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Home My WebLink About11 Citizen Advisory Committee 10 1 Agenda Item # ., . �►u ., Public Utility District Workshop To: Board of Directors From: Peter Holzmeister Date: February 16, 2007 Subject: Formation of Citizen Advisory Committees Why this matter is before the Board: This matter is a continuation of the Board's discussion of formation of citizen committees. History: History: During the recent lengthy discussion of securing a contract to meet the District's base load power needs, a great deal of public interest developed. A variety of opinions and ideas were suggested to the Board. The Board began to discuss the possibility of inviting broad-based public input through the formation of two committees, one to evaluate conservation options and the other to evaluate power supply options. Two workshops were conducted at which there was discussion of how to structure the suggested committees. This is a continuation of those earlier workshops. New information: Attached are two draft resolutions, one forming a power supply committee and the other forming a conservation committee. Also attached is a draft application form that could be used to solicit citizen interest in serving on one of the committees. I am also attaching the earlier report that the Board reviewed to provide some continuity of thought during this process. Recommendation: This is a workshop. No formal action is needed. Public Utility District R N solution No. 2007 - XXX RESOLUTION ESTABLISHING A CITIZEN ADVISORY POWER SUPPLY COMMITTEE WHEREAS Truckee Donner Public Utility District provides electric power to its customers; and WHEREAS the District must meet the entire power needs of its customers by securing a firm and reliable power supply; and WHEREAS the mission statement of the District recognizes the need to offer economical rates to its customers and the need to be environmentally responsible; and WHEREAS the Board of Directors of the District is committed to securing a wholesale power supply mix that included includes a significant portion of renewable energy; and WHEREAS the Board recognizes that the issues of electric rates and environmental responsibility and the development of related programs are issues that Truckee's citizens wish to participate in; NOW THEREFORE BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT THAT: 1. There is hereby established the Citizen Advisory Power Supply Committee consisting of twenty members appointed by the Board of Directors of the District 2. Membership on the advisory committee is limited to residents of the District. 3. The Board of Directors of the District shall appoint the chair of the committee 4. The committee shall submit a report to the Board of Directors within eighteen months of its formal appointment containing a description of its work, it findings and recommendations. 5. The committee shall submit monthly progress reports to the TDPUD Board of Directors. 6. The duty of the Committee shall be to recommend to the TDPUD Board of Directors a power supply plan that provides for the needs of the community. The plan shall incorporate the following principles: • Cost is an important factor because it translates into rates paid by the District's customers. There is a strong preference for cost-based rates when purchasing wholesale power. • Overall power supply must be reliable, firm • Power supply must satisfy the District's Renewable Portfolio Standard Res. 2007-XX Citizen Advisory Power Supply Committee 7. The Board of Directors of the District shall provide financial assistance to enable the committee to meet reasonable and necessary expenses. Requests for payment of expenses shall be submitted to the District for review and action by the Board of Directors. 8. The TDPUD Board of Directors shall appoint subject matter experts or consultants to provide assistance to the committee and shall pay their expenses. 9. The committee shall be advisory to the Board of Directors and its members shall not be considered members public officials 10.Membership of the committee shall be appointed so as to reflect the characteristics of the Truckee community PASSED AND ADOPTED by the Board of Directors of the Truckee Donner Public Utility District in a meeting duly called and held within said District on the 21 st day of February, 2007. AYES: NOES: ABSTAIN: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT Tim F. Taylor, President ATTEST: Peter L. Holzmeister, District Clerk Res. 2007-XX Citizen Advisory Power Supply Committee �I�I�LIUI IC KEE s O NN Ipl �II�IM�II �I�i�N PublicDistrict R solution No. 2007 - XXX RESOLUTION ESTABLISHING A CITIZEN ADVISORY WATER AND POWER CONSERVATION COMMITTEE WHEREAS Truckee Donner Public Utility District provides electric power and potable water to its customers; and WHEREAS the District must meet the entire power and water needs of its customers; and WHEREAS the mission statement of the District recognizes the need to offer economical rates to its customers, the need to be environmentally responsible, and to use our resources wisely; and WHEREAS the Board of Directors of the District is committed to conserving water and electric power resources; and WHEREAS the Board recognizes that discussion of the issues of water and electric power conservation and the development of related programs are issues that Truckee's citizens wish to participate in; NOW THEREFORE BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT THAT There is hereby established the Citizen Advisory Water and Energy Conservation Committee consisting of twenty members appointed by the Board of Directors of the District: 1. Membership on the advisory committee is limited to residents of the District. 2. The Board of Directors of the District shall appoint the chair of the committee 3. The committee shall submit a report to the Board of Directors within eighteen months of its formal appointment containing a description of its work, it findings and recommendations. 4. The committee shall submit monthly progress reports to the TDPUD Board of Directors. The duty of the Water and Energy Conservation Committee shall be to recommend to the TDPUD Board of Directors a water and energy conservation plan that provides for the needs of the community. The plan needs to incorporate the following principles: • The plan needs to satisfy the requirements of the public benefits program related to conservation. • The plan needs to give special attention to assisting low income persons • The plan must deal with the issue of irrigation water practices. 1 Citizen Advisory-Water& Power Conservation • The plan needs to evaluate the cost/benefit ratio of various conservation methods and recommend those practices that represent the best investment of the District's limited resources • The District has a preference for established and successful conservation practices. Experimental conservation practices or conservation practices that are still in the experimental or developmental phase are to be avoided. 5. The Board of Directors of the District shall provide financial assistance to enable the committee to meet reasonable and necessary expenses. Requests for payment of expenses shall be submitted to the District for review and action by the Board of Directors. 6. The TDPUD Board of Directors shall appoint subject matter experts or consultants to provide assistance to the committee and shall pay their expenses. 7. The committee shall be advisory to the Board of Directors and its members shall not be considered public officials 8. Membership of the committee shall be appointed so as to reflect the characteristics of the Truckee community PASSED AND ADOPTED by the Board of Directors of the Truckee Donner Public Utility District in a meeting duly called and held within said District on the 21 st day of February, 2007. AYES: NOES: ABSTAIN: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT Tim F. Taylor, President ATTEST: Peter L. Holzmeister, District Clerk 2 Citizen Advisory-Water& Power Conservation Truckee Donner Public utility District Committee Application Please indicate your interest by checking the appropriate box. (Please see attached committee descriptions) ❑ POWER SUPPLY COMMITTEE ❑ CONSERVATION COMMITTEE Please Print Clearly Name: Home Address: Mailing Address: Home Phone: Work Phone: Fax: E mail: Do you live within the TDPUD Service Area? ❑ Yes ❑ No How Long? Are you a registered voter in the TDPUD Service Area? ❑ Yes ❑ No School Degree(s) Present Employer: Position: What are your principal areas of interest in the TDPUD committee(s) and what experience(s) or special knowledge can you bring to those areas? P.0. Box 309—Truckee,CA 96160—Phone 530-587-3896—Ftiww.tdnud.ora Truckee Donner Public Utility District Committee Application Page 2 of 2 What do you hope to accomplish by your participation? Please feel free to attach any supplemental information that may help the District Board of Directors make its decision. Signature Date P.0. Box 309—Truckee,CA 96160—Phone 530-587-3896—wtivwAdpud.orQ Ideas Regarding Formation of Citizen Committees Citizen committees can be very good if organized properly Citizen committees can be a disaster if organized poorly TDPUD Board appoints the committee • If the committee is small, like 5 or 9 people, one strong personality controls it • Have a committee of 20 or 25 • A large committee is more reflective of the type of people in the entire community. • Get business, professional, retired, young, etc • Advertise for member interest • You want people with an open mind, not people with an agenda When people send in letters of interest, send them a questionnaire. • How long lived in Truckee, • Profession or job, • Why interest in committee, • What nights you are available, etc. Then choose committee to achieve balance and wide community representation. • Board members should not be on the committee. • The committee is to report to the Board, • One or two directors should attend the meetings to get a feel for what is happening Committee needs information • Have a curriculum prepared that covers the first five or six meetings. • What do the committee members need to know to consider power supply options or conservation program options. • Have a presenter attend the meeting to give the class. • After the last presentation, the next meeting is to lay out the options. • There is a theme and agenda for each meeting • Each meeting is facilitated. • After each presentation the group breaks into groups of 5 to discuss what they heard • Flip charts are maintained and a record is kept of the discussion. • Each group reports back to the entire committee After the informational meetings are completed, options are explored and discussed at the next meeting or two. After the options are laid out, have the committee members rate the options — usually one or two options rise to the top At second to last meeting, the committee drafts the final report. At the last meeting, the draft final report is edited and approved by the committee The report is submitted to the TDPUD Board as a recommendation Citizen Committee Logistics Meet early evening - 5:OOPM to 7:30PM Provide dinner They get home early or Meet 7:OOPM To 9:OOPM — Refreshments They have worked all day and are tired so conclude by 9:OOPM Each member gets a three-ring binder • First page is the resolution of the Board establishing the committee and its purpose. • Second page is his or her letter of appointment • Third page is list of member and phone numbers • Fourth page is name and number of staff or consultants assigned to committee • Bring book to each meeting. Every meeting there is an agenda. It goes in the book. Each presenter provides an outline of his/her presentation — power point or whatever. Goes in the book Begin each meeting with a report on what happened at the last meeting, then the presenter goes, then the table discussions, then the table reports. Have two meetings a month. Each week is too much. Once a month, they forget between meetings. TDPUD Board establishes a few important principles to be considered by the committee in conducting its work. Example of principles for a power supply committee: 1. Cost is an important factor because it translates into rates paid by the District's customers. There is a strong preference for cost-based rates when purchasing wholesale power. 2. Overall power supply must be reliable, firm. 3. Power supply must satisfy the District's Renewable Portfolio Standard. Examples of principles for a conservation committee: 1. The plan needs to satisfy the requirements of the public benefits program. 2. The plan needs to give special attention to assisting low income persons 3. The plan must deal with the issue of irrigation water practices. 2 Citizen Committee