AGENDA

EUGENE WATER & ELECTRIC BOARD
SPECIAL BOARD MEETING
EWEB BOARD ROOM
JANUARY 7, 2003
5:30 P.M.

  1. Swearing in of Commissioners Ron Farmer and Sandra Bishop - Kate Fieland, City of Eugene Recorder

EXECUTIVE SESSION
5:35 P.M.

  1. Pursuant to 192.660(1)(h) to consult with counsel concerning the legal rights and duties of a public body with regard to current litigation likely to be filed in relation to the Public Employees Retirement System (PERS) - Cathy Bloom, Assistant Treasurer, and Eric DeFreest, General Counsel

WORK SESSION
6:30 P.M.

  1. Electric Capital Funding - Ken Beeson Energy Resource Project Manager, Dave Koski, Electric Operations Manager, Dean Alsten, Electric Engineering Manager, and Dick Varner, Fiscal Services Supervisor

REGULAR 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. Correspondence (5 min.)
  4. Items from Board Members (5 min.)
  5. Public input
  6. Election of Officers (Action)
  7. Appointment of Commissioners to Board Liaison Assignments and Committees (Action)
  8. PERS Legislative Update - Cathy Bloom, and Libby Henry, Legislative Representative (Presentation - 20 min./Discussion - 10 min./Action)
  9. Board Vacancy Process - Marty Douglass, Public Affairs Manager (Presentation - 10 min./Discussion - 20 min./Information)
  10. Items removed from Consent Calendar

Consent Calendar
January 7, 2003

RATIFICATION OF BOARD CONSULTANTS

  1. Ratification of Board Consultants for 2003

    a. General Counsel - Calkins & Calkins
    b. Independent Auditor - PricewaterhouseCoopers LLP
    c. Independent Engineer - Black & Veatch
    d. Consulting Engineer - Black & Veatch
    e. Certified Public Account - PricewaterhouseCoopers LLP
    f. Special Counsel - Cable Huston Benedict Haagensen & Lloyd LLP
    g. Bond Counsel - Foley & Lardner
    h. Financial Consultant - Seagraves & Hein, Capital Advisors, LLC
    i. Consulting Actuaries - Clark/Bardes Consulting

    MINUTES
  2. Minutes of the June 4, 2002 Work Session and Regular Board Meeting, the September 17, 2002 Special Board Meeting, and the October 17, 2002 Special Board Meeting

    BUSINESS SERVICE AGREEMENTS
  3. Cascade Automation - Steam Control Systems - Steam Divisions. This is a requirements contract for the installation, service, and repairs to the Foxboro control systems and associated equipment located at EWEB's Steam Plant and/or in EWEB's steam distribution lines. Services are billed at established hourly rates. Estimated annual cost is $10,000. Total not-to-exceed for five years is $50,000. Contact person is Will Bondioli, 484-2411, ext. 3961.

  4. Flagging Services - Distribution O&M - Electric and Water Divisions. This contract covers the routine annual purchase of flagging services for various operation, maintenance, and construction projects performed by EWEB's field crews and its tree trimming contractor. This is a five year contract that provides for an annual review of performance. This is a contract where EWEB selects the scope of services based on the individual job requirements. Associated costs are charged to individual O&M and Capital jobs budgeted annually by the Electric, Water & Steam Divisions. Contact person is Greg Gardner, 484-2411, ext. 3650. Cost of the contract for five years is $750,000, or $150,000 per year ($100,000 for electric and $50,000 for water annually.)
  5. Spencer Environmental Services - Compliance Assurance - Environmental Department - Corporate Services Division. This request is to renew the contract with Spencer Environmental Services for five years. Services include collection and recycling of used oil (automotive oil and transformer oil), used oil filters, and oil-contaminated debris and soil from EWEB operations; cleaning of the headquarters facility oil/water separators and catch basins; recycling/disposal and emergency response/site cleanup work as needed. Services have been provided by Spencer Environmental since 1994. Purchase authorizations since 1994 total $84,273, and actual costs from 1994 through October 2002 total $63, 243. The new five year contract amount requested is $50,000 with approximately $10,000 to be budgeted each year. $12,800 has been included in the 2003 budget. Contact Debbie Lawder, 484-2411, ext. 3319.

  6. Knowledge Point - Performance Management - Human Resources - Corporate Services. This is a three-year extension of an existing BSA for 2002 for renewal of a software license agreement. This is a multi-year funding request for 2003-2005. The Web-hosted software provides: a uniform evaluation process for all EWEB employees; easy access for managers at home or at work; secure data environment for documenting performance and writing evaluations; and have a contemporary on-line coaching guide for managers. Cost for the three year extension is $35,200. Contact person is Jean Meyers, 484-2411, ext. 3315.

  7. Harrang, Long, Gary and Rudnick, P.C. - Legal Services - Human Resources - Corporate Services. This contract will provide legal services to EWEB for all employment and personnel related matters. Under this agreement, legal services include general advisement and representation in matters involving employment litigation if necessary. Services will be provided on an "as needed" basis as requested by EWEB through the Executive Management or Human Resources Manager. Cost of the contract is $50,000. Contact person is Jean Meyers.
  8. Aon Consulting - General Benefits Consulting - Human Resources - Corporate Services Division. The scope of work for this contract includes benefits consulting and related services for strategic benefit planning and evaluation purposes, benefit plan design, analysis, research and support for internal project work. In addition, the consultant maintains confidential claims utilization information to analyze EWEB's experience trend for renewal purposes. The amount requested for this service is $51,000. Contact person is Jean Meyers.

  9. Cardwell Consulting - 2003 Base Pay Market Pricing Cycle - Human Resources - Corporate Services Division. The contract will provide a scope of work to include: 1) an access fee for electronic salary and job survey sources through TotalCompTools.com; 2) the development of an electronic custom survey response for job specific market comparators and participants for the Energy Management jobs survey; 3) provide assistance in the 2003 compensation job pricing cycle, (last done in 1999); 4) source individual job(s) and market pricing as new or hard to find jobs arise and 5) general compensation services if necessary or needed. Contact person is Jean Meyers. Cost of the contract for 2003 is $65,000.

  10. Rancho Las Chivas/Frank Rodriguez - Leaburg & Walterville Power Canals - Electric Division. This contract is to remove brush and vegetation removal along the Leaburg and Walterville Power Canals. The vendor is to provide goats, fencing, and herders. Use of goats is to provide an environmentally acceptable method (in lieu of herbicides) for brush control. Contact person is Jay L'Estrange at 434-5751. Contract amount is $27,000 for 2003.