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Home My WebLink About5 Public Outreach 2006 Agenda Item # oGa . . Memorandum To: Board of Directors From: Peter Holzmeister Date: March 10, 2006 Subject: Public Outreach Program for 2006 Why this matter is before the Board: This matter involves establishing a public outreach program for 2006. Since communication with our customers inevitably involves matters of policy and strategic goals it is important that the Board discuss the matter and provide overall direction. History: In the past the District has made various efforts to inform our customers about important issues. We have used a quarterly newsletter, single purpose letters, paid notices in the news media, and television spots. More recently it has been suggested that the District adopt a more aggressive public outreach program. The Board adopted resolution 2005-26 entitled Establishing a Public Outreach Policy. That policy, a copy of which is attached, commits the District to describing changes in water and electric rates, among other matters. Since we have just recently increased our monthly water and electric rates we should now take time to communicate with our customers. Also recently we have looked at a publication of the American Water Works Association entitled Avoiding Rate Shock: Making the Case for Water Rates. I provided a copy of this publication to each director. Attached is the Executive Summary of that publication with its four findings and its recommendations. Essentially, it recommends that we communicate with our customers all year long, year in and year out, about the importance of utility infrastructure, the cost of providing service and the need for adequate, fair, cost-based rates. It recommends that we talk about successful projects that solve problems or improve service. There is also the need to communicate about billing services, conservation services and the overall role of the utility in the community. We have had a conversation about rates during the budget process. There was a concern about increasing rates. I believe modest rate increases will be needed in the years to come. We need to talk to our customers about rates. It was suggested at the workshop that in our communication program we talk about ways we are seeking to reduce costs or be economical in the use of public funds. New information: Attached is a proposal from Pettit Gilwee Public Relations to help us manage the newsletter and bill stuffer program totaling $16,470 for a full year. Since we will actually be conducting the program for only nine months the coast would actually be $12,350 Since we would main this material with our monthly bills there would be no postage cost. The Planning Services budget has two line items that deal with marketing: Account 923.00 contains $6,000 for marketing not related to a specific project and Account 930.10 contains $10,000 for Marketing. We can use these accounts to fund this program. Recommendation: I recommend that the Board approve the Public Outreach Program for 2006 and authorize District staff to work with Pettit Gilwee Public Relations in implementing the program. z TRUCKEE DONNER Public Utility District I� Resolution No. 2005 - 26 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. s 1 Resolution 2005-26 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: Directors Aguera, Hemig, Sutton, Taylor and Thomason NOES: None ABSENT: None TRUCKEE DONNER PUBLIC UTILITY DISTRICT J. Ron Hemig, President ATTEST: s Peter L. Holzmeister, District Clerk s r 2 Resolution 2005-26 4 Peter Holzmeister From: Scott Terrell Sent: Tuesday, March 07, 2006 9:31 AM To: Pettit Gilwee Cc: Peter Holzmeister Subject: RE: Communications Campaign - Estimates- from Scott Hi Pettit, Couid you give us a detailed breakdown? We may have to reduce the $ spending on this. Scott -----Original Message----- From: Pettit Gilwee [maiito:pettit@gi1weepr.com7 Sent: Friday, March 03, 2006 1:20 PM To: Scott Terrell Subject: Communications Campaign - Estimates Hi Scott: Thanks so much for the opportunity to submit a proposal for the TDPUD Communications Campaign. I recommend going with a two-color job as it is less expensive. For six newsletters and six inserts (2-color) , the cost is $16, 470 (includes account management, editing, design and printing) . Please give me a call with any questions. Below are estimate details and how costs break down. TDPUD would pay J&M Printing directly. Please note: there is no mark up to the printing cost. Pettit Gilwee President Pettit Gilwee Public Relations P.O. Box 8203 Tahoe City, CA 96145 530-583-2138 530-583-2108 fax pettit@gilweepr.com ACCOUNT MG2dT/EDITING/DESIGN ESTIMATE FOR SIX NEWSLETTERS: Six Newsletters, 8 1/2 x 11, 2 sided = $5, 400 ACCOUNT MGMT/EDITING/DESIGN ESL"FATE FOR SIX BILLSTUFFERS: Six Inserts, 3 1i2 x 8, 2 sided = $2, 100 I 3 PRINTING ESTIMATE FOR SIX NEWSLETTERS: ' Six Newsletters, 8 1/2 x 11, 2 sided, folded, quantity 13, 000 (eac 2 color both sides = $5, 070 4 color both sides = $6, 240 PRINTING ESTIMATES FOR SIX BILLSTUFFERS: Six Inserts, 3 1/2 x 8, 2 sided, quantity 13, 000 (each run) 2 color both sides = $3, 900 4 color both sides = $5, 616 f i 3 CUSTOMER OUTREACH PROGRAM - 2006 News letters— semi-monthly April — New water and electric rates— what is the cause, how are they structured Water line construction this summer Failing water lines— why Our water system is complex — mountain terrain May— Our water quality is excellent Fire protection The value of water for the money you spend Irrigation water July— Power supply issues Future of water and electric rates Electric service stability— maintenance Conservation services September— Water and electric rate components Rate stability is the goal Cost based rates Our commitment to the environment— Green building movement November— Electric service reliability — restoring power during a winter storm outage Water and electric rates for 2007 Billing services Development pays its own way Bill stuffers—Semi-monthly April Equal payment plan Electric funds transfer June t Water conservation August 5 Energy audits October Conservation —winterize your home December Water and electric rates for 2007 s s