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HomeMy WebLinkAbout8 Public Outreach Policy Agenda item # � s s Memorandum To: Board of Directors From: Peter Holzmeister Date: August 12, 2005 Subject: Public outreach policy Why this matter is before the board: This matter concern a draft policy establishing a public outreach program. Only the board can adopt policy History: The Contractors Association of Truckee Tahoe suggested that our District adopt a policy setting forth a procedure for initiating public contact when matters of community interest are being considered. The board asked me to work closely with Pat Davison to develop a draft policy and return to the board at a workshop for review. Pat and I worked together to develop a draft policy. She submitted the draft to the CATT board of directors and they asked that a couple of clarifications be added to the draft. Those clarifications were presented to our board on August 17, and have now been added to the draft policy that is attached. The suggested clarifications are the underlined text. Recommendation: I recommend that the board adopt the resolution establishing the public outreach policy. Public Outreach Policy Policy Statement It is the policy of the District to promote open communication with the customers of the District on issues of importance appearing on the agenda of the board of directors. To further this policy there is hereby established a process by which the District shall initiate contact informing the community of important issues that are appearing before the board of directors. This outreach shall occur early enough to permit thorough discussion of the issue prior to the board taking formal action. Definition of important issues Important issues are those that involve changes in monthly water and electric user charges, changes in connection fees, changes in facilities fees, and changes in regulations covering new and retrofit residential and commercial construction. Changes in monthly water and electric user charges or changes in connection fees shall normally occur as part of the board budget discussion prior to adoption of the annual budget Changes m facility fees shall normally occur as part of the five year Water/Electric Master Plan review or when the local General Plans are revised Facility fee increases due to inflation not resultin from TDPUD Master Plan or local General Plan review, shall be discussed as part of the board budget sessions prior to adoption of the annual budget. Other issues will arise from time to time that are difficult to enumerate in this policy statement. Such issues shall be considered as important issues failing under the purview of this policy based on a review by the general manager of the circumstances involved and the persons who may be impacted by adoption of the proposed action. Additionally, the board of directors may, by action at a board meeting, determine that an issue coming before it is an important issue falling under the purview of this policy. Method of public communication The method of initial communication to the public will vary based on the kind of issue being discussed. With respect to the consideration of changes of the water and electric monthly user charge a notice shall be printed on the utility bill going to customers of the District and a display ad notice shall be placed in a newspaper of general circulation in the District. These changes are generally associated with preparation and adoption of the District's annual budget With respect to the consideration of changes in water and electric connection charges or facilities fees (usually associated with adoption of the District's annual budget) or changes in regulations covering new and retrofit residential and commercial construction, a notice shall be sent by fax or e-mail to the office of the Contractors Association of Truckee Tahoe With respect to other important issues so designated by the general manager or the board of directors, the method of initial communication shall be determined on a case by case basis. Other types of communication To the extent practical the office of general manager shall maintain on the District's Web page a description of the important issues that are scheduled to be considered by the board of directors during the next six months. The Web page description shall briefly define the nature of the issue and sufficient general background information to allow members of the public to decide whether the issue should be followed more closely. Resolution No. 2005 - XX Establishing a Public Outreach Policy WHEREAS the District has determined it is necessary to adopt a policy setting forth a procedure for initiating public contact when matters of community interest are being considered; and WHEREAS the District worked with a local organization to craft the policy; and NOW THEREFORE BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT that: The General Manager shall establish procedures to ensure adherence to this policy on the part of District employees: Public Outreach Policy Policy Statement It is the policy of the District to promote open communication with the customers of the District on issues of importance appearing on the agenda of the board of directors. To further this policy there is hereby established a process by which the District shall initiate contact informing the community of important issues that are appearing before the board of directors. This outreach shall occur early enough to permit thorough discussion of the issue prior to the board taking formal action. Definition of important issues Important issues are those that involve changes in monthly water and electric user charges, changes in connection fees, changes in facilities fees, and changes in regulations covering new and retrofit residential and commercial construction. Changes in monthly water and electric user charges or changes in connection fees shall normally occur as part of the board budget discussion prior to adoption of the annual budget. Changes in facility fees shall normally occur as part of the five year Water/Electric Master Plan review or when the local General Plans are revised. Facility fee increases due to inflation, not resulting from TDPUD Master Plan or local General Plan review, shall be discussed as part of the board budget sessions prior to adoption of the annual budget. Other issues will arise from time to time that are difficult to enumerate in this policy statement. Such issues shall be considered as important issues failing under the purview of this policy based on a review by the general manager of the circumstances involved and the persons who may be impacted by adoption of the proposed action. Additionally, the board of directors may, by action at a board meeting, determine that an issue coming before it is an important issue falling under the purview of this policy. 1 Resolution 2005-XX Method of public communication The method of initial communication to the public will vary based on the kind of issue being discussed. With respect to the consideration of changes of the water and electric monthly user charge a notice shall be printed on the utility bill going to customers of the District and a display ad notice shall be placed in a newspaper of general circulation in the District. These changes are generally associated with preparation and adoption of the District's annual budget With respect to the consideration of changes in water and electric connection charges or facilities fees(usually associated with adoption of the District's annual budget)or changes in regulations covering new and retrofit residential and commercial construction, a notice shall be sent by fax or e-mail to the office of the Contractors Association of Truckee Tahoe With respect to other important issues so designated by the general manager or the board of directors, the method of initial communication shall be determined on a case by case basis. Other types of communication To the extent practical the office of general manager shall maintain on the District's Web page a description of the important issues that are scheduled to be considered by the board of directors during the next six months. The Web page description shall briefly define the nature of the issue and sufficient general background information to allow members of the public to decide whether the issue should be followed more closely. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the seventh day of September, 2005 by the following roll call vote: AYES: NOES: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT J. Ron Hemig, President ATTEST: Peter L. Holzmeister, District Clerk 2 Resolution 2005-XX