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HomeMy WebLinkAbout11 District Code Policy Review Agenda Item # Public Utility District Workshop To: Board of Directors From: Michael Holley Date: January 18, 2008 Subject: District Code and Policy Review 1. WHY THIS MATTER IS BEFORE THE BOARD The District's Code provides rules and regulations intended to convey a comprehensive description of the manner in which the District operates and serves its customers. The Code shall be followed and adhered to by all persons and entities doing business with the District. Periodically, the Code should be reviewed and updated to conform to District Board directives, new applicable laws and regulations and improvements. 2. HISTORY Over time, the District Code has been modified as needed to conform to resolutions, ordinances and policy changes approved by the Board. 3. BACKGROUND and NEW INFORMATION At the Board meeting workshop on January 9, President Taylor asked for more specifics on the changes needed to the District Code. Department Managers have noted chapters that need reviewed and made other comments. Review and updating can be accomplished in an efficient manner by first selecting highest priority Titles and Chapters, have staff make recommended improvements completed with Board confirmation and approval. Staff will schedule workshops on Board agendas as each priority Title is ready for review. 4. RECOMMENDATION • Request the Board to confirm the need for policy and Code review and priorities for completion. • Task the Interim General Manager to assist staff in preparation of recommendations. 6)An ich Michael Holley P.E., GM TDPUD District Code and Policy Review 1 District Code Title 1 Priority 1 General Provisions Review Mission Statement, Objectives and Goals. Update February, 2008 District Code Title 4 Priority 1 Personnel There are a few chapters in this Title that need updating, such as Chapter 4.01, Civil Service. Some of the wording in the Chapters in Title 4 is too specific and should be revised. There are policies that the District should implement and include in Title 4. Examples of these policies are; Workplace Violence, Information Technology (IT), Drug and Alcohol (for all employees), Cell phones, and Performance Improvement Plans. Draft policies will be brought to the Board at various times during 2008. The entire section is in need of review for compliance with current federal and state labor laws. Also, add reference to Human Resources Department where appropriate. CHAPTERS: 4.01 Civil Service— this section should be rewritten in a way that is easy to understand. 4.12 Employee Recruitment— sections are too specific; need to be written in more general terms. 4.16 & 4.20 Disciplinary and Grievance Procedures— this section is in need of significant changes. Staff will be recommending changes to the Board for review. 4.24 Benefits— Vacation leave buy-back needs to be discussed. 4.34 Professional Development— needs review 4.36 Performance Reports— recommend minor changes 4.40 Safety and Loss Control — needs review by Safety committee 4.46 Injury and Illness Prevention policy— I would like Michael to review this section 4.47.100 Drug Free Workplace —this should be drug and alcohol and apply to all employees 4.48 Wellness— minor changes • New policies needed: Workplace violence; cell phone use; smoking/tobacco; others? TDPUD District Code and Policy Review 2 District Code Title 2 Priority 2 Administration Chapter 2, Board of Directors and Officers, Ordinances, Board Meetings, Payment of Expenses, Delegation, Conflict of Interest and Code of Conduct require review and update. Update February, 2008 District Code Title 3 Priority 2 Finance and Accounting The finance and accounting policies have not, as a whole, been modified in several years. The Capitalization policy was modified in 2006, but needs to be reviewed. The Board updated the Investment policy in December 2007. CHAPTERS: 3.01 Budgeting — This section does not need significant changes. It needs to be reordered with minor modifications proposed. 3.04 Auditing — this section should also include the process that the Board follows to arrange for and appoint auditors. 3.05 Governmental Accounting Standards Board (GASB) — There is no language under 3.05 in the policy. Wording needs to be added. 3.06 Price of Purchased Power— this section needs to be updated by Steve Hollabaugh. 3.08 Purchasing — we need to review current State law to see if this section needs to be modified. 3.10 Capitalization policy—this policy was updated in 2006. We will review it to see if there are any changes that need to be made. 3.12 Accounts Receivable— no changes are required. 3.16 Accounts Payable — we are requesting that the Board include a delegation of authority section. We will review the entire policy to see if there are any other changes that need to be recommended. 3.20 Investments — the investment policy section was updated in December, 2007 and will be reviewed each year. We will review the other sections to see if they need modification. 3.24 Restricted Funds — there is a minor recommendation that I would like to make to this policy. TDPUD District Code and Policy Review 3 3.28 Contract Management — this section should be reviewed for any recommended modifications. 3.32 Standby Charges and Assessment Districts — the Standby portion of this policy is fine. Since we use MuniFinancial to provide assessment information to the counties and to do the collection letters, we need to revise this section to match what we are doing through MuniFinancial. District Code Title 5 Priority 2 Customer Relations Some of these policies are current, many are very old. The Board has already addressed Electric and Water Rates. At the January 9th and 23rd meetings, the Board has been reviewing and considering changes to the Electric and Water fee schedules. CHAPTERS: 5.01 Deposits— this section needs minor modifications. I would like the Board to go back to holding a deposit for a minimum of two years. Many of our write-offs are in the category where customers have had 1 to 2 years of service. 5.04 Credit —we need to add a section that says we will waive a deposit if a customer's credit score reaches a predefined level. 5.08 Billing — we are proposing in the miscellaneous fee schedule to increase the return check charge and the minimum late charge. We also need to review the current State code to see if there are any other changes that need to be made. 5.12 Discontinuance and Restoration of Service — this section needs to be reviewed and updated. We need to incorporate the Board's policy that even though a customer's water service is disconnected, the customer will still be billed a monthly water bill. 5.16 Disputes — we should review this section and make recommendations that the policy would read the same for electric disputed bills and water disputed bills. Currently, the wording is different. 5.20 Electric Fees and Charges - revisions to the fee schedule are currently being addressed. The wording of the policy needs to be reviewed and revised. 5.24 Electric Rates — the electric rates were updated in December, 2007. The wording in this policy needs to be reviewed to make sure it is also up to date. 5.28 Water Fees and Charges — revisions to the fee schedule are currently being addressed. The wording of the policy needs to be reviewed and revised. TDPUD District Code and Policy Review 4 5.32 Water Rates— the water rates were updated in December, 2007. The wording in this policy needs to be reviewed to make sure it is also up to date. 5.33 Financing of Customer Efficiency Projects — this wording needs to be added to the index. I would also like the Board to consider deleting a reference to financing any infrastructure unless the policy is revised to say that "we do not provide financing." 5.34 Financing of Fees and/or Line Extensions —this section needs to be reviewed. 5.36 Information Available to the Public —this section needs to be reviewed. 5.37 Public Outreach Policy— this section was recently updated by the Board. Sections 5.38 through 5.55 need to be reviewed. District Code Title 6 Priority 2 Water Service District Code Title 6 Chapters that need revised. - ALL Many changes in the water industry have occurred since the District Code Title 6 was last revised. New Federal and State regulations, change in the water system configuration, and the addition of Donner Lake and Glenshire areas require that the Title 6 (Water Service) section be updated. Water Department staff can provide recommendations by April of this year. The areas listed below are only a small start to other revisions. CHAPTERS: 6.02. Groundwater Management Plan add new wells? — The District now has a global system. Wells are constructed by District. 6.12 Temporary Service Clarify when new construction becomes a permanent customer. 6.16 Policy for Commitment to Provide Water Service Development agreements reads that district counsel must authorize---out of date—in section Water —commitment to provide water service 6.20 Refusal to Serve Should this be similar to Chapter 7.76- Electric Discontinuance and Restoration of Service. Water seems to lack some specifics. 6.56 Backflow and Cross- Connection Backflow and cross connections- Needs update to new state codes. TDPUD District Code and Policy Review 5 District Code Title 7 Priority 2 Electric Service District Code Title 7 Chapters that need revised. - ALL Many changes in the Electric industry have occurred since the District Code Title 7 was last revised. Change in the electric system configuration and district electric construction standards require that the Title 7 (Electric Service) section be updated. Electric Department staff can provide recommendations in May of this year. The areas listed below are only a small start to other revisions. CHAPTERS: 7.32 Auxiliary Power- Customer Using Should this section be expanded to incorporate use of generators 7.46 Electric System Extensions Wording "District Planning Department" correct? 7.56 Service Connections Refers to Underwriter Laboratory— is this still correct? 7.56.020.2(B) Service Connections Refers to a drawing "A" —what is this? Section says Permanent Overhead Service Requirements --The required ground clearances for conductors shall be maintained as per the attached drawing - see drawing "A". 7.60 Hazardous Materials Do we need to update or change this section- last action Resolution 8430 7.12 Application for Service Incorporate wording from Ordinance 2003-07 about payment and collection of Facilities Fees 7.12 Application for Service Detail as-built procedures. Are these accurate or do they need changed? Do the sections need to follow the new policy language more closely? • Remove any actual dollar amounts- so code does not have to be updated when this changes. • Procedure about underground lines- new and replacement District Code Title 8 Priority 3 District Property All of the Chapters within Title 8 require updating, revision or additions. The majority of the Chapters were written between 1978 and 1990, thus do not include current job titles, licensing or insurance requirements, fees and charges or appropriate definitions. TDPUD District Code and Policy Review 6 Additionally, Chapter 8.01.015, Placement of Wireless Communications, requires the addition of "co-location" language, and Chapter 8.01.020, Relocation and Real Property Acquisition Guidelines, must be reviewed to insure that the referenced State and Federal regulations have not been superseded. Recommended changes to Title 8 will be brought before the Board for review and action at various times during 2008. CHAPTERS: 8.01.010 Lease of District Land; Update to current practice. Code requires charges that may have been changed by Minute order. 8.01.015 Placement of Wireless Communication Facilities; Update to current practice. Code does not reflect current administrative practice. 8.04.010 Use of Paved Easements for Access to Privately Owned Property; Update application fee. 8.04.020 Abandonment or Relocation of Unused Easements; Update application fee. 8.08.010 Condition of Acceptance; Update to current practice. Code requires acceptance of work by Resolution or Ordinance. This practice must be evaluated to meet possible changes per Minute Order. 8.12.010 Use of Board Room; Update to current practice. Code does not reflect changes made by Minute Order. 8.24.010 Removal of Records, Files and Documents from District Premises; Update to current practice. Code does not allow any work product to be removed from District facilities which is counter to needs of Electric and Water Divisions. Appendix A Review and revise, and add new standard practices — e.g. Information Technology, Security.