AGENDA

EUGENE WATER & ELECTRIC BOARD
SPECIAL BOARD MEETING
(WORK SESSION)
OCTOBER 15, 2002
5:30 P.M.

  1. 2003 Water & Steam Budget and Work Plan - Dick Varner, Fiscal Services Supervisor (Presentation - 60 min./Discussion - 60 min.)

SPECIAL BOARD MEETING
7:30 P.M.

  1. Agenda Check (President Anderson)
  2. Approval of Consent Calendar (Items will be approved by one motion and without discussion. If discussion is required, specific items will be removed from the Consent Calendar and considered separately.)
  3. Items from Board Members (5 min.)
  4. Correspondence (5 min.)
  5. Public Input
  6. Board's Role in Annual Audit - Cathy Bloom, Assistant Treasurer (Presentation - 15 min./Discussion - 15 min./Action)
  7. Steam Fuels Charge - Dick Varner, Will Bondioli, Steam Supervisor, and Eric Hiaasen, Power Management Planning Analyst (Presentation - 10 min./Discussion - 10 min./Action)
  8. Water Conservation Status - Stephen West, Water Engineering Supervisor (Presentation - 30 min./Discussion - 15 min./Information)
  9. Electronic Media Policy - Debra Smith, Telecommunications Project Manager (Presentation - 15 min./Discussion - 15 min./Information)
  10. Standard Market Design - NOPR - Scott Spettel, Power Management and Planning Manager (Presentation - 15 min./Discussion - 15 min./Action)
  11. Items removed from Consent Calendar

Consent Calendar
October 15, 2002

  1. MINUTES

    Minutes of the April 25, 2002 Executive Session, Contract Review Board, and Special Board Meeting, the September 3, 2002 Work Session, and the October 1, 2002 Work Session and Regular Board Meeting Minutes

    BUSINESS SERVICE AGREEMENTS
  2. PricewaterhouseCoopers, LLP. - Electric and Water utility and Trojan Project Annual Audits - Finance Division. This is for the 2002 annual audits of the Electric and Water Utilities and Trojan project for $76,000 and $6,800 respectively. This is the third year of a three year contract with PricewaterhouseCoopers, which contains the option to extend for two additional years. Contact person is Cathy Bloom, 484-2411, ext. 3277,

  3. Personnel Solutions - EMS Office Management - Energy Management Services - Customer Services. This request is to add $7,500 to the Personnel Solutions agreement for Energy Management Services administrative support for 2002. EWEB's loaned executive for this year's United Way campaign is an employee from EMS's administrative area. Up to $4,000 of this request is to cover part of this employee's tasks, and the remaining $3,500 is for additional contract assistance needed to support EMS programs this year. Funding will be provided by redistributing Section 241 funds in several jobs. But especially in Job 1529, with no additional cost to the organization. Cost of the amendment is $7,500. Contact person is Sandy Kerns, 484-2411, ext. 3030.

  4. Advanced Security Inc. - Contract Extension - Facilities Services Division. This extension would add $25,000 to the contract for security patrols and dispatch service though the remainder of 2002. A contract for these services was entered into when the regular service provider, Rams Security Inc., was unable to provide services under their contract. The intent is to contract with Advanced Security Inc. through the remainder of 2002 when EWEB Facilities Services expects to bring this activity back in-house with EWEB Security Officers. The funds for this service are budgeted for 2002. Contact person is Charlie Morris, 484-2411, ext. 3233.

    BID AWARD
  5. Pacific Breaker - 15 Kv Breaker Replacement - Electric Engineering - Electric Division. Recently, aging 15 kV switchgear has begun to exhibit failures. A more detailed investigation has found them to be unsafe and not reliable. Thirty-seven of these type breakers are installed in the system, 36 in the distribution system and one at the Carmen-Smith Plant. A program to replace them on a six-year period has been developed. The purpose of this request is approval of a five-year contract with Pacific Breaker for the replacement breakers. This contract recommendation is based upon competitively bidding the work according to EWEB's contract Rules with Pacific Breaker providing the lowest cost bid meeting the technical specifications. The total costs of replacing the breakers over the five-year period is $497,275 with $133,300 being expended in 2002. Contact person is Richard Jeffryes, 484-2411, ext. 3504.

    BUDGET AMENDMENT
  6. Budget Amendment No. 12 - Budget Variances on Electric Division Capital Projects - Electric Division. Per established Board Policy, staff is reporting the following variances which exceed the greater of +/- 20% or $100,000 on Electric Division Capital Projects with a budget greater than $200,000. Staff is requesting Board approval for the budget adjustments as documented in the attached background memo titled "Electric Division Capital Project Variance." In summary, these adjustments are made necessary by variations in forecast versus actual demand for customer work, new development and facility renewals and replacements. Funding for overages on specific Projects is being obtained from other Projects which are under budget. Expenditures at the Program level will be maintained within budget. Contact person is Dean Ahlsten, 484-2411, ext. 3210.