Board Members present: Sandra Bishop, Vice President; Dorothy Anderson, Peter Bartel, Patrick Lanning, Susie Smith.
Others Present: Randy Berggren, Krista Hince, JoAnn Andersen, Terry Bequette, Cathy Bloom, Tom Buckhouse, Chuck Dalton, Mel Damewood, Dick Helgeson, Garry Kunkel, John Mitchell, Mat Northway, Jim Origliosso, Mark Oberle, Dick Varner, Ron Wilson, Members of the EWEB staff; Kris Aanderud, Minutes Recording; members of the public.
Vice President Bishop called the Regular Meeting Session of the Eugene Water & Electric Board (EWEB) to order.
OATH OF OFFICE FOR PATRICK LANNING
Patrick Lanning, Eugene Water and Electric Board's Commissioner-elect for Wards 1 & 8, was sworn in six-months early, replacing Mike Dyer who resigned June 8. Commissioner Lanning was congratulated by other Commissioners.
AGENDA CHECK
Item 10 was moved to the work session, held immediately preceding this meeting.
ELECTIONS OF OFFICERS AND APPOINTMENTS TO COMMITTEES
Commissioner Smith asked about the seniority provision which had been removed and asked if there was a desire by Commissioner Bartel or Commissioner Anderson to serve as Vice-President. Commissioner Anderson said that she had no preference. Commissioner Bartel said that if the Board wants to adhere to the process of seniority, he would support that, but that he would be happy to serve in a leadership role.
Commissioners Smith moved, seconded by Commissioner Bartel, to have Commissioner Bishop serve as President for the remaining portion of the year. The motion passed unanimously.
Commissioners discussed the issue of seniority further.
Commissioner Bartel moved, seconded by Commissioner Smith, to have Commissioner Anderson serve as Vice President for the remaining portion of the year.
Commissioner Smith expressed support to returning to a seniority system for electing officers and that she supported both Commissioner Bartel and Commissioner Anderson serve as Vice-President.
The motion passed unanimously.
President Bishop reviewed the committee appointments, noting a single vacancy on the Western Generation Agency.
Commissioner Smith moved, seconded by Commissioner Bartel, that President Bishop become the Representative to the Western Generation Agency. The motion passed unanimously.
Vice President Anderson asked if Commissioner Lanning would like to serve on any committee. Commissioner Smith suggested that Commissioner Lanning could serve as the alternative to Lane Council of Governments (LCOG).
Commissioner Bartel moved, seconded by Vice President Anderson, that Commissioner Lanning be appointed as the alternate to represent EWEB on the LCOG Board. The motion passed unanimously.
APPROVAL OF CONSENT CALENDAR
President Bishop indicated that the following items were included on the consent Calendar:
Vice President Anderson requested to remove the June 6, 2000 minutes - Regular Board meeting from the consent calendar, noting that she had corrections to make.
Commissioner Bartel requested to remove the Personal Services Contract from the consent calendar.
Commissioner Anderson moved, seconded by Commissioner Smith, to approve the Consent Calendar, including the minutes of the Work Sessions of June 5, and June 6, 2000. The motion passed unanimously, with Commissioner Bartel abstaining from the June 6, 2000 Work Session and Commissioner Lanning abstaining from both items.
CORRESPONDENCE
General Manager Randy Berggren reviewed a number of informational items, including:
Commissioner Smith noted agreement with the donation, but asked for input on an acceptable quote. Other Commissioners concurred on the donation.
Mr. Berggren reviewed draft agendas for the next Board Work Session and Board Meeting, including a recognition for former Commissioner Mike Dyer.
ITEMS FROM BOARD MEMBERS
Commissioner Smith thanked Garry Kunkel for his years of service.
Commissioner Smith asked if there could be a quick debrief with the Adams walk-through. Commissioner Anderson provided brief comments. Commissioner Bishop said that the next step would come up with the Board in August. Mr. Berggren said that the under-grounding seemed to be working within the three block area.
President Bishop noted an article that was printed in the Register Guard regarding a power plant in Umatilla. She noted that this article refers to another site, which would have no impact on the negotiations in progress, between EWEB, the Confederated Tribes of the Umatilla, and the City of Hermiston, on the feasibility study.
President Bishop also noted a Memorandum from Ron Wilson on the 42" Water Line Construction Update - 5th Street and acknowledged his efforts on the EWEB work being done on 5th Street. Mr. Wilson said that businesses have been very patient and have been wonderful to work with.
PUBLIC INPUT
There was no public input.
HAYDEN BRIDGE EXPANSION STATUS
Ron Wilson, Senior Engineer, reviewed the Memorandum and accompanying materials on the EWEB Hayden Bridge Expansion Plan, copies of which were included in the meeting agenda packet. The presentation included overheads, as well as drafting presentation boards, and enlarged detailed photographs.
Commissioner Smith noted that this was a sensitive area and asked that landscape consultant be made aware of the desire for an emphasis on native vegetation, rather than a desire to look at low-maintenance vegetation. Mr. Wilson noted the request.
Mr. Wilson reviewed a summary of Treatment Design Criteria, including a schematic poster developed to show from the McKenzie River through the EWEB system. He also reviewed an Overview of Hydraulic Connection to Plant, noting the efforts to allow for future technology and upgrades to be easily accomplished. Mr. Wilson finally reviewed the Project Schedule Update, including the conceptualization, design and construction phases, with the facility operational by the summer of 2002.
Commissioners reviewed details of the reservoir.
The Board recessed at 9:02 p.m. and reconvened at 9:10 p.m.
UNIVERSAL SERVICE PLAN
Chuck Dalton, Customer Relations Manager, and JoAnn Andersen, Director of Customer Services, presented the Universal Service Plan Proposal, June, 2000, copies of which were included in the meeting agenda packet. Ms. Andersen presented information requested earlier by the Board on proposed fee increases for both Non-Sufficient Fund Check Charges and the After Hours Charges.
Commissioner Anderson asked how the Consumer Education differed from REACH 2000. Mr. Dalton said that it was similar, but that the Consumer Education should be more inclusive. He said the effort was to develop a comprehensive plan, which will be in place for the coming heating season.
Mr. Dalton shared a letter from Steve Manela, on behalf of the Health and Human Services Commission of Lane County, stating his support for the proposal.
Mr. Dalton shared anticipated revenue sources and a proposed allocation of funds beginning in 2001 through 2003. The request for allocation of funds is an additional $625,000 over the three year period. In year 2001, the increase would be $102,000 from current allocations; in year 2002, the increase would be $246,000; and in year 2003, the increase would be $277,000.
Commissioner Bartel noted that the proposal spoke to an increased effort to obtain useful data, but suggested that there be an independent third party like Oregon Research Institute, which could evaluate if the money was being well spent. An independent third party could provide a model that not only ensures that the right questions are being asked, but also that the outcomes that are being sought are being achieved. Commissioner Bartel said that other than this issue, he was in support of the proposal. Mr. Dalton responded that he had recently received a report from Portland General Electric and Portland State University which supported the issues addressed by Commissioner Bartel and were addressed in the proposal.
Commissioner Anderson said that she was in favor of the basic program, but was concerned by the proposed costs that were shared by Mr. Dalton. She asked that the detailed budget information be provided in writing for Commissioners' review prior to Board taking action. She noted specifically the substantial increase in the Energy Share Advertising. She also asked for an assessment on how much money was expected to be recouped from the proposal.
Commissioner Smith concurred with the comments by Commissioner Anderson. Mr. Dalton spoke specifically to the advertising budget increase, which would be an investment for the next several years. He said that the last advertising campaign ran for five years and cost approximately $40,000, which was the same increase included in the proposed fund allocation.
Commissioner Smith spoke for the need for accountability to the community, for the benefits the community will receive. She said that over time the importance of tracking the benefits will be critical. She added that this program seemed like a baseline program, which could be built upon.
President Bishop asked what action was recommended by staff. Mr. Dalton listed a range of actions, including adopting a single year, adopting all three years, or disallowing the proposal. President Bishop asked if the Board could accept the concept of the proposal, without adopting the budget, which would not bind future Boards for future budget years. Commissioners concurred with the suggestion to accept the concepts contained within the proposal.
Commissioner Anderson referred to pages 11 and spoke to the alternative rate which might be proposed in future years. Mr. Dalton said that this proposal did not include an alternative rate and that without additional data collection, he would not propose instituting a different billing structure and that any such proposal would come back to the Board for their consideration and approval or rejection.
Vice President Anderson moved, seconded by Commissioner Bartel, to adopt Phases 1 and 2 of the Universal Service Plan. The motion passed unanimously.
ITEMS REMOVED FROM CONSENT CALENDAR
Commissioner Anderson noted the following corrections to the June 6, 2000, Regular Board Meeting minutes on page 2, Public Input, should be amended to read:
"Charles Biggs, 2405 Willakenzie #1, inquired as to whether the Willamette River main stem was eligible for McKenzie Water Trust funds, donated by EWEB.
Commissioner Anderson said that the land trust donation was applicable only to the McKenzie River, as the McKenzie River is the community's source of drinking water."
Commissioner Bartel moved, seconded by Commissioner Smith, that the minutes of June 6, 2000, Regular Board Meeting be adopted as corrected. The motion passed unanimously.
Regarding the Personal Services Contract, President Bishop suggested that the process needs to be opened up again for another round, as this was a five-year, $250,000 contract award. She expressed concern with the award, noting a potential conflict of interest with the company and it's views regarding EWEB's telecommunication program. She expressed her opinion that there is a problem with granting a public relations contract to a firm who is depending on work from an affiliated business firm which has a principal owner who has publicly opposed EWEB going into the telecommunications business.
Commissioner Bartel said that although he had not discussed this issue with Commissioner Bishop, he concurred with the concerns expressed by Commissioner Bishop and asked that the bid award be reviewed.
John Mitchell spoke to the RFP and concurred with Commissioner Bartel that there were any number of firms that could provide the service. He said that when the agencies were scored, they were all very close. He said that they were looking for an integrated approach for advertising. He said that the three reviewers were unanimous in scoring the best candidate. He spoke to concerns that the reviewers shared with the Commissioners.
After further discussion, Commissioner Smith requested that the item be carried over to the next meeting. She asked for additional information on what the specific role of the successful company would be with respect to EWEB's telecommunication project.
Commissioner Anderson suggested that the contract be let for one year, $50,000 with an annual review, rather than the five year, $250,000 contract. Mr. Mitchell said that the contract was written for annual review.
The meeting adjourned at 10:15 p.m.
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Assistant Secretary President