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4.2 ERMUSR 03-13-2017 Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: Elk River Municipal Utilities Commission Theresa Slominski—Finance and Office John Dietz, Chair Manager Allan Nadeau, Vice-Chair Daryl Thompson, Trustee MEETING DATE: AGENDA ITEM NUMBER: March 13, 2017 4.2 SUBJECT: PCA Credits BACKGROUND: At the February 14, 2017 Commission Meeting, it was proposed that we reconsider the direction given at the November 15, 2016 Commission Meeting for giving the PCA credit on the first bill reflecting the rate increase, which would have been the February bill. It was decided to bring it back as an agenda item for discussion this month. DISCUSSION: We have approximately$486,000 in accumulated PCA credits from 2015 and 2016 (the credit brought forward from 2015 and the credits in 2016 are presented in the attachment.) Historically we have passed through the PCAs to the customers as either a charge or a credit, and not "managed" a PCA of our own. We had communicated to our customers that a PCA would be given on the February bill, however, given that we have two known future bondings for the true- up of the MMPA buy-in and the field services facility, it is reason for pause. Bonding costs are approximately 10%of the bond. If we retain and use all the accumulated PCAs to lessen the future bonding amounts,we effectively save our customers $48,000 (10% of the $486,000). If we use only a portion of the accumulated PCAs,we effectively save 10%of that amount. A pro would be the money saved to our customers. A con would be that the bonding is for a future use, and the accumulated PCAs are for past/current use. ACTION REQUESTED: Staff is requesting direction for distributing or retaining PCA funds as follows: 1) Distribute the entire amount of accumulated PCAs to customers, or 2) Retain the entire amount of accumulated PCAs for future use, or 3) Distribute a portion and retain a portion of accumulated PCAs POWERED 81 NATURE Reliable Public P O W E RED T o S E 0.V E Power Provider 83 Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: Elk River Municipal Utilities Commission Troy Adams, P.E.—General Manager John Dietz—Chair Al Nadeau—Vice Chair Daryl Thompson—Trustee MEETING DATE: AGENDA ITEM NUMBER: March 13, 2017 4.3 SUBJECT: Governance Policy Manual BACKGROUND: In 2016 the Commission approved contracting with Collaboration Unlimited to update and develop core governance policy. The decision to implement and the schedule for completion were largely based on two factors. First,the existing policy book and by-laws had not been reviewed or updated on a routine basis. Second, with the March 2017 expansion for the ERMU Commission from three to five members it was determined to be beneficial to develop and update core governance policy to serve as a guide for the expanded Commission. The scope of work for the governance policy project was split into two phases. Phase 1 focuses on the core governance policies and the by-laws. With the exception of the by-laws and legal counsel review, the work associated with Phase 1 has been completed. The policies included in Phase 1 were adopted by the Commission during the February 2017 Commission meeting. The by-laws and legal review have not yet been completed by ERMU legal counsel. These remaining items of work product included with the Phase 1 scope of work are intended to be presented to the Commission in April 2017. DISCUSSION: Phase 2 of the scope of work from Collaboration Unlimited includes development of delegation to management policies. Many of these policies will replace or eliminate the need for policies in the other sections of the existing ERMU Policy Book. Originally the overall governance manual project was split into two phases because the work would fall into two separate budget years and so the Commission would have an opportunity to assess the work product and progress of Phase 1 before making a commitment on Phase 2. The leadership team has evaluated the work associated with Phase 2 and has determined that this is not something that can be completed"in house." First,there has been great value realized by have a third party's perspective throughout the Phase 1 process. That added insight into industry standards and best practice, have helped to create a better product. Second, with a current vacancy on the leadership team and the forecasted work load and large number of highly significant projects, the leadership team does not have the labor resources to complete this project within the desired timeline at the desired quality. POWERED 8V Page 1 of NATURE A 'Reliable Public Power Provider POWERED 7 o S e R o e 84 Collaboration Unlimited has provided a scope of work for Phase 2 along with a quote and schedule for completion. The remaining policies to be developed and included in the quote are: Delegation to Management Policies DM- 1 Corporate Limitations DM- 1.1 Succession of Leadership DM- 1.2 Information and Support to the Commission DM- 1.3 Strategic and Business Planning DM - 1.4 Customer Interests DM - 1.5 Core Customer Services DM - 1.7 Employee Interests DM - 1.8 Organization& Staffing DM - 1.9 Financial Planning and Budgeting DM - 1.10 Financial Condition and Transactions DM - 1.10.1 Investments DM- 1.10.2 Reserve Funds DM - 1.10.3 Debt Issuance and Payment DM - 1.10.4 Procurement DM - 1.11 Cost Allocation and Recovery DM- 1.11.1 Rates & Charges for Electric Services DM - 1.11.2 Rates& Charges for Water Services DM- 1.12 Joint-Action Agency Relationship, Representation and Governance DM- 1.13 Protection of Assets (physical property, information, cash, investments) DM- 1.14 Corporate Risk Management DM- 1.15 Legal &Regulatory Compliance DM- 1.16 Environmental Stewardship DM- 1.17 External Communications (public, legislative, allied organizations) DM- 1.18 Community Involvement Other potential policies not included in the quote: DM - 1.5.1 Electric Services DM - 1.5.2 Water Services DM - 1.6 Other Customer Services (Services for the City) DM - 1.11.3 Rates & Charges for Other Services (Services for the City) The quote is for an additional fixed fee of$14,500 for a similar development and modification process as Phase 1 without a formal questionnaire process. The schedule would be to complete two to three policies every month which would bring the governance project to completion in approximately one year. This fee would be subject to an 80/20 split between the electric and water funds resulting in an electric expense of$11,600 and a water expense of$2,900. The electric budget has $20,000 allocated in the approved budget for consulting fees which would be used for Phase 2 of this project. The water budget did not have addition unallocated money budgeted for consulting fees. However, the water budget does include a total of$20,000 which is allocated for two other consulting projects: field service building expansion and physical/cyber security. It is likely that 11114 Page2of3 POWERED 81 NATURE Reliable Public Power Provider POWERED T o S ERV E 85 there could be $2,900 remaining from these projects to cover the costs associated with Phase 2 of the governance manual project. ACTION REQUESTED: Approved contracting with Collaboration Unlimited to complete Phase 2 of the governance manual for a fixed fee of$14,500. POWERED DY Page 3 of 3 NATURE Reliable Public Power Provider POWERED T o SERVE 86