COMMISSION MEETING AGENDA PUBLIC UTILITY DISTRICT NO. 1 OF DOUGLAS COUNTY EAST WENATCHEE, WASHINGTON DECEMBER 21, 2018 1:30 P.M. 1. Flag Salute 2. Minutes 3. Vouchers 4. Public Comment 5. Resolution Authorizing a Legal Services Agreement with the Law Firm of Jeffers, Danielson, Sonn and Aylward, P.S. 6. Resolution Amending the Scheduled 2019 Electrical Rate Adjustment 7. Resolution Authorizing Capital Project Revolving Note No. 1 to the Wells Project 8. Resolution Authorizing Extension of the District s Signal Transport Agreement with King Broadcasting Company 9. Resolution Authorizing Acceptance of Work and Final Payment to Reeves Lawn and Spray Services, LLC Under Contract 16-29-W, 2017 Grounds Maintenance 10. Resolution Authorizing Acceptance of Work and Final Payment to Virginia Transformer Corporation Under Contract 18-03-W, Supply Two 14.4 KV to 480V, 2MVA, Dry Type Transformers for the Wells Hydroelectric Project 11. Resolution Authorizing the Execution of a Compressed Air Medical Directors Agreement with Dr. Tobe H. Harberd 12. Resolution Approving Facility Use Agreement with the Confederated Tribes of the Colville Reservation 13. Resolution Authorizing Amendment No. 3 to Professional Service Agreement with the Okanagan Nation Alliance 14. Resolution Authorizing a Professional Service Agreement with Washington Department of Fish and Wildlife for the 2019 HCP Hatchery M&E Implementation Program 15. Resolution Authorizing the District to Renew Business Travel Insurance with CIGNA 16. Resolution Authorizing an Employee Assistance Program Agreement with KEPRO Acquisitions, Inc. 17. Resolution Authorizing Approval of Land Use Permit 135-01, Mark Dawson 18. Resolution Approving Change in Administrative Bulletin 5.13, District Travel Policy 19. Write-off to the Reserve for Uncollectible Accounts December 2018 20. Memberships: APPA DEED Program, APPA, NWPPA, CEATI, FWEE
Agenda December 21, 2018 Page 2 21. Internal Audit Report November 2018 22. Preliminary Disturbance Reports 23. Other 24. Trips 25. Minutes 26. Executive Session: RCW 42.30.110(1)(g) and RCW 42.30.110(1)(i)
A RESOLUTION AUTHORIZING A LEGAL SERVICES AGREEMENT WITH THE LAW FIRM OF JEFFERS, DANIELSON, SONN AND AYLWARD, P.S. 1) It is in the best interests of the District to authorize a Legal Services Agreement with the Law Firm of Jeffers, Danielson, Sonn and Aylward, P.S., to be effective January 1, 2019 through January 1, 2020, at the agreed upon rates. 2) This agreement supersedes all previous agreements between the parties and resolutions of the District pertaining to legal services provided by this Law Firm. District No. 1 of Douglas County, Washington, that the Legal Services Agreement with the Law Firm of Jeffers, Danielson, Sonn and Aylward, P.S., be authorized for the period of January 1, 2019 through January 1, 2020 at the agreed upon rates.
A RESOLUTION AMENDING THE SCHEDULED 2019 ELECTRICAL RATE ADJUSTMENT 1) Resolution 16-206 established new rate schedules effective January 1, 2017 and January 1, 2018. 2) The District deferred the 2018 electrical rate adjustment to January 1, 2019. 3) District staff recommend one change to the rate adjustment that is scheduled to go into effect on January 1, 2019. The basic charge was scheduled to increase to $15 per month. District staff recommend keeping the basic charge at $13 per month and implementing all other adjustments. 4) It is in the best interests of the District to eliminate the basic charge adjustment from the January 1, 2019 rates. District No. 1 of Douglas County, Washington, that the basic charge will remain at $13 per month and other adjustments will be implemented. ADOPTED this 21st day of December 2018.
A RESOLUTION AUTHORIZING CAPITAL PROJECT REVOLVING NOTE NO. 1 TO THE WELLS PROJECT Drafting in Progress
A RESOLUTION AUTHORIZING EXTENSION OF THE DISTRICT S SIGNAL TRANSPORT AGREEMENT WITH KING BROADCASTING COMPANY 1) Resolution 17-004 authorized an extension to the District s Signal Transport Agreement with KING Broadcasting Company, which expires December 31, 2018. 2) Staff has negotiated a fourth Signal Transport Agreement extension letter with KING Broadcasting Company, which would extend the term through December 31, 2020. 3) It is in the best interest of the District to extend the District s Signal Transport Agreement with KING Broadcasting Company. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District s General Manager is authorized and directed to execute a fourth Signal Transport Agreement extension letter with KING Broadcasting Company.
A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT TO REEVES LAWN AND SPRAY SERVICE, LLC UNDER CONTRACT 16-29-W, 2017 GROUNDS MAINTENANCE 1) By Resolution 16-221, dated December 27, 2016, the District awarded Contract 16-29-W, 2017 Grounds Maintenance to Reeves Lawn and Spray Service, LLC. 2) District staff report the Contractor has satisfactorily completed all requirements of Contract 16-29-W and has submitted a Request for Final Payment, Certificate and Release for the second year of the Contract. Therefore, staff recommends that the District accept the completed work and authorize final payment in the amount of $11,883.04 to Reeves Lawn and Spray Service, LLC upon receiving the required notifications from the State of Washington. The total cost of work for the second year of this contract is $237,660.32 plus tax. 3) It is in the best interests of the District to accept the work as complete and authorize final payment under Contract 16-29-W. District No. 1 of Douglas County, Washington, that the work under Contract 16-29-W, 2017 Grounds Maintenance, is hereby accepted as complete, and that final payment is authorized, contingent on receipt by the District of all necessary releases by the State of Washington. This acceptance in no manner waives any claim the District may have against the Contractor for failure to comply with the terms of the contract.
A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT TO VIRGINIA TRANSFORMER CORPORATION UNDER CONTRACT 18-03-W, SUPPLY TWO 14.4 KV TO 480V, 2MVA, DRY TYPE TRANSFORMERS FOR THE WELLS HYDROELECTRIC PROJECT 1) By Resolution No. 18-120 dated July 9, 2018, the District awarded Contract 18-03-W, Supply Two 14.4 KV to 480V, 2MVA, Dry Type Transformers for the Wells Hydroelectric Project, to Virginia Transformer Corporation. 2) District staff reports the Contractor has satisfactorily completed all requirements of Contract 18-03-W and has submitted a Request for Final Payment, Certificate and Release. Therefore, staff recommends that the District accept the completed work and authorize final payment upon receiving the required notifications from the State of Washington. The total cost of work under this contract is $104,944.00 plus tax. 3) It is in the best interests of the District to accept the work as complete and authorize final payment under Contract 18-03-W. District No. 1 of Douglas County, Washington, that the work under Contract 18-03-W, Supply Two 14.4 KV to 480V, 2MVA, Dry Type Transformers for the Wells Hydroelectric Project, is hereby accepted as complete, and that final payment is authorized, contingent on receipt by the District of all necessary releases by the State of Washington. This acceptance in no manner waives any claim the District may have against the Contractor for failure to comply with the terms of the contract.
RESOLUTION NO. A RESOLUTION AUTHORIZING THE EXECUTION OF A COMPRESSED AIR MEDICAL DIRECTORS AGREEMENT WITH DR. TOBE H. HARBERD 1) By Resolution No. 18-151, the District appointed Dr. Tobe H. Harberd as a Compressed Air Medical Directors for the Wells Hydroelectric Project, pursuant to Chapter 296-36 WAC Safety Standards for Compressed Air Work. 2) District personnel have negotiated a contract for the performance of the duties of Compressed Air Medical Directors as directed by Resolution No. 18-151. 3) It is in the best interests of the District to enter into a Compressed Air Medical Directors Agreement with Dr. Tobe H. Harberd. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that, pursuant to Chapter 296-36 WAC Safety Standards for Compressed Air Work, the District s General Manager is authorized to enter into an agreement, on behalf of the District, with Dr. Tobe H. Harberd, a District appointed Compressed Air Medical Director for the Wells Hydroelectric Project.
A RESOLUTION APPROVING FACILITY USE AGREEMENT WITH THE CONFEDERATED TRIBES OF THE COLVILLE RESERVATION 1) In November 2017 the District took over the operation of its own hatcheries. As part of operating these facilities, the District also assumed the responsibility for facilitating disbursement of surplus hatchery fish returning to District facilities, including providing facility access for authorized recipients of those fish. 2) The Confederated Tribes of the Colville Reservation (Colville Tribes) desire access to Wells Hatchery to obtain surplus fish, and also the Wells Dam ladder traps to obtain broodstock for Chief Joseph Hatchery for which the District shares costs. 3) District staff negotiated a Facility Use Agreement with the Colville Tribes terminating on 21 June 2054 that includes protocols for obtaining surplus fish at District hatcheries and broodstock at District traps, and provides indemnification, security protocols, and damage-claim provisions beneficial to the District. 4) Staff recommends approval of this Agreement, stating that it is in the best interest of the District to enter into the Facility Use Agreement with the Colville Tribes. District No. 1 of Douglas County, Washington, that the Facility Use Agreement between the District and Colville Tribes is hereby approved and the District s General Manager is hereby authorized and directed to execute said Agreement on behalf of the District.
A RESOLUTION AUTHORIZING AMENDMENT NO. 3 TO PROFESSIONAL SERVICE AGREEMENT WITH THE OKANAGAN NATION ALLIANCE 1) Resolution No. 15-264 authorized the District to enter into a Professional Service Agreement with the Okanagan Nation Alliance (ONA) regarding operational deployment and assessment of the Okanagan Fish-Water Management Tool (FWMT). 2) Staff recommends approval of Amendment No. 3 with the ONA to renew the agreement for the third of four one-year renewal periods, extending the time of performance to December 31, 2019, modifying the scope of and rates for services, and increasing the not-to-exceed price by $276,746 (Canadian) as per Exhibit D, bringing the total amount of the agreement to $1,094,681 (Canadian). 3) It is in the best interests of the District to issue Amendment No. 3 to amend the Professional Service Agreement with the ONA as outlined above. District No. 1 of Douglas County, Washington, that the District s General Manager is authorized and directed to issue Amendment No. 3 to the Professional Service Agreement with the Okanagan Nation Alliance, which will extend the time of performance to December 31, 2019 and increase the not-to-exceed price by $276,746 (Canadian), bringing the total amount of the agreement to $1,094,681 (Canadian).
A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICE AGREEMENT WITH WASHINGTON DEPARTMENT OF FISH AND WILDLIFE FOR THE 2019 HCP HATCHERY M&E IMPLEMENTATION PROGRAM 1) The Wells HCP requires the development and annual implementation of a monitoring and evaluation (M&E) plan for the District s hatchery programs. Presently, the Washington Department of Fish and Wildlife (WDFW) Supplementation Research Team annually implements the District s hatchery M&E program. 2) The 2019 M&E budget has been finalized following negotiations between District staff and WDFW. The negotiated final budget for calendar year 2019 represents a 1.9% decrease compared to the 2018 budget. 3) Continuation of WDFW s implementation of the District s M&E program is critical to maintaining compliance with the terms of the Wells HCP and the conditions of the various permits to operate the hatchery programs. 4) District staff believes that it is in the best interest of the District to approve this Professional Service Agreement with WDFW to satisfy the requirement of the Wells HCP. District No. 1 of Douglas County, Washington, that the District s General Manager is hereby authorized and directed to enter into a Professional Service Agreement with WDFW to implement the HCP Hatchery M&E Implementation Program, the cost of which is not to exceed $1,048,911 with an expiration date of December 31, 2019.
A RESOLUTION AUTHORIZING THE DISTRICT TO RENEW BUSINESS TRAVEL INSURANCE WITH CIGNA 1) The District has had a Travel Policy with CIGNA since 1976. 2) CIGNA has provided a quote for renewal with the following terms and conditions: all employees of the policyholder who are under the age of 70 will be covered for accidental death, dismemberment, loss of sight, or permanent total disability in the amount of $250,000, while on Business Travel for the District. The quoted premium for a three year pre-paid policy is $3,733.75. 3) District staff recommends renewal of the Business Travel Insurance. 4) It is in the best interest of the District to purchase Business Travel Insurance coverage through CIGNA for February 19, 2019 to February 19, 2022. District No. 1 of Douglas County, Washington, that the District s Accounting Assistant/Insurance Administrator will secure Business Travel Insurance with CIGNA.
RESOLUTION NO. A RESOLUTION AUTHORIZING AN EMPLOYEE ASSISTANCE PROGRAM AGREEMENT WITH KEPRO ACQUISITIONS, INC. 1) For several years Douglas County PUD has provided an Employee Assistance Program (EAP) for all employees and their immediate families. This EAP is provided by KEPRO Acquisitions, Inc. 2) Staff recommends approval of the Employee Assistance Program Agreement with KEPRO Acquisitions, Inc. to provide EAP services to Douglas County PUD. This Agreement is for January 1, 2019 through December 31, 2019. The rate per employee, per month will remain at $3.49 for the duration of the Agreement. 3) It is in the best interest of the employees and the District to approve the Employee Assistance Program Agreement with KEPRO Acquisitions, Inc. District No. 1 of Douglas County, Washington, that the Employee Assistance Program Agreement with KEPRO Acquisitions, Inc. is approved and that the General Manager is authorized and directed to sign said Professional Service Agreement.
A RESOLUTION AUTHORIZING APPROVAL OF LAND USE PERMIT 135-01, MARK DAWSON 1) The District has implemented a Land Use Policy which requires adjacent land owners wishing to use properties associated with the Wells Hydroelectric Project to obtain approval through a District issued permit. 2) District personnel recommend approval of the following permit: Mark Dawson Wells Permit 135-01 The permit is for use of Project lands for a single use boat dock and landscaping. The permittee has provided proof of insurance coverage as required by the District s Land Use Policy. 3) It is in the best interests of the District to approve Wells Permit 135-01. District No. 1 of Douglas County, Washington, that the District s General Manager is hereby authorized and directed to execute, in accordance with the District s Land Use Policy, Land Use Permit No. 115-01.
A RESOLUTION APPROVING CHANGE IN ADMINISTRATIVE BULLETIN 5.13, DISTRICT TRAVEL POLICY 1) Administrative Bulletin 5.13 sets forth the District s travel policy. 2) The current policy sets forth the reimbursement for meal expenses and use of personal vehicles at $75.00 per day and 54.5 cents per mile, respectively. 3) The Internal Revenue Service announced a 3.5 cent increase to the standard mileage rates effective January 1, 2019. The new mileage rate is 58 cents per mile. 4) It is in the best interest of the District to revise the travel policy setting the reimbursement for meal expense incurred while on District business to a maximum of $75.00 per day and reimbursement for approved use of personal vehicles to 58 cents per mile. District No. 1 of Douglas County, Washington, that the rate of reimbursement for meal expense and use of personal vehicles be stated at $75.00 per and 58 cents per mile, respectively, effective January 1, 2019. ADOPTED this 21st day of December 2018.