HomeMy WebLinkAbout2021-01-21; Clean Energy Alliance JPA; ; Fiscal Year 2021/22 Budget Planning - Review Existing Consulting Services Agreements and Provide Direction Regarding Staffing and Consulting Services41111w-
CLEAN ENERGY ALLIANCE
Staff Report
DATE: January 21, 2021
TO: Clean Energy Alliance Board of Directors
FROM: Barbara Boswell, Interim Chief Executive Officer
ITEM 9: Fiscal Year 2021/22 Budget Planning - Review Existing Consulting Services Agreements
and Provide Direction Regarding Staffing and Consulting Services
RECOMMENDATION
Provide direction regarding fiscal year 2021/22 staff and consulting services for purposes of budget
development.
BACKGROUND AND DISCUSSION
Clean Energy Alliance's (CEA) operational, administrative and technical support is currently provided
through a combination of limited member agency support and contracted consulting services. This
approach has worked well while CEA has been in its initial formation phase. CEA has not yet established
a physical location, and the use of consulting services has provided the Board flexibility in adjusting
service levels to meet needs and funding available.
As the budget development for fiscal year 2021/22 begins, staff is seeking Board direction regarding
whether the Board is interested in moving to hiring of permanent staff or continuing with the current
consulting services-based structure.
Current Services Provided by Member Agencies
CEA has entered into agreements with the cities of Carlsbad, Del Mar and Solana Beach to assist with
certain administrative activities. During the past year the level of service provided has diminished as
tasks have transitioned to CEA's consulting services team.
Services currently being provided by Member Agencies include:
January 21, 2021
Fiscal Year 2021/22
Budget Planning
Page 2 of 4
SERVICE CITY FY 2020/21 Services FY 21/22
Interim Board
Secretary
Carlsbad Interim Board Secretary
Board Clerk for meetings and
records management
Interim Board Secretary
only; CEA to establish its
own records management
system
Accounting
Services
Solana
Beach
Solana Beach staff provides
accounting assistance with
processing payments
Accounting Services —
provides internal controls
for issuing payments
Hosting of Board
Meetings
Carlsbad
Del Mar
Solana
Beach
-
Cities have assisted with
broadcasting and recording of
virtual meetings — activities are
transitioning to CEA
Communications team; In
person meetings would
require assistance from host
city for broadcasting.
Posting of agenda;
Assistance with setting up
council chambers and
broadcasting when in-
person meetings resume
CEA staff has reached out to Carlsbad to gauge the capacity for the City to continue to fill the Board
Secretary role. CEA has contracted for Interim Board Clerk services which has resulted in minimizing the
impact of Carlsbad providing the Interim Board Secretary services as well as reducing the impact to cities
of hosting CEA Board meetings. CEA staff plans to include funding in the fiscal year 2021/22 budget for
CEA to establish its records management system, which will further reduce Carlsbad staff time in
supporting CEA.
Under the current stay-at-home orders, CEA Board meetings are being held virtually with broadcasting
and recording being handled remotely. Once CEA returns to in-person Board meetings CEA staff will
coordinate with the host cities to determine the process for broadcasting with the goal of minimizing
the impact on the host city staff.
Current Consulting Agreements and Term
The following chart lists details on existing consulting services agreements:
January 21, 2021
Fiscal Year 2021/22
Budget Planning
Page 3 of 4
CONSULTANT SERVICE FY 20/21 NOT
TO EXCEED $
TERM
Administrative Support Services
Bayshore Consulting
Group, Inc.
Interim Chief Executive
Officer
$100,000 Through June 30,
2021; may be
extended through
mutual agreement
Bayshore Consulting
Group
Interim Board Clerk $18,000 January—June
2021; may be
extend through
mutual agreement;
Marie Marron Berkuti Interim Chief Financial
Officer/Treasurer
$10,000 September 2020 —
June 30, 2021; may
be extend through
mutual agreement
Total Administrative Support Services $128,000
Technical Support Services
Pacific Energy Advisors Technical Consultant #1 $163,200 Through June 30,
2021; may be
extended through
mutual agreement
Pacific Energy Advisors Portfolio Management
Services
$120,000 Through June 30,
2023
Total Technical Support Services $283,200
Communications & Marketing Services
Tripepi Smith Communications &
Marketing Services
$92,238 September 2020 —
June 30, 2021; may
be extended
through mutual
agreement
Legal Services
Richards, Watson &
Gershon
General Counsel $120,000 Through June 30,
2021; may be
extended through
mutual agreement
Tosdal, APC Special Counsel —
Regulatory Affairs
$100,000 Through June 30,
2021; may be
extended through
mutual agreement
Total Legal Services $220,000
January 21, 2021
Fiscal Year 2021/22
Budget Planning
Page 4 of 4
Service Needs Anticipated for Fiscal Year 2021/22
With the pending launch of CEA in May 2021, CEA will continue to require the services listed above, as
well as have additional needs related to moving into its operational phase. It is anticipated that CEA will
have need for procurement and contract administration and customer account services. Procurement
and contract administration includes working with Pacific Energy Advisors (PEA) in solicitation of energy
supply products (long-term and short-term renewable, resource adequacy, and conventional), and CEA
handling CEA non-energy procurement activities. Customer account services includes working with
CEA's data manager on customer concerns and issues, responding to customer questions, coordinating
with the communications and marketing team for on-going customer outreach and any other marketing
needs on an as needed basis. These tasks could be filled through additional contractual agreements or
hiring of permanent staff.
If the CEA Board desires to hire permanent staff the following staffing plan is recommended:
•Initial recruitments and hiring:
o Chief Executive Officer
o Chief Financial Officer/Treasurer
•Subsequent recruitments after CEO and CFO are hired
o Procurement & Contract Administrator
o Customer Account Services Coordinator
The services of a professional recruiter would be needed to lead the hiring processes for CEA.
Recent versions of the CEA financial pro-forma, which is currently scheduled to be updated and
presented to the Board at its February 18, 2021 meeting, anticipates increasing costs related to the
additional services needed to support CEA's operations in fiscal year 2021/22.
Should the CEA Board provide direction to pursue extension of existing consulting services, staff will
work with the firms to bring updated terms to the Board for approval at the April 15, 2021 meeting.
FISCAL IMPACT
Direction provided by the CEA Board will be used in developing the proposed FY 2021/22 budget and for
preparation of the updated pro-forma to be presented to the Board at its February 2021 meeting.
ATTACHMENTS
None