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HomeMy WebLinkAboutAgenda Truckee Donner Public Utility District Post Office Box 309 11570 Donner Pass Road Truckee, California 95734 (916) 587-3896 General Manager Board of Directors Peter L. Holzmeister Joseph R.Aguera John L.Corbett Richard K.Curran James A. Maass SPECIAL MEETING Patricia S.Sutton 9:00 A.M. - FEBRUARY 2, 1991 TDPUD CONFERENCE ROOM AGENDA 1 . Call to order 2 . Roll call 3 . Workshop to address goals and objectives of the District NOTE: No decisions will be made 4 . Adjournment C E R T I F I C A T I O N I hereby certify that the foregoing agenda has been posted in the District office and Government Center, provided to the U. S. Post Office apd County Library for posting, and mailed to the Directors and in r p estedr` arties on January 28, 1991. Susan M. Craig, Deputy Di riot Clerk r f May 20 , 1991 TO : Other TDPUD Directors FROM: Pat Sutton , Director re : Minutes of Special Meeting of February 2 , 191s1 T talked to Bob Rauch briefly regarding ray request that the outline of the Board/Manager Workshop be put into some context regarding the authority and responsibility of the Board of Directors . Ile suggested that the enabling legislation in the Public Utility Code could provide the background information . Originally , we had anticipated that I would research and send him the pertinent code sections so he could compose some magic words , but I don ' t believe that is really necessary . The Truckee Donner Public Utility District is governed by Division 7 , the Public Utility District Act , of the Public Utilities Code of the State of California . I believe the pertinent sections are : Section 16031 . Powers to be exercised by directors. Section 16111 . Officers enumerated . Section 16114 . Powers and duties of general. manager . I would suggest that the three attached code sections be duplicated and added as page one after the "cover page" of the outline record of the Board/Manager Workshop , February 2 , 1991 . Respectfully submitted , PATRTCTA SUTTON copy to : Peter Holzmeister , General. Manager John Phelps , Counsel. Susan Craig , Board Secretary • Robert Rauch , Con sultant v Av AC:HMENT to Nlernorandum 5-20-91 Director Sutton to Other Directors re: February 2, 1991 Minutes Board/Manager Workshop From €division 7, Public Utilities Code § 16031. Powers to be exercised by directors Except as otherwise provided in this division, the powers of the hall be exercised b district s Y the board of directors. 16111. Officers enumerated The officers of the district, other than the board of directors, are: (a) A clerk, who is also ea officio secretary of the board. (b) An accountant. O A treasurer. (d) A general manager. 16114. Powers and duties of general manager Oabject to such restrictions as the board may impose, the general meager shall have full charge and control of the construction of the wotrks of the district and of their maintenance and operation. He shall 'export to the board in accordance with such rules and regulations as it may adopt. I BOARD/MANAGER WORKSHOP CONDUCTED BY BOB RAUCH FEBRUARY 2 , 1991 RESPONSIBILITIES AND AUTHORITY OF THE GENERAL MANAGER 1p . operations 2 . Personnel 3 . Board meetings 4 . Committees 5 . Consultants 6. Finance 7 . Outside activities s . Emergencies 9 . Property 10. General (ll . Evaluation of performance) 1. OPERATIONS General Manager is in "full charge and control" of the system and its operations: -- construction - operations - maintenance General Manager is in full charge and control of the supporting functions/activities. General Manager is in charge of employees, consultants and suppliers. General Manager is responsible for responding fully to the direction of the Board. General Manager is responsible for acting in accordance with all policies and directives of the agency. - General Manager is responsible for conforming to the requirements of the law. General. Manager is responsible for the health and safety of our customers and the public with reference to our operations. General Manager is also responsible for health and safety of our employees. 2 . PERSONNEL - General Manager is responsible for recruiting, hiring and g firing all employees - -- without exception. Action: Prepare a procedure which defines the process for the five department heads. General Manager is responsible for defining the duties of all employees (job descriptions) . The Board shall from time to time review and approve the job descriptions. -- General Manager is responsible for providing day to day job direction. - General Manager is responsible for the performance evaluation of every employee. Action: Prepare a performance evaluation procedure for the five department heads. - General Manager determines the need for discipline and decides on the level of discipline following the disciplinary procedure. Board establishes the compensation for every job position.. - General Manager changes the compensation of employees (promotions, merit increases, etc. ) . General Manager makes promotions, demotions, etc. - General Manager establishes training requirements, skill requirements for all employees. - Board establishes the total head count. General Manager has flexibility to make changes within that total head count - - keeps the Board informed (?) - General Manager establishes the organization chart and can change it - - keeping Board informed (?) - General Manager is responsible for observing the requirements of our contract and with labor law. - General Manager is responsible for day to day dealings with union - - but Board provides negotiation direction. - General. Manager deals with grievances or complaints. - Board establishes the benefit program. Board (with assistance of attorney, General Manager, union, etc. ) defines all regulations governing employees. Action: Need to develop and promulgate an employee manual covering all rules, regulations and union MOU. 3 . BOARD MEETINGS - General. Manager and Board President prepare the Board agenda. Board members may ask to make additions to the agenda - - should be done through Board President or General Tanager. - General. Manager prepares the Board packet and determines the degree of completeness and detail. General Manager shall distribute packets the Wednesday prior to the Monday meeting. General. Manager shall provide a report which keeps the Board current on a variety of activities taking place. - At one meeting per month provide a - Treasury report (cash investment summary) income Cash report (income, expenditures, A etc. ) Year to date income statement and balance sheet - Budget status (monthly) - Check register Action: General Manager will present (and explain) a brief highlight of financial status of District to Board and hold brief discussion. Action: General Manager will conduct a •finance workshop for Board to give better understanding of each financial document and its meaning. - General Manager shall be prepared to respond to questions from public or media. - General Manager is responsible for preparation of the minutes (as Clerk of the Board) - delegated to Manager' s secretary. General Manager (his secretary) is responsible for recording motions, votes, attendance, etc. General Manager sees to it that staff, consultants and others attend. Board is responsible for assuring that requirements of Brown Act are met (assisted by legal counsel and General Manager) . General Manager will make information concerning meetings available to the public and media as practical . Action: Prepare procedure for making copies of' District documents. s • 4 . COMMITTEES - Board establishes the committees and President appoints members. General Manager is an ex-officio member of most committees - attends but not official member. Committee meetings are called by Board President, committee members or General Manager. committee agendas are established by Board President, committee members or General Manager. General Manager is responsible for keeping minutes, which are sent to Board. - General Manager is responsible for carrying out requests for additional information stipulated by committee. General Manager is responsible for putting outcomes of committee meetings on Board agenda. Action: Board will discuss a revision and improvement of the committee system. S. CONSULTANTS AND SUPPLIERS - Normally, General Manager recommends need for a consultant. Sometimes Board does. General Manager develops list of qualified sources. - General Manager prepares the statement of work. . . Board selects the winning consultant (General Manager or committee recommends) . - General Manager prepares the contract _ attorney approves. General Manager provides support to consultants and coordinates and oversees his work. - General Manager reviews progress of consultant and reports to Board. Action: From time to time, Board will review the performance and costs of each major consultant. - General Manager reviews and recommends consultants ' billings for payment. - General Manager has limited authority to obtain consulting services without Board approval . 6. FINANCE - General Manager prepares first draft of budget (staff budget) . - General Manager drafts a budget preparation calendar, approved by Board. - General Manager is responsible for operating the District according to the budget. - General Manager may not transfer funds from one account to another. - Individual line items may, with Board recognition, be exceeded (or underspent) . Action: General Manager will make periodic reports (quarterly) on the status of the budget coupled with progress achieved. Include a review of major capital items progress. General Manager prepares list of recommended new positions at budget time. Board approves. Action: Treasurer will become better informed on the status of our investments. From time to time the Board will be apprised of status. - General Manager assures that the bills are paid on time. - General. Manager assures that financial records are complete, accurate and auditable. Auditor confirms this. Board selects the -auditor. - General Manager has a limited authority to expend money and make purchases, even if not identified in the budget. 7 . OUTSIDE ACTIVITIES • - General Manager is official representative to outside groups and agencies. Selected Board members are also designated. - General Manager judges which outside meetings to attend. Board approves out of town meetings and conferences, memberships, etc. Action: Board will review its attendance at conferences: costs, frequency, etc. Board can adopt, by resolution, a list of key conferences/meetings to which any Board members can attend without further Board approvals. Other meetings would be approved on a case by case basis. General Manager is responsible for the District ' s public relations (the spokesman) and communications with the public and the media. Board members may also be spokespersons for themselves or, if designated, for the District. 8 . EMERGENCIES - General Manager determines when an operational emergency exists. - General Manager has no limits on his authority of ability to expend funds when an emergency exists. - As soon as practicable, the General Manager will inform (and convene) the Board) to discuss the problem and his actions. Action: Develop an emergency plan. Note -- Board must formally adopt a declaration of emergency for longer term "emergencies. " * An operational emergency exists when the District' s ability is adversely affected; or District employees ' safety or health are jeopardized; or public safety or health are jeopardized. p ; 9 . PROPERTY - General Manager is responsible for safeguarding, conserving and maintaining the District' s property. Action: Develop a comprehensive inventory of all District property. - General Manager is responsible for observing all the requirements of the law with respec t to District property. Follow District procedure on acceptance and disposal of property. - General Manager will keep Board informed about significant occurrences with respect to District property (or employees) . smc 2/5/91