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HomeMy WebLinkAbout18 Public Outreach Policy Agenda Item # 18 DONNiRl 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. New information: Attached is a draft policy for your discussion. I met with Pat and we reviewed the policy. I am confident Pat will attend the meeting and participate in the discussion. Recommendation: This is a workshop. No formal action is required. I recommend the board discuss this policy and give me direction on any changes you wish to see. DRAFT 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. 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 falling 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.