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Home My WebLink About2012-01-04 Min - Board REGULAR MEETING January 4, 2012 In accordance with District Code Section 2.08.010, the TDPUD minutes are action only minutes All Board meetings are recorded on a digital format which is preserved perpe- tually and made available for listening to any interested party upon their request. The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 6:00 PM in the TDPUD Board room by President Laliotis. ROLL CALL: Directors Joe Aguera, Jeff Bender, Laura Clauson Ferree, Ron Hemig, and Tony Laliotis were present. PLEDGE OF ALLEGIANCE Director Bender led the Board and public in the Pledge of Allegiance. EMPLOYEES PRESENT: Sam Aubrey, Rosanna Matlock, Nancy Waters, Jim Wilson, Bob Mescher, Kathy Neus, Ian Fitzgerald, Michael Holley and Barbara Cahill CONSULTANTS PRESENT: Steve Gross OTHERS PRESENT: Margie Aubrey, Samantha Aubrey, Scott Parker, Jamie Brimer and one other member of the public. CHANGES TO THE AGENDA General Manager Michael Holley said there are no changes to the agenda. PUBLIC INPUT There was no public input. DIRECTOR UPDATE Director Hemig said there was no Municipal Financing Authority meeting for December. The next meeting will probably be in January 2012. He stated that he will be attending the NCPA Strategic Conference later this month. Both Directors Laliotis and Ferree stated they would also be going. Director Bender said Happy New Year everyone. There is a settlement regarding Nevada County LAFCo and Truckee Donner PUD. I am very pleased we got to that point. Director Ferree stated she is no longer employed by the Family Resource Center. Her replacement is on board. In the future if anything comes before the Board affecting the FRC, she will consider whether she needs to recuse herself or not. Director Laliotis said there has not been an NCPA meeting since the last PUD board meeting. 1 Minutes: January 4, 2012 CONSENT CALENDAR RECEIVE AND ACCEPT ANNUAL REPORTS a) Safety activities for the past year b) 2011 Easements Recorded in favor of the TDPUD c) Use of the Board room by outside organizations in 2011 d) Encroachment Permits CONSIDERATION OF SCHEDULING THE REGULAR BOARD MEETINGS FOR 2012 This item involves scheduling the regular Board meetings for 2012. CONSIDERATION OF ONE-TIME SAFETY INCENTIVE TO DISTRICT EMPLOYEES This item involves authorizing a one-time safety incentive to District staff. CONSIDERATION OF 2012 PURCHASE OF A REPLACEMENT VEHICLE This item concerns: a) The purchase of one SUV b) Declaration of one vehicle as surplus Director Aguera moved, and Director Bender seconded, that the Board approve the consent calendar. ROLL CALL: All Directors aye, by voice vote. SO MOVED ACTION ITEM CONSIDERATION OF A RESOLUTION TO COMMEND SAM AUBREY FOR HIS MANY YEARS OF SERVICE This item involves adopting a resolution to commend Sam Aubrey. Director Hemig moved, and Director Ferree seconded, that the Board adopt the resolution recognizing Sam Aubrey for his many years of service. ROLL CALL: All Directors aye, by voice vote. SO MOVED WORKSHOP DISCUSSION REGARDING THE DISTRICT'S COLLECTION PROCESS This item involves a discussion of the District's process to collect delinquent utility accounts. Robert Mescher gave a presentation: • September 7, 2011 o Staff presented semi-annual write-off of delinquent accounts o Board requested staff to investigate ways to increase collections • District's Collection Process o Original bill 0 15 Day Notice with next month's bill 0 48 Hour Notice ■ Automated telephone call ■ Posted on front door o Service is disconnected o Account is closed o Transferred to Transworld Systems 2 Minutes: January 4, 2012 • Transworld Systems o Phase 1: Five written past due notices mailed; one sent every 10 days o Phase 2: Trained collection agents research public records, verify debtor's credit history, identify debtor's assets, make telephone calls, mail notices o Phase 3 - Account is graded ■ High balance and good credit • Attorney telephones debtor; sends demand letters • Attorney files law suit if appropriate ■ Medium balance and fair credit • Attorney telephones debtor; sends demand letters • Attorney attempts to establish a payment plan • Low balance and poor credit • Attorney telephones debtor; sends demand letters • Minimal collection efforts • Account is returned to District if uncollected • Additional ways to increase collections o Run credit verification on all customers and o Require a deposit if credit is unsatisfactory, including homeowners o Enter required collection data upon creating a new account o Ensure prompt transfers from and to each collection phase o In Phase 1, alternate between automated telephone calls and written notices o Check collection status of delinquent accounts over $1,000 o Report an uncollected accounts to credit bureaus Public comment: • What if the account goes to Phase 2 and 3? Transworld charges 50%. Is the 50% added to the collection amount or is it a loss to the PUD? • Can a utility District collaborate regarding track records Board discussion: • Can customer service ask where the new customer comes from and check on the previous utility company • In Phase 2, does Transworld locate the debtor through research- what happens when they are found? • Think we have it covered- the plan is ok • Bad debts are a sign of bad times- do our best- even down to hiring attorneys • Best way to call a person is not just automated, but in person • Does the PUD have a good history with Transworld? Have there been any customer complaints on their collection practices • Alternate between letters and phone calls- are the call from the PUD or from Transworld- cannot just leave a message about bad debt • Is there an extra cost for credit verification • Does the PUD treat homeowners and renters the same when they open a new account- apply hard data fairly • Is this a cost effective way to pursue bad debt- even if we receive 50% • For the 48 hour calls, how do you know the best number to call 3 Minutes: January 4, 2012 • How extensive is the data that is missing- PUD should have this information for Trans- world if we need to go for collection • Under what conditions do we establish a new customer • Continue to do what we are doing, but do more affirmatively • We should have all the information so if we need to go to collection • Is the District not always prompt in the collection process • Put every effort into the high ticket collections • There have been people on the write off list that are known. It would be good to know these people are going to collection ahead of time. • What is the current trend- more collections • Communications through this process are fast, accurate, complete and respect the customer and timely • What percent of the accounts that go to Transworld for collection actually get collected? • Why is the percent of collected accounts so small? • So the PUD does not currently request a deposit for homeowners with a new account • Did Transworld suggest automatic calls • Should follow the same procedure for all accounts including homeowners • Should have a deposit on file so the deposit can offset any write off • Like additional avenues to pursue ROUTINE BUSINESS TREASURER'S REPORT: December 2011 Approval of the fund balances as of November 30, 2011: Director Bender moved, and Director Aguera seconded, that the Board approve the treasurer's report for the month ended November 30, 2011. ROLL CALL: All Directors, aye. SO MOVED. Approval of disbursements for December 2011: Director Aguera moved, and Director Hemig seconded, that the Board approve the December 2011 disbursements report. ROLL CALL: All Directors, aye. SO MOVED. APPROVAL OF MINUTES FOR DECEMBER 7, 2011 Director Bender moved, and Director Ferree seconded, that the Board approve the minutes of December 7, 2011. ROLL CALL: All Directors, aye. SO MOVED. CLOSED SESSION CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9, SUBDIVISION (A), EXISTING LITIGATION, TDPUD V. NEVADA COUNTY LAFCO RETURN TO OPEN SESSION Report from Closed Session There is no reportable action from this evening's Closed Session. There is reportable action from the December 7, 2011 Closed Session. By unanimous roll call vote of the Directors 4 Minutes: January 4, 2012 present, all but Director Ferree who was absent, approved a settlement agreement with Nevada LAFCo. The District and LAFCo have fully executed the agreement, and the lawsuit has been dismissed. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at: 7:20 PM. TRUCKEE DONNER PU LIC UTILITY DISTRICT Tony Laliotis, Pre ident Prepared by Barbara Cahil .Deputy District Clerk 5 Minutes: January 4, 2012