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HomeMy WebLinkAboutAppointment of City's Sr. Engineer to ECA Cmte for IIDCITY OF PALM DESERT STAFF REPORT REQUEST: AUTHORIZE THE INTERIM CITY MANAGER TO APPOINT THE CITY'S SENIOR ENGINEER TO FILL THE CITY OF PALM DESERT'S VACANT SEAT ON THE ENERGY CONSUMERS ADVISORY COMMITTEE FOR THE IMPERIAL IRRIGATION DISTRICT SUBMITTED BY: Justin McCarthy, Interim City Manager DATE: May 26, 2016 CONTENTS: Letter from Imperial Irrigation District relative to Energy Consumers Advisory Committee Seat Energy Consumers Advisory Committee bylaws Energy Consumers Advisory Committee meeting schedule Recommendation By Minute Motion, authorize the Interim City Manager to appoint the City's Senior Engineer to fill the vacant seat on the Energy Consumers Advisory Committee (ECAC) for the Imperial Irrigation District (IID). Strateqic Plan Obiective Not applicable. Backqround IID's Energy Consumers Advisory Committee provides advice and recommendations to the IID Board of Directors regarding fiscal, strategic planning, and Board policy matters that affect the Energy Department. The Committee was created in 1994, and provides critical advice to the board regarding all aspects of the Energy Department and its operations. Since its inception in 1994, the ECAC has acted in an advisory capacity to the board recommending actions of a variety of topics including budget needs, capital expenditures, and pilot program needs. The committee was reconstituted in 2009, and is now comprised of 20 representatives with diverse backgrounds and expertise. In the Imperial Valley, each director is responsible for the selection of two appointees for his or her division —totaling 10 representatives. The Coachella Valley is also represented by 10 members; however, they are nominated by the cities and the county of Riverside. Indio, Coachella, and La Quinta are allowed two nominations each, while Palm Desert and Rancho Mirage share a delegate. The unincorporated areas are served by three representatives nominated by the County. After nomination, each representative is then ratified by the IID board. Nominee must reside in IID service territory. Mr. Joel Montalvo, the City's Senior Engineer lives in an IID service territory and has expressed an interest and his willingness to serve on this important committee. Staff Report Appoint Staff to Imperial Irrigation District Energy Consumers Advisory Committee May 26, 2016 Page 2 of 2 Staff recommends the Interim City Manager appoint the City's Senior Engineer, Joel Montalvo to fill the vacant seat representing the City of Palm Desert on the ECAC for IID. Fiscal Analvsis There is no fiscal impact with this request. Submitted By: Jus cCarthy, Interim City Ma GAFinanceWiamh OrtegaVanetlStaff ReportsVlD Energy Consumers Advisory Boaro9SR-ECAC Appointment 5-26-16.doc 11Dwww.iid.coni POWER A cent«ry c)f service. hIcc, 1911 May 2, 2016 Mr. W. Justin McCarthy Interim City Manager City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 RE: Energy Consumers Advisory Committee Seat Dear Mr. McCarthy: I represent Imperial Irrigation District, which proudly serves a portion of Palm Desert and the eastern Coachella Valley. In 2008, IID's Energy Consumers Advisory Committee was reconstituted to give each jurisdiction served by the district representation on the committee. As IID only serves portions of Palm Desert and Rancho Mirage, one seat was allocated to be shared by these jurisdictions. The City of Palm Desert's finance director/treasurer, Mr. Paul Gibson, was appointed to the committee in 2013 for a four-year term, which expires December 2017. He has served honorably on your behalf and we have deeply appreciated his time and contributions to the committee. As you know, Mr. Gibson recently retired and has opted to discontinue his service on the ECAC, leaving the seat vacant. Recognizing that ECAC seats often take time to fill, I sent the enclosed letter to the mayors of Palm Desert and Rancho Mirage in January to advise them of the impending vacancy, but there has not yet been a response. I am contacting you to help bring this issue to the forefront as the vacancy begets the silence of Palm Desert and Rancho Mirage on important energy matters affecting your constituents. The ECAC bylaws, which are also enclosed, require all representatives on the committee to reside within the IID service territory and offer other pertinent information that may assist you in your decision. Should you require additional information, please contact me at rmgonzales(cDiid.com or (760) 898-1877. 1 look forward to your decision. Thank you. l y, AARIA GONZALES nity & Business Liaison Attachments: Letter to cities of Palm Desert and Rancho Mirage dated Jan. 8, 2016 IID ECAC Bylaws Copy to: Jamie L. Asbury, deputy energy manager, IID Esther Gomez, Chair, IID ECAC Lupe Ramos Watson, Vice Chair, IID ECAC IMPERIAL IRRIGATION DISTRICT • 81-600 AVENUE 58 • LA QUINTA, CA 92253 s 1.1D �OWlR A century of sen ice January 8, 2016 The Honorable Robert A. Spiegel Mayor of Palm Desert Palm Desert City Hall 73-510 Fred Waring Drive Palm Desert, CA 92260 The Honorable G. Dana Hobart Mayor of Rancho Mirage Rancho Mirage City Hall 69-825 Highway 111 Rancho Mirage, CA 92270 RE: Energy Consumers Advisory Committee Seat Dear Mayors Spiegel and Hobart: www.iid.com On behalf of the Imperial Irrigation District, allow me to express our profound gratitude for appointing Mr. Paul Gibson to the Energy Consumers Advisory Committee to represent your constituents and our valued customers. We are disappointed Mr. Gibson will be resigning from the ECAC due to his imminent retirement with the City of Palm Desert. IID invites the city councils of Palm Desert and Rancho Mirage to appoint a representative to fill the remainder of Mr. Gibson's four-year term, which expires December 2017. This is an important seat to the community, as the ECAC makes valuable recommendations to the 11D Board of Directors involving fiscal, strategic planning, policy and other critical matters affecting the Energy Department and its customers. Residence within the IID's service area is a requirement for a seat on the committee. Meetings are held monthly on the first Monday of the month (excluding holidays) beginning at 6 p.m. at the IID boardrooms in La Quinta and El Centro; video conference technology enables real-time discussion between representatives at these locations. IID pays no stipend, but reimburses members for mileage expended to and from meetings. The enclosed ECAC Bylaws, Seat Rotation Schedule and meeting schedule will offer more clarity. IID would like to take this opportunity to thank the cities of Palm Desert and Rancho Mirage for their continued support through its representation on the ECAC. We respectfully acknowledge and thank Mr. Gibson for his unwavering commitment and valuable contributions to the committee. ,..AiFz Uf`'ISOI1 - Bl v-0l'�,Pjj�A., The Honorable Robert A. Spiegel The Honorable G. Dana Hobart January 7, 2016 / Page 2 We are appreciative of the opportunity to serve our customers in your cities and look forward to welcoming your future representative to the ECAC. Should you have questions, please contact me at 760-898-1877 or rmgonzales@iid.com. ROSA MARIA G Coordinator, ECAC-rtlemKh unity & Business Liaison Attachments ECAC Bylaws, 2016 Seat Rotation Schedule and 2016 ECAC Members and Meeting Schedule Copies Mr. Paul Gibson, ECAC Member Mr. Vicken Kasagian IID Energy Manager Ms Jamie Asbury, IID Deputy Energy Manager IMPERIAL IRRIGATION DISTRICT IID Energy Consumers Advisory Committee Bylaws ARTICLE 1. PURPOSE Section 1.01 The purpose for which the Energy Consumers' Advisory Committee is organized is to provide advice and recommendations to the Board of Directors of the Imperial Irrigation District (the Board) concerning certain issues to be addressed by the Board, regarding fiscal, strategic planning, and IID Board policy matters, to the extent such matters affect the Energy Department. ARTICLE 2. APPOINTMENTS Section 2.01 The Committee shall consist of twenty (20) members, all of whom shall have equal voting privileges. Ten of these members shall reside in the Coachella Valley service area, and ten of these members shall reside in the Imperial Valley Service area. The Coachella Valley service area is that portion of the IID electrical service area that is north of Salton City and outside of the district boundaries of the IID. Section 2.02 Each Imperial Irrigation District Director shall appoint two members to the Committee from people residing within the Imperial Valley service area. Ten (10) members shall be appointed from the Coachella Valley as follows: six members are to be nominated by the city councils of La Quinta, Indio and Coachella (two appointments each); one member to be jointly nominated by Palm Desert and Rancho Mirage; and three members to be nominated by the County of Riverside Board of Supervisor District 4 (County). All members must reside within the IID's electrical service area. Section 2.03 One (1) District representative shall be appointed by the Imperial Irrigation District's General Manager and shall serve as Coordinator to the Committee members. The General Manager, in an effort to ensure compatibility, will work closely with the Committee's Chairperson in appointing the Coordinator. The Coordinator shall serve at the will and pleasure of the Imperial Irrigation District's General Manager. ECAC Bylaws (Adopted February 4, 2013) Page 1 Section 2.04 A four year staggered term cycle shall be established such that one quarter of the Committee membership is replaced or reappointed each year. As such, the Committee shall be divided into four equal groups, with each group to serve a distinct staggered four year term. Once the four year staggered term cycle is established, the respective Director, City Council or County Supervisor shall appoint or reappoint a qualified person for a four-year term. In the event a member resigns or for some other reason is unable to complete his/her term of appointment, that seat will be filled for the remainder of the term by appointment of the respective Director, City Council or County Supervisor responsible for filling that seat. In the event a Director, City Council or County Supervisor chooses to appoint a person who has previously been removed from the Committee for cause, ratification of the appointment by a majority vote of the Committee is required. When a member of the Board leaves office, his/her successor may replace or reappoint Committee members appointed by their predecessor for the unexpired term of the Committee incumbent. Section 2.05 If any member fails to attend three (3) consecutive Committee meetings or five (5) meetings in any year during his or her term of office, his or her position may be declared vacant by a majority of the remaining members of the Committee making up a quorum at a regularly scheduled meeting of the Committee. For purposes of this section, failure to attend non -regularly scheduled meetings shall not be counted. Further, by a vote of the majority of the remaining members, the Committee may recommend to the respective Director, City Council or County Supervisor the removal of a member for cause. ARTICLE 3. MEETINGS Section 3.01 Meetings of the Committee shall be held, alternately, in the Imperial Irrigation District's William R. Condit Auditorium at 1285 Broadway, El Centro, California and in Imperial Irrigation District Board Room, 81- 600 Avenue 58, La Quinta, California. If either of these locations becomes unavailable on the designated meeting night, the Chairman may choose an alternate location and advise all Committee members of the alternate meeting location. Section 3.02. Each year at its regular meeting in December, the Committee shall select officers and reorganize itself as required by these Bylaws. In such case as a sitting officer is unable to carry out his duties, a replacement shall be elected by a majority vote of those present at the next regularly scheduled meeting with a quorum present. Section 3.03. Regular meetings shall be held on the first Monday of each month, at ECAC Bylaws (Adopted February 4, 2013) Page 2 a time specified by the Committee, unless such day falls on a legal holiday, in which event the regular meeting for that month shall be held at the same hour and place on the following week provided a quorum will be present. Section 3.04. Special meetings of the Committee may be called by the chairperson, or, in his or her absence, the vice -chairperson, or by a majority of the members of the Committee. Special meetings shall be held at the Committee's regular meeting places, alternating between the Coachella facility and the Imperial facility. Section 3.05. Notices of an agenda for each regular and special meetings of the Committee shall be mailed to each member and advisor no later than the Friday immediately preceding each regular meeting and no later than 72 hours preceding each special meeting. Minutes of any preceding meeting will be included in the packet if available at the time of mailing. Section 3.06. All full meetings shall be held in compliance with the requirements of the Ralph M. Brown Act (Chapter 9, Division 2, Title 5 of the Government Code), and shall be open and public unless otherwise authorized by law, or herein. Section 3.07. A quorum shall consist of a majority of the members of the Committee. In the absence of a quorum, a meeting of the Committee may be adjourned from time to time by vote of a majority of the members present, and no other business shall be transacted, however, the meeting may continue only for informational purposes. ECAC Bylaws (Adopted February 4, 2013) Page 3 Section 3.08. Each member is entitled to one (1) vote on each matter submitted to the meeting. Voting shall be by voice vote, unless a member demands a roll call vote, in which event the Coordinator shall call the roll and duly record the votes of each Committee member. There shall be no voting by mail or proxy voting. Section 3.09. Meetings of the Committee shall be presided over by the chairperson, or, in his or her absence, the vice -chairperson, or in the absence of both, by a chairperson chosen by a majority of the members present. Meetings shall be governed by the IID Board of Directors Governance Manual (revised 12/18/07), Policy Number G-8, Rules of Order for Board, insofar as such Rules are not inconsistent with or in conflict with these Bylaws. Section 3.10 All full Committee meetings shall be open to the public and allow for public comment with a limitation of five (5) minutes per speaker. ARTICLE 4. OFFICERS Section 4.01. The officers of the Committee shall be a chairperson and a vice - chairperson. Section 4.02. The Committee shall elect the chairperson and vice -chairperson annually from its members. The chairperson and vice -chairperson shall alternate each year between Imperial Valley and Coachella Valley. Elections shall be by a majority vote of those attending the annual meeting, a quorum being present. Officers may be removed from that position with cause, by a majority vote of the Committee, at any meeting in which a quorum is present. Section 4.03. The chairperson shall preside at all meetings of the Committee, and shall, as required, serve ex officio as a member of all standing subcommittees of the Committee. Section 4.04. In the absence of the chairperson, or in the event of his/her inability or refusal to act, the vice -chairperson shall perform all duties of the chairperson, and when so acting shall have all powers of and be subject to all restrictions on the chairperson. Section 4.05 A recording secretary appointed by the Imperial Irrigation District will be responsible for recording the proceedings of said meetings submitting said minutes to the Committee for approval. The recording secretary shall also be responsible for maintaining the originals of the Bylaws, as well as amendments or any other alterations, after ECAC Bylaws (Adopted February 4, 2013) Page 4 approval by the Board of Directors and shall be maintained at the IID, together with the book of minutes of all meetings of the Committee. The minutes of the meetings shall include the time and place of the meetings whether it be a regular or special meeting and of the proceedings conducted at said meetings. Section 4.06 The Coordinator shall be responsible for the giving of all notices in accordance with the provisions of these Bylaws or as required by law and the coordination of distributing presentation documents. Section 4.07 The chairperson, with the advice of the Committee members, will coordinate the preparation of the agenda with the Coordinator so that appropriate notice can be given to the Committee, support staff, and as required by law. All agenda items must be approved by the IID Energy Manager or General Manager. ARTICLE 5. MISCELLANEOUS PROVISIONS Section 5.01. Committees. The Committee, from time to time, may designate two or more of its members to investigate and report on such matters as the Committee deem appropriate. Committee appointees shall constitute either ad hoc subcommittees (appointed to investigate and report on a specific, non -recurring matter) or standing subcommittees (appointed with continuing responsibilities on specific, recurring matters). Without prior authorization by the Committee, no subcommittee action will be presented to the Board unless approved by a vote of the Committee itself. Section 5.02. Budget and Strateaic Plannina Subcommittee. Without limitation, one of the standing subcommittees to be appointed by the Committee shall be the Budget and Strategic Planning Subcommittee. This Subcommittee shall consist of five members, two each from Imperial and Coachella valleys and the Committee chairperson, who shall work with the IID Board, annually, in reviewing the Energy Department budget and related strategic planning. This Subcommittee shall submit its recommendations to the full Committee and if no further review is necessary, the full Committee will submit its recommendation directly to the IID Board. Section 5.03. Presentation Format. Items submitted to the Committee shall be in an executive summary format which includes: (1) a clear statement of the problem or definition of the work, (2) all alternatives for completing the work or solving the problem, (3) a cost benefit analysis for each alternative, and (4) staffs recommendation which shall include all reasoning and assumptions. ECAC Bylaws (Adopted February 4, 2013) Page 5 Section 5.04 Committee Analvsis. Issues to be brought to the Committee shall include: (1) budget and budget amendment issues, (2) strategic planning issues, (3) policy issues to the extent they affect the Energy Department, and (4) Energy rate structure issues. Section 5.05. Fiscal Year. For purposes of these Bylaws, the business of the Committee shall be conducted on a fiscal year basis commencing January 1 of each year. All terms of office shall be deemed to begin on January 1 and end on December 31. Section 5.06. Compensation or Expense Reimbursement. Members shall receive no compensation, salary, or other stipend for their service as members. Expenses incurred by members, if any, in connection with their service, shall not be reimbursed unless pre -approved by the IID and in accordance with IID policy. Expenses may include mileage reimbursement to and from Committee meetings and/or tours (reimbursed at the maximum allowed by the Internal Revenue Service at the time of travel) or expenses incurred while attending energy conferences. Section 5.07 Committee Minutes and Communications. Copies of all minutes of the Committee meetings will be forwarded, upon preparation, to all members of the Imperial Irrigation District Board. Any other communications with the Board of Directors by the Energy Consumers Advisory Board shall be in writing, approved by a majority of those present at the Committee meeting at which the statement or report is prepared. Reports to the IID Board shall include a minority report at the request of any member voting in the minority. Section 5.08 Effective Date of Bylaws and Amendments. Bylaws shall become effective upon their adoption by the Imperial Irrigation District Board of Directors. Amendments may be recommended by the Committee, by a majority vote, for approval by the Imperial Irrigation District Board of Directors. Section 5.09 Construction. As used in these Bylaws the masculine gender includes feminine and neuter, singular number includes the plural, and the word "shall" is mandatory and the word "may" is permissive. Section 5.10 The Bylaws shall be reviewed at a minimum of every three years. Section 5.11 No actions expressing Committee opinions will be presented by the Committee unless approved by the IID Board of Directors. ECAC Bylaws (Adopted February 4, 2013) Page 6 Energy Consumers Advisory Committee Members and Meeting Schedule ECAC Members Division 1: Matt Dessert Jeffrey Plourd Thomas Brinkerhoff Division 2: Bruce Kuhn Shorty Hickingbottom Gil Perez Division 3: lames C. Hanks ECAC Gerald Gouna Eric Reyes The ECAC provides advice and rec- ommendations to the IID's Board of Directors concerning issues to be addressed by the board on fiscal, strategic planning and policy matters that affect the Energy Department and its customers. Currently, 20 individuals, who reside within the IID service territory, comprise the ECAC. Two Imperial Valley members are appointed for each of the five divisions by the IID Board of Directors; whereas, Coachella Valley members are appointed by the jurisdictional entities they represent then ratified by the board. For more information, please contact: Rosa Maria Gonzales IID Energy Department rmgonzales@iid.com 0: 760-398-5812 / M 760-898-1877 is IID A century nl ,ernn c Division 4: Stephen W. Benson John Hernandez Eugene Bumbera Division 5: Norma Sierra Galindo Michael Anderson Esther Gomez 2016 ECAC Meetings City of Coachella Betty Sanchez Richard Macknicki City of Indio Lupe Ramos Watson Brian Macy City of La Quinta Lee Osborne, CPA Mark Weber County of Riverside Becky Broughton Patricia Soleh Steven Bayard Cities of Palm Desert & Rancho Mirage Vacant All ECAC meetings are open to the public and held the first Monday of the month, except holi- days, at IID boardrooms in El Centro and La Quinta. Standard meeting time is 6 p.m. Meeting agendas and live and recorded meetings can be accessed at www.iid.com. Meeting Locations r,,ib Bill Condit Auditorium 1285 Broadway El Centro, CA IID Boardroom 81600 Avenue 58 La Quinta, CA Meeting Dates Jan.4 Feb. 1 Mar. 7 Apr. 4 May 2 June 6 July 11 Aug. 1 Sept. 12 Oct. 3 Nov. 7 Dec. 5