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Home My WebLink About16 Joining the Northern California Joint Pole Association Agenda Item # 16 Public Utility Distr[ct TRUCKEE DONNER ACTION To: Board of Directors From: Steve Trevino Date: September 05, 2012 Subject: Consideration of Joining the Northern California Joint Pole Association 1. WHY THIS MATTER IS BEFORE THE BOARD This item requires Board approval for Membership into the Northern California Joint Pole Association (NCJPA). 2. HISTORY The NCJPA is anon-profit organization comprised of various Investor Owned, Municipal and Public Entities that provide Electric, Telephone, Cable and Wireless services. Each member holds joint equity in utility poles within their respective service territories around Northern California. Members of the Association make a joint undertaking to share expenses regarding ownership, maintenance, replacement, removal and disposal of jointly owned poles and appurtenances (mainly anchors). Liability of the structures is also shared. The main function of the Association is to calculate the values of each transaction based on costs agreed upon by all Members. These costs are reconciled monthly by the Association and payments are made to the appropriate Member. Currently, the Districts has two separate pole attachment agreements for the local communication companies (SuddenLink and AT&T respectively). Under the current agreements, there are no provisions for compensation to the District for maintenance and/or replacement of poles and appurtenances and liability of the structure is solely borne by the District. Compensation to the District is in the form of an annual attachment fee of $1.25/per pole (AT&T) and $5.54/per pole (SuddenLink). This equates to approximately $25,000 annually. 3. NEW INFORMATION Currently, the District receives no financial participation from the local communication companies for the installation, removal, replacement and maintenance of joint use poles. Based on NCJPA 2012 pricing, the payment by AT&T to the District to install or replace an existing joint pole is conservatively estimated at $2,000. For the last 5 years, the District has averaged 15 poles replaced per year. Based on future identified projects and continued maintenance of existing facilities, it is anticipated the number of joint poles replaced will increase to y - - J p p 25 40 annually. In-house administrative processing of joint pole paper work is required. However, this will be completed by existing staff. AT&T is a NCJPA member. Therefore, all joint pole transactions, ownership and expenses within our District shall be shared with AT&T. SuddenLink is not a member of the association. All their attachments would become the responsibility of AT&T since their facilities are in the communication portion of the poles). On District poles that Suddenlink is attached and AT&T is not, the existing agreement shall remain in place. Annual pole attachment fees for Suddenlink shall remain the same. All preliminary processes required to join the NCJPA have been accomplished. The membership application, financial statements and proof of insurance have all been submitted and approved. A vote went to all existing members of the association and the District was approved for membership in July of 2012. The application for membership in the Northern California Joint Pole Association is included as Attachment 1. 4. FISCAL IMPACT Fiscal impact is immediate. Effective date of District membership is retroactive to August 1, 2012. Therefore, any poles set since this date can be included in future billings. However, this is contingent on formal Board approval. Based on 25 poles replaced per year, the District will see a net benefit of a minimum $50,000/yr. 5. RECOMMENDATION 1) Authorize and approve membership into the Northern California Joint Pole Association 2) Authorize payment of the 2012 membership fee in the amount of $5,602.62 to the Northern California Joint Pole Association Stephen Hollabaugh Michael D. Holl ey Assistant General Manager General Manag er Attachment 1 � 9y o � a e 0 0 i AFL r.ASS NORTHERN CALIFORNIA JOINT POLE ASSOCIATION 1800 Sutter Street,Suite 830 Concord,California 94520 Telephone: 925-681-0378 FAX#:925-681-0384 e-mail:ncjpa@sbcglobal.net August 8, 2012 Mr. Steve Trevino Truckee Donner Public Utility District 11570 Donner Pass Road Truckee, CA 96161 RE: Application for Membership Dear Mr. Trevino: This is to respectfully advise you that under the Terms and Conditions of the 1998 Northern-California Joint Pole Agreement, Truckee Donner Public Utility District's. application for Membership has been accepted by a majority of the Parties. The effective date of membership for record purposes is: August 1, 2012 provided all of the final terms and conditions have been met. Reference: Recital B, Section 6, A (4) of the Agreement. The utility code assigned to Truckee Donner Public Utility District, Inc. will be: TD. The user id and password for your company to access the NCJPA website is: user id — td and the password - tru01 (all letters are lower case). It is our understanding that you will be the Representative and Joe Horvath will be an Alternate Representative to the Association. Enclosed is our Invoice No. TD 080812 in the amount of$5,602.62 representing the 2012 membership fee of $602.62 as established in Section 81= of the Agreement, and a $5,000.00 deposit toward the development of the electronic Joint Pole Data Base. Please arrange to forward payment as soon as Possible in order to meet the Conditions of Membership. Reference: Section 6 A (4), of the Agreement. In addition to vour payment, lease arrange to forward a Certificate of Insurance adding the Northern California Joint Bole Association as an additional insured.. Accompanying our Invoice is an operations/Routine Handbook. Should additional Routine Handbooks be needed, please advise to whom and where we should send them. We trust you will appreciate there is no funding for training new members. A petite-class for forms and an overview of the Routine Sections may be requested to this office; however, time, attendees, ands ace is very limited. p Should you or your staff have any questions or need assistance we will do our best to accommodate. Sincerely, CZ Sylvia Golfes Office Manger SGIs encl.. �►�4 C A j l�G Q s Er O C I All �t �G;E•ASSGG NORTHERN CALIFORNIA JOINT POLE ASSOCIATION 1800 Sutter Street,Suite 830 Concord,California 94520 Telephone: 925-681-0378 FAX#:925-681-0384 a-mail:ncjpa@sbcglobal.net INVOICE Mr. Steve Trevino BILL NO: TD 080812 Truckee Donner Public Utility District 115 70 Donner Pass Road Truckee, CA 96161 DATE: August 8, 2 012 INITIAL MEMBERSHIP FEE AND ASSESSMENT 2012 MEMBERSHIP FEE: $ 602.62 Assessment/Deposit toward Data Base Program: $51,000.00 TOTAL AMOUNT DUE: $59602.62 :•C'.•Y:•C7'C:'C.CY:•C7•CX7•C:'CX:CXX:'CX******AMOUNT DUE AND PAYABLE******************* Please forward payment to: Northern California Joint Pole Association 1800 Sutter Street, Suite 830 Concord, CA 94520