Loading...
HomeMy WebLinkAbout09/24/2015 - Meeting Minutes 00. Minutes DEPARTMENT of PUBLIC UTILITIES -(Z-j ADMINISTRATION m '''-•,,�' I T �,.••'`, Salt Lake City ..."" Public Utilities Advisory Committee Minutes September 24, 2015 The Public Utilities Advisory Committee meeting was held at 7:3o am on September 24, 2015 at 1530 South West Temple, Salt Lake City, Utah. Committee members present were Roger Player, Dixie Huefner, Colleen Kuhn, Kent Moore, Ted Boyer and Sydney Fonnesbeck. Salt Lake City Public Utilities employees present were Jeff Niermeyer, Tom Ward, Kurt Spjute, Laura Briefer, Jason Brown, Carly Castle, Kristeen Schumacher, Giles Demke, Dale Christensen, Jesse Stewart, Jason Brown, Chuck Call and Janine Calfo. Also in attendance were Rusty Vetter, SLC Attorney's Office; Mike Wilson and Mike DeVries, MWDSLS; Mike Collins and Keith Larson, Bowen & Collins; Mark Chandler, CRS Engineers; Cory Christiansen, Water Works; Brandon Heidelberger, Brown and Caldwell; and Jim Olson. Approve Minutes of June 25, 2oi5 Meeting Committee member Kent Moore moved and Committee member Dixie Huefner seconded the motion to approve the minutes of the June 25, 2015, meeting as amended. All members present voted aye. Financial Report — Kurt Spjute Kent Moore asked a question about the Rain Barrel program about how the system worked. Jeff Niermeyer informed him that the rain barrel kit comes with a set of fittings that has a tap at the bottom of the barrel and attaches to a garden hose. Water is collected from home rain gutters. The charge is $68 per barrel. Kurt reported that current sales charges are over $103 million, or .5% above last year. Aging receivables that are at 12o days are $40,871. Water that was delivered is 4,397 acre feet and is less than the 3 year average. Water sales were $2.5 million less than anticipated (Average Year) and the same as April. Water delivered through June 30 was 2,329 acre feet less than 2014 (a savings in Water of 757,81o,000 gallons). Operation expenses are at least 4.2% less than last year, still preliminary. Capital/Projects/Purchases total assets increased by $31 million. Cash in all funds (less current obligations) is $74.6 million. Last year was $81.2 million. This is down $6.6 million from the previous year. Outstanding bonds or debt is currently $55 million (Water = $12 million, Sewer - $33 million, Storm Water - $9.9 million and Street Lighting — Zero Debt). There are some preliminary balance sheets. We are working on, such as OPEB (Other Post Employee Benefits) will not be funded anymore. That liability will totally decrease September 24,2015 PUAC MEETING MINUTES by next year. The Unfunded Liability will be gone, because the City did an analysis on their ability to provide post employment insurance. When compared with the cost by the City to the prices that the former employee could get through the market by Obama Care, there is more flexibility and better opportunity to get insurance at a cheaper rate. It was elected to discontinue it on the City side. Preliminary Income Statement. Operating income is a little higher than last year. Not everything is complete with this report yet, but it will be reviewed again with the Committee in December. Water Delivered was pretty normal, compared to what is budgeted for this year. Utility revenue for the month is in line with the previous years and currently under budget. Revenue Charge Comparison for the month looks normal. The Water Delivery department data is slightly down from July ist, comparing with the three year average. Jeff noted that the graph really indicates where the rain events occurred, because it shows that residents are turning off their sprinklers during the storms. This data shows graphically where our conservation efforts are really paying off. We are currently down 713 acre feet, or 232 million gallons since July ist on the 3 year average. Waste Water Reclamation Plant flows may have started for the first part of the fiscal year a little high, but overall are still pretty reasonable compared to what we had in the past. Revenue comparisons for this year are within normal parameters for this year. Operating costs are higher for Water in August, mainly due to the increase in consumption. It costs us a little more to treat the water. The other funds are normal for the time of year. Public Utilities Operating Funds were all operating in the black as of June 2015. Water Capital to Budget is processing at about $20 million worth of capital last year. Sewer Capital to Budget is at $15.5 million. Storm Water Capital to Budget is just above $4 million above budget for the last year. Street Lights are pretty close to what we had expected. Cash Comparison by Fund are still very strong as far as our cash reserves. The green column is where we are at in all three funds. Street Lighting is looking more positive each day. Jeff asked Kurt to give the committee and update on the S&P rating. As a Utility, we maintain a AAA bond rating and we are one of only a handful of utilities across the nation that has that rating. Every few years, the bond rating companies come through and re-evaluate. They are talking with Kurt and asking about any significant changes in N aA a. SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 2 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES operation or budgeting. We work hard to manage the bond rating to help us with keeping our preferential rate and saving millions of dollars. Ted Boyer mentioned that Mark Eubank stated that we used 14 percent less water this year. Jeff pointed out that our number should be around 17 percent less. Mark Eubank uses numbers from Bountiful and generalizes his information. Energy Management Plan — Carly Castle Carly Castle is the Special Projects Coordinator for the Salt Lake City Public Utilities. Earlier this summer, there was a presentation on our Energy Management Development Plan efforts. Carly is here to give update and present the plan to the PUAC. In January, the Mayor issued an executive order for energy management that requires the implementation of energy management best practices for city owned facilities and requires an energy management plans by certain departments, including ours. There are several required components: o A Summary of our past, current and future energy practices o Benchmarking for all facilities and all buildings o Energy Saving Opportunities identified through energy audits for certain buildings o Commissioning efforts for buildings to guaranty Efficient Operations o Developing a plan for Employee Engagement efforts o Identifying and prioritizing Renewable Energy Opportunities o Increased Transparency or reporting of our energy performance To develop and implement the Energy Management Plan,we assembled an internal inter-disciplinary Energy Management Team last spring. The team is cross functional to ensure that all aspects and functionalities were represented in our energy management efforts. Over the past several months, the team has worked to develop this plan, and now that the plan is complete, the team will serve as a standing committee that meets regularly to implement the plan. The plan is a very lengthy document. The Energy Policy states that, "The Salt Lake City Department of Public Utilities uses energy wisely, while continuing to exceed the expectations of those we serve. We implement prudent and environmentally responsible strategies and programs in our facilities and operations that minimize our energy use without sacrificing service reliability." We didn't want to ruin the product or the services that we provide in the name of energy efficiency. To help organize our approach to energy management,we defined an "Energy Fence- Line". This represents the scope of operations. Because the Utility systems and operations are diverse and inter-connected, our energy management efforts can only be effective if they are evaluated and implemented on a facility-wide or system-wide scale. C' There are six pillars on this fence-line: Io In. SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 3 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES o Public Utilities Main Campus o Drinking Water Treatment Plants o Water Reclamation Plant o Water Distribution System o Stormwater/Sewer Collection System o Street Lighting Each pillar has an individual section in the Plan. These sections address specific details and actions that relate solely to that pillar. Each section may or may not have additional details related to the specific pillar. Our efforts this year will be heavily focused on benchmarking with the goal to have all facility benchmarks by the end of the summer, 2o16. Benchmarking is important because it establishes baselines and provides us with the information we need to strategically plan for energy management best practices and projects. A table was presented on page 31 of the Management Plan that outlines the benchmarking efforts. Another benefit of benchmarking is that it provides an opportunity to engage and educate our energy management team. Training them to use benchmarking tools and how to interpret the results and how to translate the information in to projects will help us to for a strong team of energy champions that will be energy efficiency experts department wide. Benchmarking with tools like Energy Star also provides options for reporting energy use. The reports are generated automatically with interesting graphics and cool facts. This reports can be made available to the general public, as well as employees. We will be creating an Energy Engagement Committee that will be a sub-committee of our Energy Management Team. The committee will develop unique programs aimed at engaging employee participation and help us achieve energy savings targets. Some ideas include; Energy Star reports available in the Pipeline Newsletter, Friendly Reminders,Watt Meters, Work Group Routines and Focus group program analysis. Sydney mentioned that she gets a notice with her Utah Power and Light bill that informs her that her usage is higher than her neighbors. The notice includes ways to decrease usage and she does everything that is outlined. She says that she feels that she's done everything that she's told to do, but it still isn't working. We have to try to get away from "shaming"because it makes her angry. Jeff Niermeyer pointed out that in these efforts, we are focusing more on departmental use and employee engagement. We have actually been fighting the "Hall of Shame" attitude of the media. Jeff also mentioned that there is new Smart Meter technology that will allow real time water usage reporting. It will give us the opportunity to have an ongoing Social Media type of conversation with customers. We may be able to help mitigate possible leaks by watching higher than normal water use. Io In. SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 4 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES Dixie Huefner asked about the question of shutting off electronics when you leave the room. Someone had told her that it would take more energy to turn electronics off and on frequently. This notion was branded as a myth. It is better to turn your lights off when you are not in the room. Kent Moore asked, as we implement this plan, are we replacing old equipment as it wears out? Jeff indicated that this would be the case and that we are getting a rebate on purchasing more efficient and higher energy standard equipment. Rocky Mountain is giving us a rebate to get us into LED and out of incandescent lights. This alleviates them from having to buy peak power off of the grid. Kent also asked if the water shortages in Lake Powell and Lake Mead will impact power shortages in Salt Lake. Jeff said that we do not use any energy from those sources. Dixie asked Carly if the team was feeling energized about the program. Carly said that it has been a great experience. Influent Screen Reconstruction Waste Water Reclamation Plant — Giles Demke Giles Demke is the Waste Water Reclamation Plant Maintenance Engineer. He is here to talk about a big project that we are in the process of designing and putting out to bid this year about where the waste water enters our facility. There are two campuses at the facility. The main treatment campus where all the treatment is completed and the pump station site where all the sewage from Salt Lake City comes to before it is pumped to the main campus. The very first treatment process is completed at the Influent Screening Building that was built in 1913 and upgraded in the early 198os. During a review in 20o8 it was revealed that the building it at the end of its design life. There is a brand new school, The Guadalupe School, that is sitting on our property line, as well as Rosewood Park and the Rose Park Golf Course. There are three interceptors that flow to the influent screen building. The purpose of the influent screens is to remove inorganic material from the wastewater stream. This includes rags, paper, wood and any other material that accumulates on the bars, including boats. In 2009, the screening building was given a 5 rating (1 being new and 5 indicating that the building needs to be replaced). The channels that pull the sewage into the building are 30 feet into the ground. Ground water in the area is currently 7 feet below grade. Issues with the current screen building include: poor condition, existing equipment failure, equipment does not meet NFPA safety classifications, does not meet current In. SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 5 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES electrical safety standards, poor process functionality and does not meet projected peak flow. The influent screen building project scope includes: constructing a new screening building, new odor control facilities, reroute the 48", 66" and 78"interceptors, demolishing the existing bar screen building and landscaping the surrounding area. All of this needs to be accomplished while keeping the current facility operational. Giles showed the Committee a proposed plan for the new building. There are two proposed locations for the new building, the South location and the East location. The South location would be preferred, because it works better hydraulically. The East location would entail having to relocate the 6o" storm drain at an added cost of$1 million. The location is still open to public opinion. Both options are at least $20 million projects. Kent asked a question about odor control. He asked if the odor control building will remain the same. Giles informed him that the one new facility will be able to service all three buildings. There is an existing odor control building with a fiberglass vessel filled with carbon. The cost is just under $7 million for odor control. Odor control would be mitigated by the Anua Monashell System. This is a biological filter for treating hydrogen sulfide and other VOC compounds that uses a seashell media. Biofilm grows on the surface of the seashells. Hydrogen sulfide combined with water is Sulfuric Acid. The seashells neutralize the acid to make hydrogen dioxide (water). The lifespan of the media is 5 to io years. Once the media is finished,you vacuum them out and send them to a landfill. Food waste provides new shell media. There are two of these units that are coming online now. The system creates a negative pressure in the buildings and then blows the foul air odor over the media and the biomass goes to work on it. This system will take out 99.5 percent of the hydrogen sulfide. We are also going to look at energy sustainability with this project by harvesting some of the heat that is available in the wastewater stream. We are currently running at 34 million gallons a day. The costs for the project would be $28.6 million for the south site, and $29.6 million for the east site. The extra cost would be to relocate a 6o" storm drain. Dixie Huefner asked what the estimated time frame would be for construction. Giles indicated that it would take between 18-24 months to complete. Tom Ward pointed out that there have been several public outreach meetings with the Guadalupe School and local city councils and there is one more public outreach meeting scheduled later this month. The main concern is the proximity to the community neighbors, the safety of the school children and odor. We will be constructing this building right next to the In. SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 6 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES existing facilities. Kent Moore asked, as we are implementing this plan, are we replacing old equipment as it wears out? Jeff said that we are replacing worn equipment and we will be getting a rebate on more efficient and higher energy standard equipment. Capital Asset Program "CAP" Process Demonstration - Kristeen Schumacher Jeff Niermeyer informed the Committee that the Utility tries to complete between $40 - 6o million a year of projects. What the team has been tasked with is to describe how we manage the process from project requests to construction and implementation. Kristeen Schumacher is a member of the Engineering division. There are two really strong programs that exist: Asset Management Program and CIP Project Delivery. There was some formalization that was missing to link the two existing processes. The issues that were uncovered were: • Difficulty communicating project status between Operations/Maintenance and Engineering. • Challenges linking prioritized projects generated from Asset Management to the final budget. • Incomplete scoping of proposed projects before acceptance into the budget. The solution is the Capital Asset Program (CAP). This program is going to create a link between Asset Management and Project Delivery; primarily with scoping and tracking. We also took the opportunity while we were improving the program to utilize the technology of SharePoint, a program that the entire city is moving to. SharePoint is a Microsoft product that is used for both file storage and as a database to share information across an enterprise wide basis. Asset Management is the process of looking at all of our assets, so that we know the criticality and condition of our assets. Criticality is how important the asset is. Condition is rated from 1 to 5,with the poorest condition being"5" and needing to be replaced. The Scoping and Ranking Form and Project Number Request From are two documents that have been developed to formalize the process. CAP Components: • Request for Capital Project: o Submitted by Maintenance/Operations or Engineering o Unique Request Number o Basic project information, including criticality/condition and estimated cost o Reviewed and approved or denied by counterpart Program Manager a SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 7 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES • Initial Scoping: o Completed by Scoping Manager (Engineering) o Provides closer look at project needs — consultant, coordination, study, permits, Engineering Work Orders, etc. o Scoping Map and SharePoint Document Set created • Final Scoping: o Completed by Scoping Manager (Engineering) o Review of Initial Scoping Information o Includes specific project details — stakeholders, public involvement plan, implementation issues, detailed cost breakdown,work plan, and requested budget years Asset Management, project requests, and CAP scoping will be an ongoing process. When someone identifies a project, they can submit that request whenever they need to. Between July and December, time is taken to prioritize projects that have been submitted and prepare for the annual CAP submittal. CAP projects will be submitted to the Public Utilities Administration in January for review,which will then be submitted to the PUAC in early February. Projects that are approved will be submitted to the Mayor and City Council for review of budget. SharePoint Integration • All CAP information is stored in SharePoint"lists" • SharePoint list features include: search, filters,view and attachments • Workflows notify users of new requests, required scoping, and other action items • Lists connect to Microsoft Access for printable forms and reports The Capital Asset Program has been able to provide a solution to several issues: 00 a) Ion In. SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 8 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES o U ionz S t Issue CAP Solution Poor tracking of CIP project requests. Siingle database for all project requests tracked with unique request number. Easy to use! Inconsistent prioritization for budgeted Rating system to classify importance of projects needs. IncompletepNoJPct assessment prior to Dctaileodsco*igtoanalyze acceptance into budget specific coordination,co Kristeen also gave a short review of the Public Utilities SharePoint site to show some of the features that are available and are being used with CAP. Open Meeting Training— Rusty Vetter Utah Open and Public Meetings Act Requirements for the PUAC Statutory Obligation to Train The "presiding officer of the public body shall ensure that all members of the public body are provided with annual training on the requirements" of the Open and Public Meetings Act (the "Act"). Basic Principle (Section §52-4-2oi(1))A"meeting" of a public body must be open to the public, unless an exception is available under the Act allowing the meeting to be closed. B. Definitions (Section §52-4-io3) 1. "Public Body"The PUAC (the "Committee") is a public body for purposes of the Act. 2. "Meeting" A meeting is the convening of at least a quorum of a public body for the purpose of(a) discussing, (b) receiving comments from the public about, or(c) acting upon a matter over which the body has jurisdiction or advisory power. Chance and social "meetings" are not subject to the open meeting law. However, they may not be used to circumvent the Act. (Section §52-4-208) Electronic meetings may be held subject to the Act and as described below. 3. "Convening" The calling of a meeting of a public body by a person authorized to do so for the express purpose of discussing or acting upon a subject over which that public body has jurisdiction or advisory power. [Because a gathering of Committee members is not a "meeting"unless it is "convened', a SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 9 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES and "convening"requires an authorized person to "call together"the Committee for the express purposes of discussing or acting upon a matter of business, it seems that gatherings such as group photos or ceremonial appearances are not meetings subject to the Act.] C. Notice of Meetings (Section §52-4-202) The Committee must give not less than 24 hours public notice of each meeting. The notice must include the: 1. agenda; 2. date; 3. time; and 4. place. The notice must be: 1. posted (a) at the principal office of the Committee and(b) on the Utah Public Notice Website created under Section §63F-1-701, Utah Code; and 2. provided either to a newspaper of general circulation in Salt Lake City or(b) to a local media correspondent. This requirement is deem satisfied by providing notice to a newspaper or local media correspondent under Utah Code §63F-1-701 (4)(d) [that may be a bad cross-reference] In addition, the Committee must give annual notice of its annual meeting schedule, specifying the date, time, and place of its scheduled meetings. The Committee is encouraged to develop and use additional electronic means of providing notice of its meetings. The notice requirement does not apply to emergency meetings, as long as the Committee gives the best notice practicable of the time and place of the emergency meeting and the topics to be considered at the emergency meeting. However, an emergency meeting may not be held unless the Committee attempts to notify all members and a majority of the Committee members approve holding the meeting. D. Agendas (Section §52-4-202) 1. Degree of Specificity A meeting notice that is required to include an agenda must provide reasonable specificity to notify the public of the topics to be considered at the meeting. Each topic must be listed under an agenda item on the agenda. (Section §52-4-202(6)(a)) 2. Consideration of Matters Not On the Agenda Expect with respect to emergency meetings, and at the discretion of the presiding member of the Committee, a topic raised by the public may be discussed during an open meeting even if the topic raised by the public was not included in the agenda or advance public notice for the meeting,but final action on the topic may not be taken by the Committee at that time. (Section §54-2-202(6)(b)) E. Open Meetings (Section §52-4-201) 1. A meeting is open to the public unless closed pursuant to the Act. (Closed meetings are discussed in the next section.) 2. (a)An open meeting includes a workshop or an executive session in which a quorum is present, unless closed in accordance with the Act. (b)A workshop or an executive session in which a quorum is present that is held on the same day as a regularly scheduled public meeting may only be held at the location where the Committee is holding the regularly scheduled public meeting unless: O (i) the workshop or executive session is held at the location where the Committee usually holds its regularly scheduled public meetings but, for that day, the regularly a SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 10 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES scheduled public meeting is being held at different location; (ii) any of the meetings held on the same day is a site visit or a traveling tour and proper public notice is given; (iii) the workshop or executive session is a properly conducted electronic meeting; or (iv) it is not practicable to conduct the workshop or executive session at the regular location of the Board's open meetings due to an emergency or extraordinary circumstances. F. Closed Meetings (Sections §52-4-204, 205 (Practice point- please note distinction between "executive session" and"closed session". The Act uses the term "executive session"to refer to a type of open meeting. Committee may close meetings for certain purposes if they follow the procedure set forth in the Act. 1. Purposes of Closed Meetings (Section §52-4-205) a. Discussion of the character, professional competence, or physical or mental health of an individual; b. Strategy sessions to discuss collective bargaining; c. Strategy sessions to discuss pending or reasonably imminent litigation; d. Strategy sessions to discuss the purchase, exchange, or lease of real property, including any form of water right or water shares, if public discussion of the transaction would: (i) disclose the appraisal or estimated value of the property under consideration; or (ii) prevent the City from completing the transaction on the best possible terms; e. Strategy sessions to discuss the sale of real property if: (i) public discussion of the transaction would: (A) disclose the appraisal or estimated value of the property under consideration; or (B) prevent the City from completing the transaction on the best possible terms; (ii) the Committee previously gave public notice that the property would be offered for sale; (iii) the terms of the sale are publicly disclosed before the Committee approves the sale; f. Discussion regarding deployment of security personnel, devices, or systems; and g. Investigative proceedings regarding allegations of criminal misconduct. 2. Procedure for Closing Meetings (Section §52-4-204) a. A quorum must be present. b. Two-thirds of the PUAC members present must vote to approve closing the meeting. c. The meeting may be closed only to discuss a matter listed in § 52-4-205. d. The following information must be publicly announced and entered on the minutes: (i) the reason or reasons for closing the meeting (ii) the location of the closed meeting (iii) the vote, by name, of each Committee member, either for or against the motion to close the meeting. G. Record of Meetings (Sections§52-4-203, 2o6) r-I 1. Open Meetings (Section §52-4-203) Both written minutes and a recording (i.e., an audio or an audio and video record) must In. SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 11 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES be kept of all open meetings. However, either written minutes or a recording is adequate if the meeting is a site visit or a traveling tour, if no vote or action is taken. Therefore, unless the Committee is keeping both written minutes and a recording during a site visit or traveling tour, it should not take a vote or official action during that site visit or traveling tour. The recording and minutes must include: (a) the date, time, and place of the meeting; (b) the names of the Committee members present and absent; (c) the substance of all matters proposed, discussed, or decided by the Committee which may include a summary of comments made by members; (d) a record, by individual Committee members, of each vote taken by the Board; (e) the name of each person who is not a member of the Committee and who, upon recognition by the presiding member of the Committee, provided testimony or comments to the Board; (f) the substance, in brief, of the testimony or comments provided by the public under(e); and (g) any other information that any Committee member requests be entered in the minutes or recording. The recording must be a complete and unedited record of all open portions of the entire meeting and be properly labeled or identified with the date, time, and place of the meeting. The Committee must require an individual who publicly presents or provides electronic information relating to an item on the agenda, to provide to the Council, at the time of the meeting, an electronic or hard copy of the electronic information for inclusion in the public record. "Electronic information" means information presented or provided in an electronic format. (This was added by 2014 Legislature.) Approved written minutes (not the recording) are the official record of the meeting. Approval of Minutes The Committee must make pending minutes (i.e., draft minutes that haven't yet been approved by the Council) available to the public within 3o days after holding the open meeting. Within three business days after approving written minutes of an open meeting, the Committee must post to the Utah Public Notice Website (created under Utah Code §63F-1-701) and make available at the Council's primary office a copy of the approved minutes and any public materials distributed at the meeting. Within three business days after holding an open meeting, the Committee must make and audio recording of the open meeting available to the public for listening. N The Committee must establish and implement procedures for the approval of the written minutes of each meeting. The written minutes or the recording of an open a SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 12 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES meeting that are required to be retained permanently must be maintained in or converted to a format that meets long-term records storage requirements.* *According to the municipal retention schedule, the written minutes must be retained permanently, and the recording must be retained for at least one year. 2. Closed Meetings (Section §52-4-2o6) Except when a meeting is closed to discuss (a) the character, professional competence, or physical or mental health of an individual or (b) the deployment of security personnel, devices, or systems, the Committee must kept a recording of the closed meeting and may keep detailed written minutes that disclose the content of the closed meeting. The recording and any minutes must include: (a) the date, time, and place of the meeting; (b) the names of the Committee members present and absent; and(c) the names of all others present unless disclosure would infringe on the confidentiality necessary to fulfill the original purpose of closing the meeting. The recording and the written minutes are protected records under GRAMA. No recording or written minutes are required for a closed meeting to discuss (a) the character, professional competence, or physical or mental health of an individual or (b) the deployment of security personnel, devices, or systems. The person presiding at such a meeting must sign a sworn statement affirming that the sole purpose for closing the meeting was to discuss those matters. According to the municipal retention schedule, the written minutes must be retained permanently, and the recording must be retained for at least one year. H. Electronic Meetings (Section §52-4-207) i. Resolution, Rule, or Ordinance The Committee may not hold an electronic meeting unless it has adopted a resolution, rule, or ordinance governing the use of electronic meetings. The Committee has not adopted one of these. The resolution, rule, or ordinance may: a. Prohibit or limit electronic meetings based on budget, public policy, or logistical considerations; b. Require a quorum of the Committee to (i)be present at a single anchor location for the meeting; and (ii)vote to approve establishment of an electronic meeting in order to include other Committee members through an electronic connection; c. Require a request for an electronic meeting to be made by a Committee M member up to three days before the meeting to allow for arrangements to be made for the electronic meeting; a SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 13 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES d. Restrict the number of separate connections for Committee members that are allowed for an electronic meeting based on available equipment capability; or e. Establish other procedures,limitations, or conditions governing electronic meetings not in conflict with §52-4-207 2. Notice The Committee must: a. Give public notice of the meeting in the usual way; and b. Post written notice at the anchor location; c. In addition to giving such public notice, provide: (i) Notice of the electronic meeting to the Committee at least 24 hours before the meeting so that they may participate in and be counted as present for all purposes, including the determination that a quorum is present; and (ii) A description of how the Committee members will be connected to the electronic meeting. 3.Anchor Locations The Committee must establish one or more anchor locations for the meeting, at least one of which is in the Public Utilities Building. The Committee must provide space and facilities at the anchor locations so the interested persons and the public may attend and monitor the open portions of the meeting. I. Disruption of Meetings (Section §52-4-301) The Act does not prohibit the removal of any person from a meeting if the person willfully disrupts the meeting to the extent that orderly conduct is seriously compromised. J. Consequences of Violating the Act (Sections §52-4-302 to §52-4-305) Any final action taken in violation of the Act is voidable by a court. The suit must be commenced within go days (or 3o days in the issuance of bonds, notes, or other evidence of indebtedness). A court may not void final action for failure to post notice on the Utah Public Notice Website if the failure was the result of unforeseen Internet hosting or communication technology failure and the Committee otherwise complied with the public notice requirements. The Attorney General and County Attorneys shall enforce the Act. At least annually, the Attorney General's Office must give notice to the Committee of any material changes to the requirements for the conduct of meetings. A person denied a right under the Act may sue to compel compliance with or to enjoin violation of the Act, or to determine the Act's applicability to discussions or decisions of the Board. A Committee member who knowingly and intentionally violates or who knowingly or intentionally abets or advises a violation of the closed meeting provisions of the Act is guilty of a class B misdemeanor. K. Relevant 2015 Legislative Changes aA �a a SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM SALT LAKE CITY,UTAH 84115 14 of 15 TEL 801-483-6770 September 24,2015 PUAC MEETING MINUTES There was no significant changes to the Open Meetings Act in 2015. Final Comment — Jeff Niermeyer The next meeting will be Thursday, October 22nd at 7:3o AM. Meeting Adjourned at 9:15 am Minutes approved October 22, 2015 Ln r-i a� aA �a a SALT LAKE CITY DEPARTMENT of PUBLIC UTILITIES 1530 SOUTH WEST TEMPLE STREET WWW.SLCGOV.COM na SALT LAKE CITY,UTAH 84115 15 of 15 TEL 801-483-6770