Board Members present: Susie Smith, Dorothy Anderson, Peter Bartel, Sandra Bishop, and Mike Dyer.
Others present: Randy Berggren, General Manager; Tom Buckhouse, Sandra DeLuna, Dick Helgeson, Garry Kunkel, Roseanna McArthur, Jim Origliosso, and Krista Hince of the EWEB staff; and Daniel Lindstrom, Minutes Recorder.
Friday, April 23
General Manager Randy Berggren welcomed Commissioners to the Planning Session at 5:55 p. m., following an informal dinner. He outlined activities planned for the session, and said the goal for the experience was to provide an update on the status of EWEB work as part of the Board's Strategic Planning Process. He said Human Resources Manager Sandra DeLuna would serve as facilitator of the two-day event, ensuring its smooth operation and recording boundaries or interest areas which developed in the conversations between the Board and Executive Management Team.
HEADQUARTERS TOUR
Under the guidance of Facilities Services Division Director Tom Buckhouse, the Board took a tour of the EWEB Headquarters site, stopping at various locations, as follows:
Commissioner Bishop joined the meeting at 7:30 p. m. at the conclusion of the Headquarters tour.
ORGANIZATIONAL OVERVIEW
Mr. Berggren referred to an EWEB Organizational Chart distributed with the agenda of the Planning Session and reviewed the responsibilities and number of employees in current service divisions - Electric, Water and Steam, Facilities, Financial, and Corporate. He explained that a Customer Services Division was being formed and would incorporate elements of the Financial Services Division and Electric Division. He said a division director would be in place, hopefully by August.
Mr. Berggren reviewed graphs depicting revenue and expenditure budgets of EWEB service divisions.
Mr. Berggren reviewed the status of his "top five involvements" as EWEB General Manager:
President Smith observed that work on issues related to the Oregon Public Employees Retirement System rates and the EWEB Compensation Plan would eventually become a significant element of the work of the General Manager Mr. Berggren replied that critical and day-to-day direction of the issues were provided by members of the Executive Management Team
Commissioner Bartel said that he appreciated the management style of Mr. Berggren. He said he was, however, concerned that he might have a "plate that was too full" with responsibilities outside EWEB and that the organization would not be given needed "hands on" leadership.
Commissioners discussed the importance, value, and time-consuming nature of the involvement of the General Manager in the Willamette Restoration Initiative.
Corporate Services Division Director Roseanna McArthur suggested that extended outside involvement by the General Manager was possible because of the quality of management staff and the ability of Mr. Berggren to delegate responsibilities.
Mr. Berggren said he had no concern that the work of EWEB was being ignored or inadequately managed, but worried that his current level of outside involvement could lead to losing direct contact with employees.
STEAM DIVISION OVERVIEW
Water and Steam Division Director Dick Helgeson reviewed the functions and employee levels of the Management/Administration and Operations sections of the EWEB Steam Division. He noted that management of the division was shared with the Water Division and that the number of operating steam personnel had been significantly reduced over the years. He also reviewed graphs depicting Steam Division budgets.
Mr. Helgeson reported on developments related to Steam Division Board Priorities developed in a 1997 Strategic Planning Process, as follows:
President Smith asked if a plan had been developed to phase out the steam utility, in light of its potential future load losses. Mr. Helgeson said the issues involved would be considered in the current Strategic Planning Process. He said there would continue to be a need to provide steam for older buildings in the downtown area, but that there were few potential new customers because of the energy efficiency of new construction. He pointed out that merger with the steam plant of the University of Oregon could provide efficiencies, but did not appear likely to happen. He described cooperation which had evolved between the steam providers.
Commissioner Bartel suggested that a "precipitating event" might be required to bring about the merger of EWEB and University steam services
Commissioner Bishop said she believed EWEB had an obligation to serve its existing steam customers. She said she also supported maintaining the no longer used steam plant and equipment to enable its future use as an historic site and/or museum.
Mr. Helgeson reviewed 1999 Steam Utility initiatives, as follows:
Ms. DeLuna discussed with Commissioners whether the process being followed for the Planning Session was meeting expectations and needs. She determined there was consensuses to continue using the process through the sessions of the next day.
The meeting adjourned at 8:55 p. m.
Saturday morning, April 24
Commissioners convened for the Saturday Morning Session at 8:55 a. m.
ELECTRIC DIVISION OVERVIEW
Electric Division Director Garry Kunkel reviewed the functions and employee levels of the Management/Administration and Operations sections of the EWEB Electric Division. He noted that the division's overall employee level had remained stable in recent years, but that an increase had occurred in the Power Management and Planning Section and reductions in others. He said the Electric Engineering Division had been recently added to the division in an organizational shift from the Facilities Division. He also reviewed graphs depicting Electric Division budgets.
Mr. Kunkel reviewed the status of the following Electric Division priorities identified in the 1997 Strategic Planning process:
Mr. Kunkel provided a "context" for current and future developments, as follows:
Mr. Kunkel reviewed the status, activities, issues, and future of each Electric Division section - Energy Management Services, Power Management and Planning, Energy Resource Projects Management, Electric Operations, Generation, and Electric Engineering.
Commissioner Anderson reported that she continued to receive requests from residents of the McKenzie watershed to be represented on the EWEB Board of Commissioners. Mr. Berggren replied that the issue could become more contested if the Lane Electric Coop began soliciting electric service business from watershed residents. He suggested that the Education Grants Program discussed at the April 20 Board meeting could become a tool to use with watershed residents. He reported that the Willamette Recovery Initiative was seeking to initiate a pilot project in the McKenzie Watershed, which could be seen as a positive move by those involved.
Ms. DeLuna determined there was a general consensus to continue discussions about current conditions as preparation for Strategic Planning sessions of the future.
The Board took a one-half hour recess in its meeting at 10:15 a.m.
WATER DIVISION OVERVIEW
Water Division Director Dick Helgeson reviewed the functions and employee levels of the Management and Administration, Water Planning and Engineering, Water Supply and Treatment, Transmission Pumping and Storage, Water and Construction Services, and Water Management Services sections of the EWEB Water Division. He noted that construction support for all EWEB divisions was provided by Water Division crews. He also reviewed graphs depicting Water Division revenue and expenditure budgets.
Mr. Helgeson reviewed the status of the following Water Division priorities identified in the 1997 Strategic Planning Process:
Commissioner Anderson suggested that issues of growth and supply identified in studies of the Public Facilities Plan and Metro Plan Update be reviewed by the Board. Mr. Berggren said he would provide background information about the studies before they were discussed by the Board.
President Smith suggested that water fluoridation issues be added to the discussion scheduled to take place at a joint meeting of the Board and Eugene City Council to be held in June.
Commissioner Bishop said she believed it was important to have full public disclosure in response to questions raised about EWEB's use of chemicals in water treatment. She recommended that such disclosure be accompanied by explanations of water quality requirements. President Smith suggested that such information could be shared as part of a "fair" display or information booth.
The Board took a recess from its meeting at 12:15 p. m.
Saturday afternoon, April 24
The Board reconvened for its Saturday Afternoon Session at 1:00 p. m.
FACILITIES SERVICES DIVISION OVERVIEW
Facilities Services Division Director Tom Buckhouse reviewed the functions and employee levels of the Director and Support Staff, Property Management, Fleet Services, Warehouse, Facilities Engineering, Landscape, Facilities Graphics, Building Maintenance, and Purchasing sections of the division. He also reviewed graphs depicting revenue and expenditure budgets of the division and sections.
President Smith expressed appreciation for improvements made in the appearance of substations by Landscape section staff
President Smith asked if Amazon Creek relocation within the Lane County Fairgrounds would affect EWEB landscape work. Mr. Buckhouse replied that he had been informed it would not. Ms. Bishop recommended that the information be confirmed in writing with officials of the Fairgrounds.
Mr. Buckhouse reviewed the following Facilities Division priorities:
Commissioner Dyer asked if the Board would be given an opportunity to discuss the potential of EWEB surplus property. Mr. Berggren replied that he would schedule discussion of criteria to judge whether property was surplus at a future meeting of the Board.
Commissioner Bishop asked if there were environmental concerns regarding EWEB facilities beyond restoration of the area formerly used for fuel storage by the steam plant. Mr. Buckhouse replied that clean up of the buried remnants of a coal gasification plant, replacement of recently discovered asbestos-embedded tile in the warehouse, and upgrading the vehicle mud wash area was environmental issues.
CORPORATE SERVICES DIVISION OVERVIEW
Corporate Services Division Director Roseanna McArthur reviewed the functions and employee levels of the Environmental Management, Human Resources, Information Services, and Public Affairs sections of the division. She said it was formed by incorporating services previously operated out of a General Manager's Division. She also reviewed graphs depicting revenue and expenditure budgets of the division and sections.
President Smith stated that she would be interested in information regarding appropriate staffing levels for Human Resources and Information Services in comparable organizations. She expressed concern that EWEB might be providing employee support not expected elsewhere.
Commissioner Bartel said he was concerned that EWEB customer opinion surveys could be a wasted effort.
Commissioners discussed issues related to EWEB participation in the Regional Information System (RIS) mainframe computer service.
Commissioner Bartel asked why EWEB did not participate in the intergovernmental telephone system. Ms. McArthur replied that doing so had not been considered an advantage when the system was inaugurated.
Ms. McArthur reviewed current issues facing the Corporate Services Division, as follows:
President Smith asked for a description of the work of the Executive Management Team on issues related to Board Strategic Planing. Ms. McArthur described a process known as "Strategic Direction Planning.
FINANCIAL SERVICES DIVISION OVERVIEW
Financial Services Division Director and Treasurer Jim Origliosso reviewed the functions and employee levels of the Credit/Collections, Field Services, Cash Accounting, General Accounting, Fiscal Services, and Risk Management sections of the division. He explained that the first three sections would be incorporated into the Customer Services Division under development. He also reviewed graphs depicting revenue and expenditure budgets of the division and sections.
Mr. Origliosso reviewed the status of current issues facing the Financial Services Division, as follows:
WRAP UP
Commissioner Bishop stated that she appreciated a previously published collection of data regarding EWEB operations and hoped that it could be updated.
Commissioner Bishop asked when formation of the Customer Services Division would be completed. Mr. Berggren replied that he anticipated having the Division Director in place by August 15. He reported that there had been 220 applicants for the position - 53 were qualified and several were from current EWEB employees.
Commissioner Bishop asked when the annual joint meeting between the EWEB Board of Commissioners and the Eugene City Council would be held. Mr. Berggren replied that the meeting was anticipated to be scheduled in June, that a meeting to discuss a draft agenda for it would be held within a week, and that it was likely to be a two-hour evening meeting held here at EWEB.
Commissioner Bishop asked if any EWEB representatives would be present at the dedication of the Foote Creek Wind Power Generation plant. Mr. Berggren replied that he and six or more staff members would be attending. He said Commissioners were welcome to participate in the July 16 occasion and that a memo was sent to them inviting them to the dedication.
Commissioner Bishop asked if there were techniques she could use to "get through the phone system" when she needed to leave an immediate message for staff or the Board. Mr. Berggren said he would investigate possibilities and make a report.
Commissioner Bishop said that she appreciated a previously published utility handbook which included photographs of employees. She said it was a useful tool. Mr. Berggren reported that photographs of all employees had been recently digitalized and that it might be possible to prepare a document incorporating them.
Commissioner Bishop asked if it would be possible to include telephone numbers on business cards prepared for Commissioners. Mr. Berggren replied that Commissioners could include whatever information was desired on business cards.
Commissioner Bishop recommended that EWEB include a person who spoke the Korean language fluently on its negotiating team during the next contract with Hyundai. She suggested that doing so could provide a valuable level of risk management. Mr. Kunkel replied that he believed it might be best to wait to determine whether such an individual would be helpful since it was possible that Hyundai might be represented by persons who only spoke English
Commissioner Bishop asked if any results were known from an investigation into an episode involving the death of a person driving a bulldozer up at Leaburg. Mr. Kunkel replied that he had learned that only accidental forces were involved and that there was no indication that the operator was under the influence of alcohol or drugs.
Ms. DeLuna shared a list of Commissioner interest areas she had recorded during the Planning Session discussion, as follows:
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Mr. Berggren invited Commissioners to evaluate the Planning Session
President Smith stated that she had benefitted from the experience and believed it would serve the Board well as it moved into its Strategic Planning responsibilities.
Commissioner Anderson stated that the session was what she had hoped would happen. She suggested that a similar update for the Board be planned at least every other year.
Commissioner Bartel stated that he felt it had been valuable to hear what staff said about what they were doing.
Commissioner Dyer stated that he believed most of the issues considered were helpful, but that he felt many previously considered issues were discussed in a way that did not prove to be helpful. He said he appreciated the informal and relaxed setting created for the session.
Commissioner Bishop said that she appreciated the understanding way staff dealt with her questions and suggestions. She said she also appreciated staff presentations, but that she did not believe it would be possible to fully comprehend a great deal more than was provided. She expressed appreciation for the informality and lack of pressure during the session. She said the experience gave her increased confidence to serve as a Commissioner.
The Planning Session adjourned at 4:30 p. m.