PUBLIC UTILITY DISTRICT NO. 1 OF SKAGIT COUNTY COMMISSIONERS MEETING. DRAFT AGENDA November 14, :30 PM

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1 PLEDGE OF ALLEGIANCE PUBLIC UTILITY DISTRICT NO. 1 OF SKAGIT COUNTY COMMISSIONERS MEETING DRAFT AGENDA November 14, :30 PM CONSENT AGENDA 1. Approval of Agenda 11/14/17 2. Approval of Minutes 10/24/17 Commission Meeting 3. Ratification of Vouchers 10/31/17; 11/07/17 4. Approval of Vouchers 11/14/17 5. Project Acceptance Gibralter Road, P30438 (Anacortes) AUDIENCE COMMENTS OLD BUSINESS 6. Manager s Report 7. Quarterly Report Customer Service/Community Relations/Meters Budget Discussion 9. Compensation Study Discussion 10. Gilligan Creek Watershed Land Purchase - Discussion NEW BUSINESS 11. Resolution No Recognition of Experience and Service by Employees-Action 12. Resolution No Observance of Employee Training and Development Day-Action 13. Resolution No Eliminating Unneeded Funds (Rate Stabilization Fund)-Action 14. Resolution No Authorizing General Manager to Secure Easements Necessary to Implement the Judy Reservoir to Mount Vernon Pipeline-Action MISCELLANEOUS COMMISSIONER COMMENTS ADJOURNMENT JUDY RESERVOIR ELEVATION

2 Agenda Item #2 MINUTES OF THE REGULAR MEETING OF THE COMMISSION PUBLIC UTILITY DISTRICT NO. 1 OF SKAGIT COUNTY, WASHINGTON October 24, 2017 The regular meeting of the Commission of Public Utility District No. 1 was held in the Aqua Room of the utility located at 1415 Freeway Drive, Mount Vernon, Washington, on October 24, The meeting was called to order at 4:30 PM. Those Commissioners in attendance were: Robbie Robertson, President; Eron Berg, Vice President; and Al Littlefield Secretary. Also in attendance were: George Sidhu, General Manager; Sally Saxton, Finance Manager/Treasurer; Mark Handzlik, Engineering Manager; Peter Gilbert, Attorney; and Catherine Price, Administrative Assistant; Audience: Judy Littlefield; and District Employees: Mike Fox, Kathy White, Luis Gonzalez, Mark Semrau, and Kevin Tate. Prior to the regular meeting, the Commission held a work session from 3:15-4:15 PM to discuss the 2018 Proposed Budget and Fleet Management. The work session was open to Commissioners, Management, other District staff, Consultants and the public. No action was taken. Commissioner Littlefield led the Pledge of Allegiance. Commissioner Littlefield moved to approve the Consent Agenda for October 24, 2017: 1. Approval of Agenda 10/24/17 2. Approval of Minutes 10/10/17 Commission Meeting 3. Ratification of Vouchers 10/17/17 No Voucher Nos , Payroll Check Nos ($903,127.96) No Voucher No ($24,059.03) 10/17/17 4. Approval of Vouchers 10/24/17 No Voucher Nos ($382,290.05) Treasurer Saxton presented the Treasurer s Report for the month of September Audience Comments: None Under Old Business: 5. Manager s Report - Manager Sidhu reported on the following items: The State Auditor s office held their exit conference yesterday, October 23. Copies of the Exit Recommendations have been provided. IVR (Interactive Voice Response) was implemented in the Customer Service Department a couple of weeks ago. Callers will now receive a recording giving them the option to make a payment or to speak with customer service representative. Commission Meeting 1 October 24, 2017

3 Agenda Item #2 A Work Session has been scheduled on October 30 at 4 PM. Ross Ardrey will discuss compensation survey results and staff will present a revised compensation program. Port of Skagit County and the District will meet to discuss ownership models for Community Fiber Backbone Project. Two dates were proposed, neither date worked for the Board. Manager Sidhu will follow up with the Port of Skagit regarding new dates. Skagit County and the District will hold a work session at the County on Tuesday, December 12 at 2:30 PM. Discussion will be on coordination of Water Rights Issues and Water Banking. This may require holding the District s Commission Meeting at 5:00 PM to accommodate. 6. Quarterly Report Engineering Manager Handzlik presented the quarterly report updates regarding the Engineering Department, including status and progress regarding the following projects: Mundt Creek Intake Improvements, Third Street and Taylor Street, WTP Chemical Feed Systems Replacement, Francis Road and Highway 9 round-about, SRD 2017 Pump and Motor Assessment, SRD Pump Station Pump Control Valve Service and Repair, Raw Water Pump Station for Panorama, Judy WTP to MV Transmission Pipeline Phase II, and Gilligan Creek Property Protection. Also, he discussed Bill Trueman in his new role as Engineering Supervisor, the status of hiring an Environmental Services Coordinator, and the new Locator. Discussion ensued regarding various aspects of the information presented Budget Discussion Manager Sidhu recapped the earlier Work Session held to discuss Fleet Management and FCS Debt Scenarios. Commissioner Robertson stated that he would like to reiterate his belief of the need for an extensive Education and Outreach Program in Manager Sidhu asked if there were questions on any new items. Commissioner Berg stated he would like to see the contract Safety Consultant be a permanent staff position, lessen 2018 debts by moving some to 2019, and made suggestions on Budget presentation. Commissioner Berg requested a meeting with staff, a FCS representative and the Board for more detailed understanding of budget scenarios. Manager Sidhu stated that he would schedule a workshop to look at the model. Commissioner Berg made a motion to discontinue the Rate Stabilization Fund and transfer the (approximate) balance of $37,000 to the Revenue Fund. The motion passed. Under New Business: 8. Recommendation to Award Higgins Airport Way Fiber Project - Action Engineering Manager Handzlik presented and reviewed the recommendation. Commissioner Berg moved to authorize Manager Sidhu to enter into a contract with Pacific Cable in the amount of $179, for the Higgins Airport Way Fiber Project - Schedules A & B, as presented. The motion passed. Commission Meeting 2 October 24, 2017

4 Agenda Item #2 9. Resolution No Revised Request for Public Records Policy - Action. Manager Sidhu presented the revised resolution. Commissioner Berg moved to adopt Resolution No as presented. The motion passed. 10. Public Utility Risk Management Services (PURMS) Revised Interlocal Agreement - Action Manager Sidhu presented the revised Interlocal Agreement and requested our representative authorization to vote in favor of said agreement. He stated the next step would be presenting our Commission with a Resolution. Commissioner Littlefield moved to authorize our representative to vote in favor of the revised Interlocal Agreement as presented, at the 11/2 PURMS meeting. The motion passed. 11. Development of Strategic Plan - Discussion and Potential Action Manager Sidhu requested direction from the Commission to hire a Consultant to develop a Strategic Plan for the District with an estimated cost of $40,000. Discussion ensued regarding the District s previous Strategic Plan, connection to future budgets, influence on the District s mission, vision and values, and the costs of the study. Commissioner Berg was concerned with the high estimate. Manager Sidhu reported that he would present a Scope of Work to the Commission for further discussion. Under Miscellaneous, there is a copy of a feature article from AWWA Journal on assessing pricing on water; and two items from the Skagit Valley Herald, both letters to the editor regarding Anacortes increasing agriculture water rates. Commissioner Robertson commented that many of these farms are in the District s service area. Under Commissioner Comments, Commissioner Berg proposed Coffee with the Commissioners on a trial basis to gauge interest. Commissioner Robertson agreed. Commissioner Berg also suggested taking the Commission meetings on the road occasionally. At this time, President Robertson recessed the regular meeting to go into executive session per RCW (1)(i)(ii) for an approximate duration of minutes. The meeting was recessed at 6:21 PM. President Robertson convened the executive session at 6:26 PM. President Robertson reconvened the regular meeting of the Commission at 6:44 PM. No audience members remained. Having no further business to come before the Board, Commissioner Littlefield moved for adjournment. The motion passed and the meeting of October 24, 2017 was adjourned at 6:45 PM. Commission Meeting 3 October 24, 2017

5 Agenda Item #2 Respectfully submitted: Catherine Price, Administrative Assistant Commission Meeting 4 October 24, 2017

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28 Agenda Item #11 RESOLUTION NO A RESOLUTION OF THE COMMISSION OF PUBLIC UTILITY DISTRICT NO. 1 OF SKAGIT COUNTY, WASHINGTON, PROVIDING FOR RECOGNITION OF EXPERIENCE AND YEARS OF SERVICE BY EMPLOYEES WHEREAS, Public Utility District No. 1 of Skagit County has determined that experience, well trained and loyal employees are an essential and valuable component to the efficient operation of the District, providing more knowledgeable service to customers, better performance and morale among its employees, and WHEREAS, the District believes individuals awarded for achievements in loyalty, knowledge, performance and length of service should be recognized when possible, before the entire District staff, and WHEREAS, the District recognizes that it is in its best interest to provide incentive and length of service awards to these employees. NOW, THEREFORE, BE IT RESOLVED that the District may provide non cash incentive awards to employees on an occasional and infrequent basis to be determined by the General Manager. The incentive awards shall be uniform in nature, non discriminatory and shall not exceed $75.00 in cost for any individual employee. BE IT FURTHER RESOLVED that the District may provide non cash length of service recognition awards to employees on an occasional and infrequent basis to be determined by the General Manager. The length of service awards shall be uniform in nature, non discriminatory and the amount shall be limited as follows: Completion of: Amount Not to Exceed: One year of service $ Five years of service $ Ten years of service $ Fifteen years of service $ Twenty years of service $ Twenty-five years of service $ Thirty years of service $ The District may also provide a service award and/or recognition ceremony for employees separating from service who are eligible to receive a retirement benefit from the State of Washington Public Employees Retirement System (PERS), Plans 1, 2 or 3 at the time of separation. The cost of such award and/or ceremony shall not exceed $1, BE IT FURTHER RESOLVED, that Resolution No is hereby rescinded. ADOPTED by the Commission of Public Utility District No. 1 of Skagit County, Washington, at a regular open public meeting thereof this 6 th day of November, Robbie Robertson, President Jim Cook Eron Berg, Vice President ATTEST Al Littlefield, Secretary Resolution No of 1

29 Agenda Item #12 RESOLUTION NO A RESOLUTION OF THE COMMISSION OF PUBLIC UTILITY DISTRICT NO. 1 OF SKAGIT COUNTY, WASHINGTON, PROVIDING FOR THE SCHEDULING AND OBSERVANCE OF CHRISTMAS EVE DAY AS AN EMPLOYEE TRAINING AND DEVELOPMENT DAY. WHEREAS, Public Utility District No. 1 believes training and development of its employees is an essential function providing more knowledgeable service to customers, safer performance by employees, and better morale among its employees, and WHEREAS, training in similar areas can be most economically presented to all employees assembled at one time, and WHEREAS, the District believes individuals awarded for achievements in safety and excellent service should be recognized before the entire District staff, and WHEREAS, the District believes training and development can also be effective when conducted away from the distractions of the work place, and NOW, THEREFORE, BE IT RESOLVED that December 24th be a day available be scheduled specifically designated by the General Manager for training and development of District employees. To facilitate the training and development functions, the General Manager may at his/her their discretion close the PUD facilities to the public for any or all parts of the common working day. Employees shall be permitted to leave when scheduled training is completed, but must remain available for emergency work unless vacation, sickness, or other excused absences are taken. Employees shall be paid for a full working day. BE IT FURTHER RESOLVED that Resolution No is hereby rescinded. ADOPTED by the Commission of Public Utility District No. 1 of Skagit County, Washington, at a regular meeting held this 10th day of December, Robbie Robertson, President Eron Berg, Vice President Al Littlefield, Secretary Resolution No. 1 of 1

30 Agenda Item #13 RESOLUTION NO A RESOLUTION OF THE COMMISSION OF PUBLIC UTILITY DISTRICT NO. 1 OF SKAGIT COUNTY, WASHINGTON, ELIMINATING UNNEEDED FUNDS (OPERATING TAX FUND AND CONSUMERS DEPOSITS RATE STABILIZATION FUND) WHEREAS, the Operating Tax Rate Stabilization Fund was created by Resolution No in ; and WHEREAS, the Consumers Deposits Fund was created by Resolution No. 610 on the 6 th day of June 1960; and WHEREAS, the Treasurer of Public Utility District No. 1 of Skagit County, Washington, recommends the following: 1. Operating Tax Rate Stabilization Fund has no balance, has not been used since , is no longer needed in the operation of the District, and should be closed and the remaining balance should be transferred to the Revenue Fund. 2. Consumers Deposits Fund is no longer needed in the operation of the District, should be closed, and remaining balance should be transferred to the Revenue Fund. NOW, THEREFORE, BE IT RESOLVED that Resolution No is hereby rescinded. ADOPTED by the Commission of Public Utility District No. 1 of Skagit County, Washington, at a regular meeting held this 10 th 14 th day of August November, Robbie Robertson, President Jim Cook Eron Berg, Vice President ATTEST Al Littlefield, Secretary

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32 Agenda Item #14 RESOLUTION NO A RESOLUTION OF THE COMMISSION OF PUBLIC UTILITY DISTRICT NO. 1 OF SKAGIT COUNTY, WASHINGTON, AUTHORIZING THE GENERAL MANAGER TO SECURE EASEMENTS NECESSARY TO IMPLEMENT THE JUDY RESERVOIR TO MOUNT VERNON PIPELINE WHEREAS, Public Utility District No. 1 of Skagit County, Washington, as part of the District s preparation of its 2013 Water System Plan, has performed a distribution system analysis that evaluated the water system during a peak hour demand analysis and a maximum day demand plus fire flow analysis, and WHEREAS, the most significant project that was identified during analysis to meet the peak hour demand was the transmission line between Judy Reservoir and the City of Mount Vernon (the Project ), and WHEREAS, the Project is necessary to protect public health and safety by ensuring adequate and redundant water supply and fire flow to the District s most populated area, and WHEREAS, the District s purchasing policy authorizes the General Manager to make purchases less than thirty-five thousand dollars ($35,000) without approval of the Commission, and WHEREAS, the Project will likely require additional utility easements, some of which may be on properties with existing conservation easements and other deed restrictions that may require amendments and other third-party actions and/or condemnation actions by the District. NOW, THEREFORE, BE IT RESOLVED that the Commission authorizes its General Manager to take those actions necessary to secure the easements required to implement the Project, authorize the purchase of individual easements up to thirty-five thousand dollars ($35,000), to bring condemnation recommendations to the Commission, all pursuant to the legal rights provided to the District. BE IT FURTHER RESOLVED that the District is committed to ensuring that in the implementation of this Project, significant adverse environmental impacts are avoided, or, if avoidance is not possible, minimized to the greatest extent possible under the circumstances with adequate mitigation provided, during the State Environmental Policy Act (SEPA) process for the Project. ADOPTED by the Commission of Public Utility District No. 1 of Skagit County, Washington, at a regular meeting held this 14 th day of November, Robbie Robertson, President Eron Berg, Vice President ATTEST Al Littlefield, Secretary Resolution No. Page 1 of 1