HomeMy WebLinkAbout2022-03-31; Clean Energy Alliance JPA; ; Fiscal Year 2022/23 Budget Planning- Review Current Professional Services Contracts and Provide Direction Regarding Staffing and Consulting Services for Fiscal Year 2022/~
CLEAN ENERGY ALLIANCE
DATE:
TO:
FROM:
ITEM3:
Staff Report
March 31, 2022
Clean Energy Alliance Board of Directors
Barbara Boswell, Chief Executive Officer
Fisca l Year 2022/23 Budget Planning-Review Current Professional Services Contracts and
Provide Direction Regarding Staffing and Consulting Services for Fisca l Year 2022/2023
RECOMMENDATION:
1) Review current professional services contracts and provide direction related to extensions for fiscal
year 2022/2023 and direct staff to include the costs in the draft FY 2022/23 budget.
2) Direct staff to engage a Human Resources consultant to develop a staffing plan to integrate into the
fiscal year 2022/2023 draft budget.
BACKGROUND AND DISCUSSION:
Clean Energy Alliance's (CEA) operational, administrative, and technical support are currently provided
through a combination of contracted consulting services. This approach has worked well while CEA has
been in its initial formation and launch stages. 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
funds available.
As the budget development for fiscal year 2022/23 begins, staff is seeking Board direction regarding the
extension of current consulting services and initial hiring of staff.
Current Services Provided by Member Agencies
CEA 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:
SERVICE CITY FY 2021/22 Services
Interim Board Carlsbad Interim Board Secretary; CEA
Secretary contracts for Board Clerk
services for meetings and
records management
Accounting Solana Solana Beach staff provides
Services Beach accounting assistance with
processing payments
Hosting of Board Carlsbad No in-person meetings were
Meetings Del Mar held
Solana
Beach
Current Consulting Agreements and Term
March 31, 2022
Fiscal Year 2022/23
Budget Planning
Page 2 of4
FY 22/23
Carlsbad has indicated a
desire for CEA to find
another option for Board
Secretary.
CEA has engaged Maher
Accountancy. Solana
Beach services no longer
needed.
Posting of agendas was
required. FY 22/23 will
depend on whether
meetings continue virtual,
or Board selects an in-
person site.
The following chart provides detail on existing consulting services agreements:
CONSULTANT SERVICE
Administrative Support Services
Bayshore Consulting Chief Executive Officer
Group, Inc.
Bayshore Consulting Interim Board Clerk
Group
Marie Marron Berkuti Interim Chief Financial
Officer/Treasurer
Total Administrative Support Services
Communications & Marketing Services
Tripepi Smith Communications &
Marketing Services
Legal Services
Richards, Watson & General Counsel
Gershon
Tosdal, APC Special Counsel -
Regulatory Affairs
Hall Energy Law Special Counsel -
Transactions
Keyes & Fox Specia l Counsel -CPUC
Proceedings
Total Legal Services
FY 22/23 NOT
TO EXCEED$
$150,000
$35,700
$50,000
$235,700
$94,699
$120,000
$100,000
$120,000
$120,000
$460,000
March 31, 2022
Fiscal Year 2022/23
Budget Planning
Page 3 of 4
TERM
Through June 30,
2022; may be
extended through
mutual agreement
Through June 30,
2022; may be
extended through
mutual agreement
Through June 30,
2022; may be
extended through
mutual agreement
Through June 30,
2022; may be
extended through
mutual agreement
Through June 30,
2022; may be
extended through
mutual agreement
Through June 30,
2022; may be
extended through
mutual agreement
Through June 30,
2022; may be
extended through
mutual agreement
Through June 30,
2022; may be
extended through
mutual agreement
Service Needs Anticipated for Fiscal Year 2022/23
March 31, 2022
Fiscal Year 2022/23
Budget Planning
Page 4 of 4
Now that CEA is fully operational for the founding members (Carlsbad, Del Mar and Solana Beach), and
looking ahead to the expansion into Escondido and San Marcos, CEA will continue to require the services
listed above, as well as require additional resources to support our existing customers and the
expansions.
Staff projects the following needs for FY 2022/23:
• Recommended new positions for FY 2022/23:
o Key Account & Programs Manager
o Regulatory & Legislative Affairs Manager
o Procurement and Contract Administrator
o Board Secretary to transition responsibilities from City of Carlsbad
The Account & Programs Manager will be responsible for key account management, handling customer
concerns and issues not handled by CEA's call center agents, developing programs, and seeking grants to
fund programs. The Regulatory and Legislative Affairs Manager will work with both Pacific Energy
Advisors (PEA) and Tosdal APC staff in meeting CEA's regulatory compliance activities, managing CEA's
regulatory filings and California Public Utilities proceeding activity and monitoring legislative activity that
is of interest to CEA. The Procurement and Contract Administrator work with PEA in solicitation of
energy supply products (long-term and short-term renewable, resource adequacy, and conventional), as
well as non-energy related solicitations and contract administration.
Staff recommends engaging a Human Resources consultant to assist with developing personnel policies,
job descriptions, salary surveys and ultimately lead the hiring processes once the positions have been
approved by the Board. Staff recommends beginning this process now to be ready to begin recruitment
in early FY 2022/23.
FISCAL IMPACT
Funds are available in FY 21/22 budget for a Human Resources Consultant. Funding for the on-going
consu lting services as well as the addition of new positions have been anticipated in CEA's financial pro-
forma and costs have been built into the current rates. The costs for both the consulting services
contracts and new positions will be included in the draft FY 2022/23 budget based on direction received
from the Board.
ATTACHMENTS
None
Item 3: Budget Planning -Contracts
Review
• Recommendation:
3/31/22
• Review current professional services contracts and provide
direction regarding e xtensions for fiscal year 2022/2023
• Direct staff to engage a Human Resources consultant to develop a
staffing plan including related policies/job descriptions/salary
surveys for fiscal year 2022/2023 implementation and incorporation
into draft budget.
CLEAN
ENERGY
ALLIANCE
9
Item 3: Budget Planning
• Services provided by Member Agencies
3/31/22
SERVICE I
Interim Board
Secretary
Accounting Services
Carlsbad
FY 2021/22 Services I FY 22/23
Interim Board Secretary; CEA contracts Carlsbad has indicated a desire
for Board Clerk services for meetings
and records management
for CEA to find another option for
Board Secretary -position
recommended for consideration
FY 2022/23
Solana Beach Solana Beach staff provides accounting CEA has engaged Maher
assistance with processing payments
No in-person meetings were held
Solana Beach
Accountancy. Solana Beach
services no longer needed.
Posting of agendas was required.
FY 22/23 will depend on whether
meetings continue virtual or
Board selects an in-person site. C LEAN
ENERGY ~• -
ALLIANCE
10
Item 3: Budget Planning
• Contracts -Administrative Services & Marketing
3/31/22
CONSULTANT
Administrative Support Se
Bayshore Consulting
Group, Inc.
Bayshore Consulting
Group
Marie Marron Berkuti
I SERVICE
Chief Executive Officer
Interim Board Clerk
Interim Chief Financial
Officer/Treasurer
Total Administrative Su ort Services
I FY 21/22 NOT TO
EXCEED
$150,000
$35,700
$50,000
===========-============== Marketin & Communications
$235,700
$94,699 Tripepi Smith Marketing&
Communications
I TERM I I
FY 2022/23 Board
Direction
Through June 30, 2022;
may be extended
through mutual
agreement
Through June 30, 2022;
may be extended
through mutual
agreement
Through June 30, 2022;
may be extended
through mutual
agreement
Through June 30, 2022;
may be extended through
mutual agreement
CLEAN
ENERGY
-_ _,!
A LLIANCE
11
Item 3: Budget Planning
• Contracts -Legal Services
3/31/22
CONSULTANT
I
Legal Services
Richards, Watson &
Gershon
Tosdal, APC
Hall Energy Law
Keyes & Fox
Total Legal Services
I SERVICE
General Counsel
Special Counsel -
Regulatory Affairs
Special Counsel -
Transactions
Special Counsel -CPUC
Proceedings
FY21/22 NOT
TO EXCEED$
$120,000
$100,000
$120,000
$120,000
$460,000
I TERM I I
FY 2022/23 Board
Direction
Through June 30,
2022; may be
extended through
mutual agreement
Through June 30,
2022; may be
extended through
mutual agreement
Through June 30,
2022; may be
extended through
mutual agreement
Through June 30,
2022; maybe
extended through
mutual agreement
CLEAN
ENERGY --ALLIANCE
12
Item 3: Budget Planning
• Proposed Positions -FY 2022/23
• Board Secretary
• Position pursuant to Section 5.3 of JPA
• Current Interim Sheila Cobian, City of Carlsbad
• May not be a Board Member
• Responsible for keeping minutes of Board meetings and all other records of
CEA including Form 700 filings.
• Day to day duties currently being performed by Interim Board Clerk
• Key Accounts & Program Manager
• Manage outreach and marketing related to expansions
• Account Manager for large businesses
• Develop Programs & seek grant funds
3/31/22
CLEAN
ENERGY
~ ~ _.::
ALLIANCE
13
Item 3: Budget Planning
• Proposed Positions -FY 2022/23
• Regulatory & Legislative Affairs Manager
• Monitor regulatory & legislative activity in coordination w ith Regulatory
Counsel
• Develop positions on key issues
• Relationships with local officials
• Manager regulatory compliance activities to ensure compliance
• Procurement & Contracts Administrator
• Manage energy procurements in coordination with Technical consultant
• Establish and maintain contracts tracking & compliance
• Implement Supplier Diversity Program pursuant to CPUC directive
3/31/22
CLEAN
ENERGY
14
Item 3: Budget Planning
• Human Resources Consultant
• Develop Staffing Plan
• Personnel Policies
• Job Descriptions
• Salary Surveys
• Recruitment Process
3/31/22
CLEAN
ENERGY
ALLIANCE
15
Item 3: Budget Planning
• Anticipate continuing virtual office
• Analyze need for office space during FY 2022/23
• Fiscal Impact
• Funds available in FY 21/22 Budget for HR Consultant
• Positions anticipated in Pro Forma used in Rate Setting
• Sufficient revenue generated to cover costs of added positions
3/31/22
CLEAN
ENERGY
~ .
ALLIANCE
16