October 18 , 2018 – Special

Special Meeting of the Board of Directors of the
Valley Clean Energy Alliance (VCEA)
Thursday, October 18, 2018 at 6:00 p.m.
Yolo County Library Davis Branch, Blanchard Room
315 E 14th St, Davis, CA 95616

Meetings are accessible to people with disabilities. Individuals who need special assistance or a disability-related modification or accommodation to participate in this meeting, or who have a disability and wish to request an alternative format for the meeting materials, should contact Alisa Lembke, VCEA Board Clerk/Administrative Analyst, at least two (2) working days before the meeting at (530) 446-2754 or Alisa.Lembke@valleycleanenergy.org.

If you have anything that you wish to be distributed to the Board and included in the official record, please hand it to a member of VCEA staff who will distribute the information to the Board members and other staff

Please note that the numerical order of items is for convenience of reference. Items may be taken out of order on the request of any Board member with the concurrence of the Board. Staff recommendations are advisory to the Board. The Board may take any action it deems appropriate on any item on the agenda even if it varies from the staff recommendation.

Board Members: Lucas Frerichs (Chair/City of Davis), Tom Stallard (Vice Chair/City of Woodland), Angel Barajas (City of Woodland), Dan Carson (City of Davis), Duane Chamberlain (Yolo County), and Don Saylor (Yolo County)

6:00 p.m. Call to Order

1. Welcome and Roll Call
2. Approval of Agenda
3. Public Comment – This item is reserved for persons wishing to address the Board on any VCEA-related matters that are not otherwise on this meeting agenda. Public comments on matters listed on the agenda shall be heard at the time the matter is called. As with all public comment, members of the public who wish to address the Board are customarily limited to two minutes per speaker, but an extension can be provided at the discretion of the Chair.

CONSENT AGENDA

4. Approval of Draft September 13, 2018 Meeting Minutes

5. Receive Long Range Calendars (2018 and 2019)

6. Accept Financial Statement – August 31, 2018 (unaudited) financial statements (with revised comparative information from July 31, 2018)

7. Request to approve contract between Automate Mailing Service and Valley Clean Energy in the amount not to exceed $100,000 for a two-year term to provide printing, mailing, and processing services

8. Request to amend Circlepoint contract for customer outreach and marketing services by increasing the contract amount by $30,000 for a new not to exceed amount of $428,035

9. Request to amend Task Order No. 4 (Operational Staff Services) of the Sacramento Municipal Utility District (SMUD) Professional Services Agreement to include a Staff Member as “on call proxy Power Director” and to modify the Key Account Representative position to an as needed, hourly basis

10. Receive Keyes & Fox Regulatory Update dated October 10, 2018

11. Receive Customer Enrollment Update as of October 10, 2018

12. Receive October 1, 2018 Community Advisory Committee Meeting report

13. Request to approve the Community Advisory Committee Solicitation, Selection and Appointment Policy

REGULAR AGENDA

14. Recognition of Tom Flynn for serving as a volunteer on the Community Advisory Committee

15. Accept and approve audited financial statements for the period of January 1, 2017 to June 30, 2018 presented by James Marta & Company

16. Keyes & Fox Update on Power Charge Indifference Adjustment

17. VCEA Staff Report on Quarterly Procurement Update

18. Board Member and Staff Announcements – Action items and reports from members of the Board, including announcements, AB1234 reporting of meetings attended by Board Members at VCEA expense, questions to be referred to staff, future agenda items, and reports on meetings and information which would be of interest to the Board or the public.

The next VCEA Board meeting: Thursday, November 8, 2018 at 5:30 p.m. at the City of Woodland Council Chambers, second floor, 300 1st Street, Woodland, CA 95695

19. Adjournment (Approximately 7:30 p.m.)
Public records that relate to any item on the open session agenda for a regular board meeting are available for public inspection. Those records that are distributed less than 72 hours prior to the meeting are available for public inspection at the same time they are distributed to all members, or a majority of the members of the Board. VCEA public records are available for inspection by contacting Board Clerk Alisa Lembke at (530) 446-2750 or Alisa.Lembke@ValleyCleanEnergy.org. Agendas and Board meeting materials can be inspected at VCEA’s offices located at 604 Second Street, Davis, California 95616; those interested in inspecting these materials are asked to call (530) 446-2750 to make arrangements. The documents are also available on the Valley Clean Energy website located at: https://valleycleanenergy.org/about-us/meetings/

Agenda
Item 4 – Approval of Draft September 13, 2018 Meeting Minutes
Item 5 – Receive Long Range Calendars (2018 and 2019)
Item 6 – Accept Financial Statement – August 31, 2018 (unaudited) financial statements (with revised comparative information from July 31, 2018) 
Item 7 – Request to approve contract between Automate Mailing Service and Valley Clean Energy in the amount not to exceed $100,000 for a two-year term to provide printing, mailing, and processing services
Item 8 – Request to amend Circlepoint contract for customer outreach and marketing services by increasing the contract amount by $30,000 for a new not to exceed amount of $428,035
Item 9 – Request to amend Task Order No. 4 (Operational Staff Services) of the Sacramento Municipal Utility District (SMUD) Professional Services Agreement to include a Staff Member as “on call proxy Power Director” and to modify the Key Account Representative position to an as needed, hourly basis
Item 10 – Receive Keyes & Fox Regulatory Update dated October 10, 2018 
Item 11 – Receive Customer Enrollment Update as of October 10, 2018
Item 12 – Receive October 1, 2018 Community Advisory Committee Meeting report
Item 13 – Request to approve the Community Advisory Committee Solicitation, Selection and Appointment Policy basis
Item 15 – Receive and approve audited financial statements for the period of January 1, 2017 (inception) to June 30, 2018 presented by James Marta & Company

Item 17 – VCEA Staff Report on Quarterly Procurement Update

Special Board Meeting Packet: 10-18-2018, includes Item 17 (updated 10/15/18)

Board Meeting Materials