November 6, 2014 (Draft Circulated 11/20/14)

DRAFT/UNAPPROVED MINUTES

SOUTH DAKOTA ONE CALL NOTIFICATION BOARD MEETING
November 6, 2014  8 a.m. CST
Ramkota Hotel – Lake Sharpe Conference Rm., 920 W. Sioux Ave., Pierre, SD 

1.   Chairman Erin Hayes opened the meeting with a Call to Order and Roll Call at 8:00 AM, Central Time on November 6, 2014.

Members in attendance: Chairman, Erin Hayes, Representing Community Antenna Television Systems, Chairman; Vice Chairman, Dan Kaiser, Representing Telecommunication Companies Offering Local Exchange Service to More Than 50,000 Customers; Bleau LaFave, Representing Investor-Owned Natural Gas Utilities; Doug Larson, Representing Interstate Carriers of Gas or Petroleum; Eugene Solseth, Representing Excavation Contractors; Kevin Kouba, Representing Investor-Owned Electric Utilities John Ward, Representing Excavation Contractors; Todd Chambers, Representing Municipalities. In attendance: Larry Janes, Executive Director.

Board members unable to attend: Ed Anderson, Representing Rural Electric Cooperatives; Fay Jandreau, Representing Telecommunication Companies Offering Local Exchange Service to Less Than 50, 000 Customers; Kurt Pfeifle, Representing Rural Water Systems. Kristen Edwards, Legal Counsel, was also unable to attend.

Others in attendance: Chris Stovall, Texas811; Jon Rollins, Texas811.

2.   A motion was made by Dan Kaiser to approve the August 27, 2014, South Dakota One Call Notification Board Minutes. Doug Larson seconded the motion. Motion carried unanimously.

3.   The Financial Summary, including August 2014 through October 2014 expenditure details, was tabled due to technical difficulties. The information will available and forwarded to Board members as soon as the executive director’s laptop is repaired.

4.   Center Performance Results were reviewed. Speed of Service was discussed and is currently within contract guidelines. Call Volume Trends from January 2014 through October 2014 were also reviewed. Incoming locate requests through October, are at 123,694. This is down slightly from 126,676 locates at this time in 2013. There have been 714,157 Dispatched Tickets through October, which is also a decrease from 730,216 tickets at this time in 2013. Electronic Ticket requests continue to climb since the introduction of Portal in February. 46 % of the locate requests initiated in September and 48% of requests in October were generated electronically by excavators. 16% of all locate tickets generated electronically in these two months were also mapped by excavators, which required no intervention by the Center. Mapping by excavators allows excavators to receive locate tickets immediately. Dispatched tickets by type were reviewed. There have been 3,691 Emergency Locate requests in 2014. A review of Emergency tickets was done by the executive director after Dan Kaiser had asked of the validity of these at the previous Board meeting. The results of that review, is there were a minimal number of Emergency locate requests which could have fallen into a different category. As a reminder, requesting an Emergency locate request which does not meet the definition found in SDCL 49-7A 1 (3) is a violation of South Dakota law and is subject to a complaint filing and subsequent penalty assessments.

5.  Executive Director Report Items

  1. OC14-018 – In the Matter of the Complaint Filed by South Dakota Network dba SDN Communications, Sioux Falls, South Dakota, Against Q3 Contracting, Inc., Sioux Falls, South Dakota, for an Incident Occurring on May 30, 2014, at North side of A Ave. & Blackhawk, Sioux Falls, S.D. Today shall the One Call Board accept the recommendation of the Enforcement Panel to dismiss the
    Complaint for failure to file within the required 90-day period ?

    After review of the Enforcement Panel process,  Kevin Kouba  made a motion to accept the Panel recommendation to dismiss the complaint. Bleau LaFave seconded the motion. Motion carried unanimously. 

  2. OC14-019 – In the Matter of the Complaint Filed by Watertown Municipal Utilities, Watertown, South Dakota, Against Clausen Construction Inc., Watertown, South Dakota, for an Incident Occurring on September 5, 2014, at 2600 14th Ave. NE, Watertown, S.D. Today shall the One Call Board accept the recommendation of the Enforcement Panel, and shall the One Call Board close the Docket, and shall the Board pursue collection activity if the requirements are not met?

    After review of the Enforcement Panel process, Doug Larson made a motion to accept the Panel recommendation. Dan Kaiser seconded the motion. Motion carried unanimously with Todd Chambers abstaining. 

  3. OC14-020 – In the Matter of the Complaint Filed by NorthWestern Energy, Brookings, South Dakota, Against Kerry’s Landscaping & Irrigation, Brookings, South Dakota, for an Incident Occurring on September 9, 2014, at 933 Crystal Ridge Rd., Brookings, S.D.Today shall the One Call Board accept the recommendation of the Enforcement Panel, and shall the One Call Board close the Docket, and shall the Board pursue collection activity if the requirements are not met?

    After review of the Enforcement Panel process, Todd Chambers made a motion to accept the Panel recommendation. Erin Hayes seconded the motion. Motion carried unanimously with Bleau LaFave abstaining.

  4. OC14-021 – In the Matter of the Complaint Filed by CenturyLink, Rapid City, South Dakota, Against Spearfish Forest Products LLC, Spearfish, South Dakota, for an Incident Occurring on September 16, 2014, at Tinton Road, 1 Mile North of Beaver Creek Road, Spearfish, S.D. Today shall the One Call Board accept the recommendation of the Enforcement Panel, to dismiss this
    complaint due to an exemption for road work in SDCL 49-7A-1?

    After review of the Enforcement Panel process, Bleau LaFave made a motion to accept the Panel recommendation. Todd Chambers seconded the motion. Motion carried unanimously with Dan Kaiser abstaining.

  5. OC14-029 – In the Matter of the Complaint Filed by Crooks Municipal Utilities, Crooks, South Dakota, Against Emily Maras, Crooks, South Dakota, for an Incident Occurring on September 20, 2014, at 813 Executive Ave., Crooks, S.D. Today shall the One Call Board accept the recommendation of the Enforcement Panel, and shall the One Call Board close the Docket, and shall the Board pursue collection activity if the requirements are not met?

    After review of the Enforcement Panel process, Dan Kaiser made a motion to accept the Panel recommendation. Kevin Kouba seconded the motion. Motion carried unanimously.

  6. Today, shall the One Call Board enter into a contract with Texas Excavation Systems to attend the 2015 Spring Damage Prevention Meetings for training purposes? Dan Kaiser suggested the Board write a contract that would allow training to be done yearly, so that a new contract would not need to be discussed and re-written each year.Dan Kaiser then made a motion to appoint a committee of three Board Members to work through the contract language and the schedule of meetings where training will be conducted, and that the contract not exceed $15,000. John Ward seconded the motion. Motion carried unanimously with Gene Solseth abstaining. John Ward, Kurt Pfeifle, and Doug Larson will serve on the committee. 
  7. Today, shall the One Call Board authorize the executive director to enter into a contract with an outside speaker at the  Spring Damage Prevention Meetings in 2015 for the purpose of Damage Prevention training?After much discussion, Kevin Kouba made a motion to table this. Bleau LaFave seconded the motion. Motion carried unanimously. 

6.   General Discussion:

  1. Amber Alerts and Endangered Missing Advisories. Larry Janes stated that the details of this are still being worked out with Texas811. Doug Larson mentioned that these alerts are also sent to smart phones today. The consensus was that issuing these alerts should move forward.
  2. South Dakota 811 website changes. Larry Janes and Erin Hayes mentioned that Patty Van Gerpen, Executive Director, and Leah Mohr, Deputy Executive Director, South Dakota Public Utilities Commission, requested on November 5, 2014 to meet with them after 4 p.m. that afternoon. The purpose of the meeting was to inform them that, because of increased workload in the Commission office and difficulty in hiring additional staff, maintenance of the South Dakota One Call website will need to be turned over to the Board by July 1, 2015. PUC staff will continue to support the Board with legal and financial matters. Other administrative assistance will be minimal. Chris Stovall, Texas811, has been asked if the Center would be willing to support the website and the administrative duties that go along with this. He has tentatively agreed. Discussion will continue with Texas811 and an addendum will need to be added to the current contract with the Center, with Board approval.
  3. The Texas Summit is scheduled for February 9 through February 11, 2015 in San Marcos, Texas. More information will be forwarded to the Board regarding this conference.
  4. CGA Conference is scheduled for March 10 through March 12th , 2015. Additional information will be provided to the Board.
  5. Advertising. Erin Hayes invited Bob Bishop from Flag Shooter, Inc. to discuss advertising 811 Damage Prevention. Mr. Bishop provided advertising information and associated costs associated with the television program 811/Outdoors/Hunting in the Sticks. This series is being used by several other states and could be adapted specifically to South Dakota 811. Involvement by South Dakota 811 requires a short turn-a-round approval process, so the Board declined to look into this for now. The Board will keep this information as a resource for potential future advertising purposes.
  6. Faxed locate tickets was brought up by Larry Janes. There are members which still use faxing as a method of ticket notification. This is old technology, which the Board will need to consider reducing through various means in the future.
  7. Other Larry Janes mentioned that PHMSA has requested information through OCSI regarding the type of liquids sent through pipelines in each state. Each state, including South Dakota 811, has responded that records of the chemicals transported are not kept by the 811 Centers.Enforcement Panel meetings will now be scheduled for the last Wednesday of each month, when necessary. The executive director will send out reminder notices to Panel members. Exceptions will need to be made in the event of state recognized holidays.

7.   Being no further business, the executive director asked for a motion to adjourn. Fay Jandreau so moved. Kurt Pfeifle seconded the motion. Motion carried unanimously.

Minutes of this meeting were prepared by Larry Janes, Executive Director, South Dakota One Call Notification Board. For information about South Dakota One Call/South Dakota 811, please visit http://onecall.sd.gov.

Materials presented at this meeting are available by contacting the Executive Director in writing at exedir@sdonecall.com or by calling (605) 339-0529.