September 14, 2004 10:00 AM
· Call to Order
Chairperson Lola Ausby welcomed everyone to the meeting. Group introductions were made.
* Old Business
a. Treasurers Report. Steve Nichols reported the current NCUCC account balance is $8,048.78. There is one outstanding invoice for $600.00 for shirts purchased for the NC/SC Joint Seminar held in May 2004.
Bill Deal delivered a check for $600.00. He explained that there is a $60.00 tax included in the invoice that he did not expect. He ask that the $60.00 tax be written off. The group voted on the requested and it was granted. Bill has 5 shirts left from the NC/SC Joint Seminar.
Steve Nichols introduced a written procedure for general accounting that is to be entered into the minutes.
I. Process Objective
To establish procedures to ensure that cash disbursements are used for legitimate business purchases and that those disbursements are properly authorized.
II. Scope
The procedure applies to all disbursements made by the North Carolina Utilities Coordinating Committee.
III. Procedures
1.0 Check Runs
1.1 All invoices are received and date stamped.
1.2 All invoices are received by the member that has knowledge of the receipt of the goods or services. The member will certify by signature the accuracy of the charges.
1.3 The invoices are received by the Treasurer to ensure that the charges look correct before the check is written. Invoices should be paid 7 – 10 days before they are due.
1.4 A copy of the check is paper clipped on top of the corresponding invoice(s). These records are maintained in a locked cabinet.
1.5 Blank check stock is kept in a locked cabinet. The check stock is pre-printed with sequential numbers.
2.0 Cash Reconciliation
2.1 Upon receipt of the bank statement and cancelled checks, the Treasurer will open and review all cancelled checks for accuracy and proper signatures. At month end, the Treasurer reconciles the First Citizen’s checking account.
2.2 A copy of the bank statement and reconciliation will be provided to the North Carolina Utility Coordinating Committee monthly.
c. Committee Reports.
Steve Nichols and Jenny Stamey reported that the cost of the homeowner brochures range $.40 to $1.00 to have printed. The NCUCC is a non- profit organization. The committee recommends that we do not pay for these brochures to be given out in large quantities free of charge. We do not have a budget for this. One suggestion was that we set up an electronic file of artwork and make it available for companies. Jenny and Steve will continue to monitor the brochures. The group voted on this motion and it was carried.
Piedmont Natural Gas will sponsor the last meeting for 2004 on November 09, 2004, 10:00 a.m. at their North Carolina Natural Gas office at 1321 South 10th Street, Wilmington, NC.
* New Business
A. 2006 Joint Seminar
Lola reminded us that we need volunteers to begin working on the 2006 Joint Seminar. We need a plan to present at the NC/SC joint Seminar that will be held in Charleston SC in 2005. The volunteers today are
SEMINAR COORDINATOR – Teresa VonCannon
MASTER/ MISTRESS OF CEREMONIES – Sandra Johnson
SITE/CONTACT Committee Members (3)
Danny Harris, Ken Griffin, Sandra Johnson, all PSNC, David Jackson, Piedmont Natural gas
VENDORS/SPONSORS - Committee Members (3)
Steve Nichols, Telics / Theresia Caldwell, Duke Energy
AGENDA/SPEAKERS/PROGRAM - Committee Members (3)
Jenny Stamey, Bell South / Mark Hannah, PSNC Energy
REGISTRATION - Committee Members (3)
DOOR PRIZES/DRAWING - Committee Members (2)
Gary Rhodes, David West, Greg Stevens all DOT
GOLF - Committee Members (2)
Need Volunteers
Hank Baker with PSNC Energy will volunteer his services. Sandra Johnson will confirm this.
NC DOT - Aydren Flowers tells us that the NCDOT Moving Ahead project and the Design Built are moving forward. DOT continues improving existing road projects. The local DOT offices will be involved with other utility relocations of their utility. David Hinnant can help with permits on Railroad projects.
NC One Call Center - Amy Marino
Total tickets year to date are 873,037. This is a 10.3% increase from last year. The total transmissions this year are 4,624,417. This is a 4.9% increase from last year. A transmission is defined as a locate request transmitted to each member code appearing on a locate request. On average for the year 2004, there is a total of 5.3 transmissions per locate.
Total remote ticket entry request year to date are 351,463. This is a 5.3% increase from last year. For 2004 remote ticket entry has taken 40.2% of the total ticket volume.
The NC One Call Center has 48 employees taking locate request.
24 employees work in house. 24 employees work from their homes. Greensboro has 17 employees in house and 19 that work from their home. Conover has 7 employees that work in house and 5 employees that work from their home.
The NC One Call Center has 279 members. New members since July 2004 are Damage Prevention Specialist contractor for Piedmont natural Gas, Union Power Cooperative, City of Washington and Wilson County Water Dept.
The next NC One Call Board Meeting will be held at Lake Lure on October 14 – 15. 2004. If you have not made your reservations, you need to do so as soon as possible. Let Christy Andrews know if you plan to play golf and/or attend dinner on October 14, 2004.
Power Companies- Larry tells us that Duke Energy is slowly winding down on rebuilt projects and maintenance on transmission lines. This will impact other utility companies. Duke Energy has been impacted with the hurricane damage.
Lola Ausby informs us that Dominion has sent crews to help with the hurricane outages.
Gas Companies- David Jackson with Piedmont Natural Gas has been working with local contractors on damage prevention. He has seen changes in the contractors as they work together on damage prevention.
Gene with Colonial Pipeline attended this meeting today. Larry asked Gene if Colonial Pipeline required a utility contractor to use conduit when installing a utility near the Colonial Pipeline. Gene responded “not necessarily”. Larry had heard that another utility had to be encased in concrete.
Gene informs us that there is a contractor in the Apex area that continues to work around the Colonial Pipeline with out supervision from the Colonial Pipeline personnel.
Mark Hannah with PSNC Energy informs us that his area has been impacted by the hurricane. PSNC Energy still has about 250 people in the flooded area without service.
Telecommunications. Jill Maxwell with Bell South tells us that they are involved in emergency restoration. The work center in Clyde was flooded. This ruined workstations, computers, furniture as well as the trucks on the yard. The goal is to clean up as best we can before Ivan comes in.
CATV - No Report.
Railroads – Gave a presentation today on Norfolk Southern Pipe and Wire Projects - Applications and Agreement Process. This information can be reviewed on the NC One Call web site.
Contractors – James McCarter with Damage Prevention Specialist (DPS, LLC) thanked everyone for working with them when they came to this area locating for Piedmont Natural Gas. Their response time is about 20 to 30 minutes from the time they get a call. James is here to answer any questions you might have and to share telephone numbers from DPS, LLC with you.
Kevin Hisman with STS, LLC thanked Aydren Flowers for his help in solving some problems they were having with contractors.
Locate Companies-
Local UCC’s - Jenny with BellSouth informs us that Asheville will have a contractors breakfast on October 20, 2004. This will be held at OSHA. They will be handing out topic cards to the people that attend. They are looking into a team to give Safety Presentations to contractors.
Richard Lawrence with Piedmont Natural Gas represents Catawba County. Everyone’s working together to do a good job. We are still trying to get contractors to attend our UCC meeting.
Davis Jackson with Piedmont Natural Gas speaks for Forsyth County. They have pretty good attendance. We encourage our own contractors to attend. We review our damages and try to get these contractors to attend. Quite often they don’t. Our damages have been expensive.
Kevin Hisman with STS, LLC represents Wake County. If the contractors will not come to you, then we go to them. We just completed a Tailgate Safety meeting with Bolton Corp in Raleigh and Celey’s Plumbing out of Benson. We have a scheduled Tailgate Safety meeting with DOT in Raleigh on September 20, 2004. We are planning our annual contractors breakfast on October 12, 2004 in Raleigh at the Golden Corral.
Program – Sheila K. Billingsley-Tolbert with Norfolk Southern introduced Paul H. Kaufmann.
Paul is with DMJM- Harris the engineering consulting firm specializing in Transit / Rail, Highway and Bridge, Marine, Aviation and Energy Infrastructure. Paul went over issues to address in all projects with Norfolk Southern Railways. Paul encouraged contractors to call DMJM+Harris if you have problems with permits, cost of permits or submitting applications. He also went over the Norfolk Southern construction process and application package. You can also call Sheila with questions regarding cost of permits or questions about working around railroads.
Paul Kaufmann 215-966-4854
Shelia Billingsley 404-962-5820
Respectfully submitted by
Sandra Johnson
Chairperson- NCUCC
PSNC Energy
600 W. Cabarrus St.
Raleigh, NC 27603
919-836-2421