AGENDA

EUGENE WATER & ELECTRIC BOARD
SPECIAL BOARD MEETING
(EXECUTIVE SESSION)
EWEB BOARD MEETING
OCTOBER 21, 2003
5:30 - 7:30 P.M.

  1. Pursuant to ORS 192.660(1)(h) to consult with counsel concerning the legal rights and duties of a public body with regard to current litigation likely to be filed in relation to the Public Employees Retirement System (PERS) - Cathy Bloom, Assistant Treasurer, and Eric DeFreest, General Counsel (60 min.)
  2. Pursuant to ORS 192.660(1)(d) to conduct deliberations with persons designated by the governing body to carry on labor negotiations - Randy Berggren, General Manager (60 min.)

SPECIAL BOARD MEETING
7:30 - 9:30 P.M.

  1. Agenda Check (President Lanning)
  2. Approval of Consent Calendar (Items will be approved by one motion and without discussion. If discussion is required, specific items will be removed from the Consent Calendar and considered separately.)
  3. Items from Board Members (5 min.)
  4. Correspondence (5 min.)
  5. Board Agendas (10 min.)
  6. Public Input
  7. Board Governance - Bylaws - Randy Berggren, General Manager and Debra Smith, Telecommunications Project Manager (Presentation - 5 min./Discussion - 5 min./Information)
  8. 2004 Budget - Dick Varner, Fiscal Services Supervisor (Presentation - 30 min./Discussion - 30 min./Information)
  9. Steam Fuels Charge Adjustment - Dick Helgeson, Water & Steam Division Director (Presentation - 15 min./Discussion - 15 min./Action)
  10. Items removed from Consent Calendar

Consent Calendar
October 21, 2003

MINUTES

  1. Re-submitted minutes of the March 13, 2003 Special Board Meeting, and the September 16, 2003 Special Board Meeting

    BUSINESS SERVICES AGREEMENTS
  2. Sani-Pac Corporation - Facilities Services Division. Contract Award, refuse hauling from Headquarters Site, Sani-Pac Corp. This contract will continue a service provided by Sani-Pac. The service includes scheduled removal of garbage containers from the Headquarters Site and providing recycling services for paper and cardboard. The price and conditions for this service are set by City of Eugene Franchise regulations. $17,000.00 per year, or $85,000.00 for five years. Funds for this service are budgeted within Building Operation & Maintenance. Contact Charlie Morris, 484-2411 ex3223.
  3. Financial Consulting Solutions Group- Fiscal Services - Financial Services Division. Consultant services are in support of water rate proposals and Water System Development Charge proposals that will occur in the next five years. A Water Rate Change is anticipated for May 2004. Support for this project is expected to be $19,000. A methodology review and proposal for Water System Development Charges is anticipated for January 2005. Support for this project is expected to be $5,000. Total cost of the contract for rate case consulting over the five year period is $50,000. Contact person is John Yanov, 484-2411, ext. 3402.

  4. Totten/Meza Construction, Inc. - Trail Bridge Emergency Spillway, Leaburg Power Canal Maintenance, Trail Bridge Access Road Repair- Electric Division. At its June 3, 2003 meeting, the Board approved an $853,400 contract with Totten/Meza Construction (Meza) for an Emergency Spillway at Trail Bridge. Also in June, Meza submitted a proposal for the removal and disposal of logging slash on the Leaburg Canal. Meza’s proposal of $65,190 was the lowest bid received and that amount was amended to their contract scope. In August, 2003 the FERC required EWEB to make two modifications to the original Spillway design which resulted in an increased cost of $33,923. Meza’s contract was increased that amount bringing the total to $952,513 or 112% of the initial contract amount.

    On October 10, 2003, at Staff’s request, Meza submitted another proposal for repair of a rock-face embankment that is sloughing into the reservoir beneath the Trail Bridge Dam & Powerhouse access road. Monies were budgeted in 2003 for this repair and staff determined that it was most cost effective to have Meza perform this work since they are already mobilized on site and because the repair needs to be accomplished in coordination with the October Carmen Smith outage. Meza’s quote of $81,804 is within 10% of the engineering estimate. Staff is requesting Board approval to amend Meza’s original contract by this amount bringing the total to $1,034,317. This represents an overall increase of 21% which is above the 20% threshold for Board approval. These additional costs can be accommodated with existing 2003 budgeted funds. Contact person is Dean Ahlsten 341-1830 or E-Mail Dean Ahlsten Total cost asking for above is $180,917 for various different jobs.