Pioneer Community Energy
Audit & Finance Committee
September 6, 2023
3:00 PM
2510 Warren Drive, Suite B, Rocklin, CA 95677
Remote Locations
El Dorado County Board of Supervisors, Closed Session Room 330 Fair Lane, Building A, Placerville, CA 95667
Nevada City - City Hall, Wetherall Conference Room
317 Broad Street, Nevada City, CA 95959
1200 State Highway 193, Lincoln, CA 95648
Committee Members
Greg Janda
Chair
City of Rocklin
Greg Janda
David Bass, Alternate
County of El Dorado
John Hidahl
Lori Parlin, Alternate
City of Lincoln
Holly Andreatta
Dan Karleskint, Alternate
City of Nevada City
Gary Petersen
This regular meeting will convene in person at the address printed above, be accessible on the Zoom platform at the following link:
https://us06web.zoom.us/j/81066158564;
and live streamed for viewing on the Pioneer website:
https://pioneercommunityenergy.org/about-us/meetings-and-agendas/.
Members of the public may participate in person or by remote audio/visual access. Those who participate remotely and wish to comment should be prepared to use the Zoom platform via computer or telephone. Public comment will be opened for each agenda item in sequence.
How to Participate Using Zoom
You can join the meeting using the following link:
https://us06web.zoom.us/j/81066158564.
When you join the meeting, you will be muted by default. To inform the Clerk that you would like to make a public comment, you will use the “Raise Hand” feature.
Public Comment via Computer or Smartphone
If you would like to make a comment, you will use the “Raise Your Hand” feature.
Please note that you should only raise your hand during the item to which you will comment. Instructions for using the “Raise Hand” feature when using a computer or mobile device can be found at the link:
https://support.zoom.us/hc/en-us/articles/205566129-Raising-your-hand-in-a-webinar Public Comment via telephone (Audio Only Option)
1. Dial 1 (669) 900-6833
2. When asked for the meeting ID, enter 810 6615 8564#
3. When asked for your participant ID, press # to continue You will be muted by default. To inform the Clerk that you would like to make a comment during each agenda item, dial *9 to “Raise your hand.” When it is your turn to speak, the clerk will identify you by the last three digits of your phone number, at that time dial *6 to unmute yourself and state your name and comment for the record. Please note that you should only raise your hand during the item to which you will comment.
I. GENERAL ADMINISTRATIVE FUNCTION – PART 1
A. CALL TO ORDER
1. Roll Call
B. AGENDA REVIEW
C. PRESENTATIONS BY THE PUBLIC ON MATTERS NOT ON THE AGENDA WITHIN THE
JURISDICTION OF THE BOARD
Persons may address the Committee on items not on this agenda. Please limit comments to 3 minutes per person. According to State Law (the Brown Act), items must first be noticed on the agenda before any discussion or action. The Committee is prohibited from discussing issues not on the agenda brought to them at this time.
II. CONSENT AGENDA
1) APPROVAL OF THE CONSENT AGENDA
All items on the Consent Agenda have been recommended for approval by the Executive Director. All Consent items will be approved by a single vote. Anyone may ask to address Consent items prior to the Committee acting, and the item may be moved for discussion. a) Approve minutes of the December 8, 2022 regular meeting. b) Approve minutes of the May 22, 2023 regular meeting.
III. REGULAR AGENDA
2) Financial Audit Kick-Off (KOEHN)
Receive a report from independent auditor, Pisenti & Brinker LLP.
IV. GENERAL ADMINISTRATIVE FUNCTION – PART 2
A. ADJOURNMENT
Pioneer Community Energy is committed to ensuring that persons with disabilities are provided the resources to participate fully in its public meetings. If you are hearing impaired, we have listening devices available. If you require additional disability-related modifications or accommodations, including auxiliary aids or services, please contact the Clerk of the Board. If requested, the agenda shall be provided in appropriate alternative formats to persons with disabilities. All requests must be in writing and must be received by the Clerk five business days prior to the scheduled meeting for which you are requesting accommodation. Requests received after such time will be accommodated only if time permits.
CONSENT AGENDA
REGULAR AGENDA
GENERAL ADMINISTRATIVE FUNCTION – PART 2
GENERAL ADMINISTRATIVE FUNCTION – PART 1
Affidavit of Posting
I, Teresa Willock, Board Clerk, declare under penalty of perjury that the foregoing agenda for the September 6, 2023 meeting of the Pioneer Community Energy Audit & Finance Committee was posted and available for public review on September 1, 2023 at the offices of Pioneer Community Energy, 2510 Warren Drive, Suite B, Rocklin, CA 95677; at remote locations: 330 Fair Lane, Placerville, CA 95667; 317 Broad Street, Nevada City, CA 95959; 1200 State Highway 193, Lincoln, CA 95648; and on the Pioneer website at:
https://pioneercommunityenergy.org/about-us/meetings-and-agendas/.
All public materials related to an item on this agenda submitted to the Audit & Finance Committee after distribution of the agenda packet are also made available for public inspection on Pioneer’s website at:
https://pioneercommunityenergy.org/about-us/meetings-and-agendas/ Any document provided at the meeting by staff or by the public will be provided by the Board Clerk upon request by phone at (916) 758-8946, or by email at: [email protected].
PIONEER COMMUNITY ENERGY
AUDIT & FINANCE COMMITTEE
December 8, 2022
Minutes
Entry No. 1
Heard General Administrative Functions, Part I.
Call to Order
Pioneer Community Energy Audit & Finance Committee met in open session at 1:03 PM on December 8, 2022. Pursuant to Government Code section 54953(e) and other applicable provisions of the Brown Act, the meeting was conducted via live streamed teleconference accessed and viewed at the following web link: https://us06web.zoom.us/j/89807858080.
In order to protect public health and the safety of our Placer County and El Dorado County citizens, the Public Comment for the Pioneer Audit & Finance Committee Meeting will be offered through the Zoom platform. Public access to The Pioneer Audit & Finance Committee Meeting will be entirely by remote audio/visual participation. Therefore, the meeting will be closed to in-person public participation.
Citizens who wish to comment should be prepared to use the Zoom platform via computer or telephone. Public Comment will be opened for each agenda item in sequence, so be prepared to call in for the specific item you wish to comment on when the Committee Chair announces the item. Calls will not be connected if Public Comment has been closed for that item, and callers will be directed to call back if they are calling for a later agenda item.
Roll Call
P A Title Name
x Chair Greg Janda, City of Rocklin
x Vice Chair Jeff Duncan, Town of Loomis
x Member Dan Karleskint, City of Lincoln
x Member Dennis Thomas, City of Placerville
Vice Chair Duncan presided over the meeting.
Public Comment
There were no comments from the public for items not listed on this agenda.
Agenda Review
Reviewed the meeting agenda for December 8, 2022, with no amendments made to the agenda.
Entry No. 2
Acted on the Consent Agenda as follows:
Approved Minutes of the September 19, 2022, Audit & Finance Committee meeting.
MOTION: Thomas/Karleskint. Vote: 3:0:1
ROLL CALL VOTE: Duncan, Karleskint, Thomas.
No/Abstain: None.
Absent: Janda.
Entry No. 3
Received Audit Report as presented by Pisenti & Brinker, Pioneer’s independent auditors.
The presentation reviewed the audit process, reported that the audit for years ended June 30, 2022 and the 2021 financial statements is substantially complete and they expect to report an unmodified opinion based on the audit finding financial statements materially accurate; and that there are no significant deficiencies in internal control to be noted. The audit also included a favorable single audit report covering the CAPP Program funds.
Recommended approval of the Audit Report to the Board.
MOTION: Karleskint/Thomas. Vote: 3:0:1
ROLL CALL VOTE: Duncan, Karleskint, Thomas.
No/Abstain: None.
Absent: Janda.
Entry No. 4
Received preview of the 2023 Rate Proposal Outlook and overview of three proposed strategy options.
Recommended approval of Scenario 3, Balance and Programs, to the Board.
MOTION: Thomas/Karleskint. Vote: 3:0:1
ROLL CALL VOTE: Duncan, Karleskint, Thomas.
No/Abstain: None.
Absent: Janda.
Entry No. 5
Received presentation on proposed boardroom and tenant improvements.
Recommended for the Board of Directors to approve tenant improvements, boardroom furniture, and boardroom audio visual equipment; and to approve a budget increase in the amount of $31,000 to complete the improvements.
MOTION: Thomas/Karleskint. Vote: 3:0:1
ROLL CALL VOTE: Duncan, Karleskint, Thomas.
No/Abstain: None.
Absent: Janda.
Entry No. 6
Received presentation on proposed bill forgiveness for Pioneer’s Residential Customers affected by the Mosquito Fire.
Recommended that the Board approve funding up to $25,000 for bill forgiveness to Pioneer residential customers affected by the Mosquito Fire.
MOTION: Karleskint/Thomas. Vote: 3:0:1
ROLL CALL VOTE: Duncan, Karleskint, Thomas.
No/Abstain: None.
Absent: Janda.
Entry No. 7
Heard General Administrative Functions, Part II.
Received an update on the Prepay Bond deal which is expected to close on January 4, 2023; to have a 12% discount on Power Purchase Agreements assigned to this prepay transaction; and to have a savings of about 2.5 million dollars per year throughout the agreement.
Recognized and expressed appreciation for departing Committee Members Duncan and Thomas.
The meeting adjourned at 2:12 PM.
ATTEST:
Minutes approved as presented by a majority vote of the Audit & Finance Committee on September 6, 2023.
Teresa Willock, Board Secretary
Audit & Finance Committee
December 8, 2022
page 2
PIONEER COMMUNITY ENERGY
AUDIT & FINANCE COMMITTEE
May 22, 2023
Minutes
Entry No. 1
Heard General Administrative Functions, Part I.
Call to Order
Pioneer Community Energy Audit & Finance Committee met in open session at 2:00 PM on May 22, 2023. Pursuant to Government Code section 54953(e) and other applicable provisions of the Brown Act, the Members convened in person and the meeting was accessible to the public at Pioneer Community Energy, 2510 Warren Drive, Suite B, Rocklin, California, 95677; at a remote location, 1200 State Highway 193, Lincoln, CA 95648; was accessible for viewer participation on the Zoom platform at the following link: https://us06web.zoom.us/j/85870901340; and live streamed for viewing on the Pioneer website: https://pioneercommunityenergy.org/about-us/meetings-and-agendas/.
Roll Call
P A Title Name
x Chair Greg Janda, City of Rocklin
x Member Holly Andreatta, City of Lincoln
x Member Wes Heathcock, City of Colfax
x Member John Hidahl, County of El Dorado
Chair Janda presided over the meeting.
Public Comment
There were no comments from the public for items not listed on this agenda.
Agenda Review
Reviewed the meeting agenda for May 22, 2023, with no amendments made to the agenda.
Entry No. 2
Acted on the Consent Agenda as follows:
Pulled the Minutes of the December 8, 2022, Audit & Finance Committee meeting for consideration and approval at a future meeting.
Entry No. 3
Received a report on the annual Cybersecurity Assessment and Information Technology Review.
Finance & Administration Director Koehn introduced and expressed his appreciation for Chris White, Hutchinson & Bloodgood, as well as Internal Operations Coordinator Steve Lund, for their preparation and presentation of the I.T. Audit.
Executive Director Eckert commented that even though it is only required once every three years, Pioneer chooses to conduct this review annually which demonstrates Pioneer’s care in keeping customer information secure.
Committee Chair Janda expressed the Committee’s appreciation for the work conducted.
The auditor informed the Committee that a final report would be available after remediation is completed in mid-May.
Entry No. 4
Received and provided recommendation of the Fiscal Year 2023-24 Proposed Budget to the Board of Directors.
Director Koehn informed the Committee that the next steps would be to incorporate feedback for Audit & Finance Committee, Employee Health & Welfare ad hoc Committee, and Board into the Recommended Budget; and present the Recommended Budget for Board approval on June 15, 2023.
Entry No. 5
Heard General Administrative Functions, Part II.
There were no further comments from staff.
The meeting adjourned at 3:24 PM.
ATTEST:
Minutes approved as presented by a majority vote of the Audit & Finance Committee on September 6, 2023.
Teresa Willock, Board Secretary
May 22, 2023
Audit & Finance Committee
page 2
ORAL PRESENTATION ONLY
THERE WILL BE NO WRITTEN REPORT
FOR THIS ITEM
ITEM # 2