larry Dunbar announced that he has requested that Bill Graham, PUD Resource Manager, work with our engineering consultant to get a scope of need and schedule for putting together a Water System Emergency Management Plan. This will be brought back to the CAB for review. Comments/Suqgestions :. The PUD invite someone from Franklin PUD (they have been through this process) to give a presentation on NoaNet. o Process used to come up with list ofbudget priorities. o Electrical reliability and electric system plan. CAB member would like more information on that. o Telecommunications: Processes and systems included in review. o Cyber security.. More staff time into energy conservation. Public Comment: Topics: o Electricalreliability. o AMI Metering. Having a member of the public involved in discussions.. Emergency Water Preparedness.. Strategic Plan - Tie each budget item to an element of the plan. o Confirmation of August 20th and August 30th meetings. o Evaluation for each CAB member to complete. Lany Dunbar encouraged each CAB member to complete the online evaluation of his performance. It is on the PUD website. CAB members, all staff members and commissioners are being invited to participate. Page 3 of 6

4 MOTION: Larry Dennison made a motion to amend the agenda to move the Proposed CAB Governance Resolution down to the end ofthe CAB Agenda. Peter Laurtizen seconded that motion. Motion carried unanimouslv. Asenda Reoort and discussion for Roll out of "Paperless Billins" and "Parrerless Billins ry Will O'Donnell, Communications Manager for the PUD, gave a presenlation. The PUD is trying to get more customers to use paperless bilting. Mr. O'Donnell handed out promotional materials and explained the $10.00 credit as an incentive to get customers to sign up for paperless billing. Mr. O'Donnell explained that he is working on a video which would clarify the process. Commissioner Wayne King suggested that Mr. O'Donnell speak with Liz Anderson of WPUDA for guidance. The flyers that are sent out with the bills are already available through the smart hub paperless app. It was mentioned that applications on IPads using the smart hub are having problems with payment of bills. Suggestion was made to test the application on various devices. Public Comments. $10.00 did not seem like much ofan incentive. o ACH (automatic withdrawal) is not necessarily flree. There is a fee associated with establishing that choice. o Paperless option means loss ofcustomer contact. o PUD needs to monitor how many people are actually going to be looking at the flyer on line.. Saving money on printing is important.. $10.00 is credit yearly - not monthly. Needs to be better explained in the promotional materials. o ACH - there is no security protection with this option. o Is there a liability issue for the PUD if someone's bank account is compromised? o Fiber security.. Payment should be made through credit card and not ACH for security purposes. Will O'Donnell will submit an updated proposal at the next CAB meeting in September Asenda Report and Proposed CAB Governance Resolution : Russ Michcl gave a presentation on the proposed CAB Govemance Resolution. After resolution is passed by the BOC, the subcommittee will then work with Lany Dunbar to formulate CAB Operational Guidelines. There were some suggested changes and/or additions. Mr. Michel will make the necessary changes and submit another draft of the resolution at the next CAB meeting. He announced that he will not be in attendance at the next meeting. There was considerable discussion. Page 4 of 6

5 Public Comment. Topics. Perception of public. Board members working with CAB members.. July 9 meeting minutes. There was a discussion about s on the PUD server and personal servers and whether these s are public record. This was eliminated in the minutes. The minutes need to be amended. MOTION: Russ Michel made a motion to approve Resolution No as amended where tt. Ceg Z(.) to strike the last sentence and that this resolution will be forwarded to the Board of Commissioners to be on their agenda for the next regularly scheduled meeting on August 21, Lany Dennison seconded the motion MOTION WAS RETRACTED BY RUSS MICHEL. Lany Dennison seconded the retraction Public Comment. Topics:. Objection to mischaracterization of the public comment that was ed to CAB o Expectations of CAB. Sisnin s of Documents: The signing of minutes took place during the meeting before adjournment. MOTION: Motion was made by Larry Dennison to adjourn the August 13,2018' meeting of the Citizens' Advisory Board. This motion was seconded by Roger Risley. Motion carried unanimously. ADJOURNMENT: Meeting was adjourned at 4:02 P.m. Minutes prepared by: Cammy Brown, PUD Recorder Approved: CAB meetin s audio file available on website effnud.ors Do be C 1' Date L on, Vice Chair Date 8 cc{ zci 16-.-t ht8 Page 5 of 6

6 Please note PUD Citizen Advisory Board meetings are audio recorded and posted to the PUD website at usually within 1-2 buslness days of each meeting. lf you expeience any difficulty access/ng a pafticular recording, you may call for asslsfance. Jefferson PUD provides reasonable accommodations to persons with disabilities. We invite any person with special needs to contact our staff at at least 24 hours before the meeting lo discuss any special accommodations. Page 6 of 6