Terms of Reference by FrancisMaloney


									               BC Hydro’s 2005 Integrated Electricity Plan (IEP)
                        Stakeholder Engagement Process
                          DRAFT Terms of Reference for
            Provincial Integrated Electricity Plan Committee (PIEPC)

                      For Discussion and Acceptance a the first PIEPC Meeting

The purpose of this Terms of Reference is to ensure that the participants in BC Hydro’s 2005
Integrated Electricity Plan (IEP) First Nations’ and Stakeholder Engagement process have a
clear understanding of the purpose and responsibilities of the Provincial Integrated Electricity
Plan (IEP) Committee (PIEPC). These terms are intended to provide assurance that First
Nations and stakeholder (public) values will be integrated into BC Hydro’s long-term
electricity resource planning decisions, and to enhance the smooth functioning of the

The broad purpose of the PIEPC is to integrate First Nations’ and stakeholder (public) values
into BC Hydro’s long-term (20-year) electricity resource planning decisions. The Committee’s
specific purpose is to provide clearly documented value-based recommendations for
consideration by BC Hydro when preparing the Final 2005 IEP for submission to the BC Utilities
Commission in the fall of 2005. The ultimate objective of the Committee will be to
recommend a preferred long-term portfolio of electricity resources for BC Hydro.


3.1     Committee Tasks
The Committee will achieve its purpose by undertaking a structured decision making process,
including the following steps:
•     Confirm issues and interests in terms of specific electricity resource planning objectives
      (e.g., social, environmental and economic objectives) along with quantitative and/or
      descriptive measures for assessing their achievement
•     Compile existing information and identify information gaps related to the impacts of
      various electricity resource options on each objective identified by the Committee
•     Create alternative portfolios (packages) of long-term electricity resource options and
      compare their impacts on the objectives identified by the Committee
•     Assess the trade-offs between alternative portfolios in terms of objectives, using the
      quantitative and/or descriptive measures developed in the first step
•     If possible, select a preferred portfolio by consensus
•     Clarify and document areas of agreement and disagreement
•     Review PIEPC Chapter in the Report on 2005 IEP First Nations and Stakeholder
      Engagement (PIEPC Chapter) to ensure that tradeoffs, key messages, and areas of
      agreement and disagreement are captured accurately.
BC Hydro 2005 IEP - PIEPC Terms of Reference      1                             Draft as of: Dec 8, 2004
3.2     Decision Rule
Consensus is a goal, but not a requirement of the PIEPC process. Consensus is viewed as a
decision that all PIEPC Members can accept, even if the total outcome, or smaller elements of
the outcome, are not supported enthusiastically be every member. A non-consensus outcome
is one that does not meet the minimum needs of some of the members.
If the PIEPC process results in a consensus agreement on a preferred long-term electricity
resource portfolio within the allocated time frame, documentation will include areas of
agreement, as well as any areas of contention, and the underlying social, environmental and
economic trade-offs between alternative resource options.
Where no preferred operating alternative is identified (i.e., if consensus is not reached within
the allocated time frame), BC Hydro reserves the right to make a decision on resource options
or a preferred portfolio in order to meet its regulatory requirements with the BC Utilities
Commission. I from PIEPC Members will be documented, including differences of opinion and
reasons for disagreement. This documentation will be submitted for information to the BC
Utilities Commission along with the 2005 IEP.

All participants in the Provincial IEP Committee (PIEPC) process will endeavor to:
•     Support an open and inclusive process
•     Treat others with courtesy and respect
•     Listen attentively with an aim to understand
•     Be concise in making points to the committee
•     Speak in terms of interests instead of positions
•     Be open to outcomes, not attached to outcomes
•     Challenge ideas, not people
•     Let opposing views co-exist
•     Avoid disruption of meetings (e.g. cell phones, caucusing at the table, etc.)
•     Aim to achieve consensus on issues being addressed
The facilitator will ensure that the code of conduct is followed by PIEPC Members.

4.1     Procedure in the Event of Disagreement at Any Point in the PIEPC Process
The following interest-based negotiation steps will be used as a tool for resolving issues:
•     Define the issue
•     Identify interests
•     Brainstorm options
•     Evaluate options
•     Choose an option
Interests are defined as the needs, wants, fears and concerns that are connected to an issue.
Positions are defined as a pre-determined solution to a problem without consideration for the
interests of others.

BC Hydro 2005 IEP - PIEPC Terms of Reference      2                           Draft as of: Dec 8, 2004
A PIEPC Chapter in the Report on 2005 IEP First Nations and Stakeholder Engagement,
signed off by the Members, documenting:
      •    the overall process
      •    electricity resource planning interests
      •    objectives and performance measures
      •    information collected
      •    alternative electricity resource portfolios reviewed and considered
      •    evaluation of those portfolios (trade-off assessment)
      •    areas of final agreement and disagreement (including any consensus recommendations
           on a preferred portfolio).
The target date for the delivery of this report is the end of 2005, so that it can be submitted
as information to the BC Utilities Commission at that time.


Recommendations in the PIEPC Chapter will be fully considered by BC Hydro as the 2005 IEP is
prepared. A copy of the draft 2005 IEP, prepared by BC Hydro, will be distributed to the
Committee. Both documents will be submitted as information to the BC Utilities Commission


7.1       PIEPC Membership
The Provincial Integrated Electricity Plan Committee (PIEPC) has been established in
accordance with BC Hydro’s 2005 IEP First Nations and Stakeholder Engagement Plan. PIEPC
Members represent a cross-section of First Nations and stakeholder interests affected by the
BC Hydro’s long-term electricity resource planning, including but not limited to: First
Nations, intervenors, environmental and social interests, independent power producers,
customers, , and BC Hydro itself. Membership will be limited to about 15 seats, allocated
roughly as follows:
      •    First Nations – 3 seats
      •    Intervenors – 5 seats
      •    BC Hydro – 2 seats
      •    At Large – 5 seats.

7.2       Alternates
PIEPC Members can designate Alternates (either a non-Committee Member or another
Committee Member) to represent them when they are unable to attend a meeting or on issues
where an Alternate has more relevant knowledge or experience.

BC Hydro 2005 IEP - PIEPC Terms of Reference         3                           Draft as of: Dec 8, 2004
Members are to ensure that their Alternate is familiar with these Terms of Reference, the
2005 IEP First Nations and Stakeholder Engagement Plan, and is up-to-date on issues being
discussed. Alternates who attend meetings should ensure that their Committee Member is
updated on all issues that were discussed.

7.3     Deadline for Membership

The membership of PIEPC will be finalized by the first meeting, to be held in December 2004,
according to the process outlined in the 2005 IEP First Nations and Stakeholder Engagement
Plan. There will not be an opportunity for new Members to join the process after that time.

7.4     Observers and Guests
First Nations and stakeholders are welcome to attend PIEPC meetings as Observers. As such,
they can ask to be included on the distribution list, receiving all communications including
meeting notices, information packages, agendas and minutes. Observers are not full
Committee Members and thus do not participate fully in discussions, do not sit at the main
table, and do not participate in the tradeoff and decision activities. Observers may, by
decision of the Committee Members, be given opportunity to provide input into the
discussions of the Committee.
Guests may be invited to attend meetings to provide a technical presentation or respond to
questions on a subject that is relevant to the development of the 2005 Final Integrated
Electricity Plan (IEP). Such presentations must be pre-arranged as an agenda item with the
Observers and guests will not participate in making Committee decisions.


8.1     Committee Members
In addition to following the code of conduct, PIEPC Members, including BC Hydro and
Alternates are responsible for:
•     Attending and openly participating in all PIEPC meetings;
•     Ensuring continuity in representation, through the use of a designated Alternate and / or
      provision of advance comments or information to the Facilitator in the event of an
      expected absence;
•     Articulating their interests with respect to long-term electricity resource planning;
•     Reviewing relevant information and coming to meetings prepared;
•     Making recommendations concerning study/research work;
•     Exploring the implications of a range of electricity resource portfolios;
•     Seeking areas of agreement;
•     Being accountable to their constituents, other PIEPC Members and the general public;
•     Keeping their constituents current on progress and decisions of the PIEPC; and
•     Signing off on the final PIEPC Chapter as a true and accurate record of the PIEPC process,
      documenting decisions and all areas of agreement and disagreement.

BC Hydro 2005 IEP - PIEPC Terms of Reference      4                               Draft as of: Dec 8, 2004
8.2     Decision Analyst / Facilitator
In addition to following the code of conduct, the Decision Analyst / Facilitator of the PIEPC is
responsible for:
•     Aiding the PIEPC its purpose and associated tasks (i.e. as outlined in Section 3.1 of these
      Terms of Reference);
•     Making every endeavour to ensure that all parties are heard and that all differences are
      resolved fairly, without unnecessary delay or expense;
•     Making every endeavour to be, and remain, completely impartial between the parties,
      according equal attention and courtesy to all persons involved; and
•     Producing the PIEPC Chapter for review and sign off by PIEPC Members.

8.3     BC Hydro Facilitation Team
A BC Hydro Facilitation Team has been established to assist with the work of the PIEPC. In
addition to following the code of conduct (outlined in Section 4 of these Terms of Reference),
the BC Hydro Facilitation Team is responsible for assisting and taking the lead role in
technical support for the PIEPC. This includes working with the entire Committee, internal BC
Hydro staff, regulatory agency staff, and experts in a neutral way to:
•     Manage and resource the process to maintain an acceptable time schedule.
•     Compile and provide existing data and information.
•     Establish the scope, limits and boundaries for proposed studies.
•     Arrange and manage studies for collection of new data and information (e.g., conducting
      computer simulations of the impacts of possible long-term electricity resource portfolios).

The BC Hydro Facilitation Team is also responsible for assisting with administrative tasks,
which include:
•     Arranging meetings.
•     Preparing and distributing the meeting minutes of PIEPC meetings or any sub-committee,
      working table or technical work group meetings. Meeting minutes will focus on content,
      not people. All such notes will be distributed directly to each PIEPC Member, designated
      Alternates, observers, guests, and be posted on the website. Committee Members may
      distribute minutes and materials to their constituents.
•     Arranging for facilitation services (as necessary).
•     Maintaining a database of interested parties who are to receive copies of meeting notes
      and other written materials.
•     Distributing meeting notes and supporting materials.
•     Developing and maintaining communication links with interested parties.
•     Producing and issuing all communications materials.
•     Supporting report and document preparation and copying.
•     Assisting with preparation and presentation of the PIEPC Chapter.
•     Presenting the draft 2005 Integrated Electricity Plan (IEP) to the PIEPC.

8.4     Working Groups
To expedite the completion of tasks identified by the PIEPC, Working Groups (technical
committees) may be established to undertake work between Committee meetings.

BC Hydro 2005 IEP - PIEPC Terms of Reference       5                              Draft as of: Dec 8, 2004
Working groups (technical committees) will:
•   Be open to all Members, who will be notified in advance of any meeting.
•   Schedule meetings to optimize opportunities for attendance.
•   Offer opportunity for input from Members who cannot make a scheduled meeting.
•   Include non-Committee Members, such as technical or scientific experts, as appropriate.
•   Include a Decision Analyst / Facilitator as required.
•   Prepare options and/or recommendations for consideration by the PIEPC.

Working groups will not make decisions on behalf of the PIEPC.

The following procedure will be followed with respect to public communication:
•   PIEPC meetings will be open to the public and the media, and will be welcomed as
    Observers and Guests (see 7.4 above).
•   Newsletters, press releases or media updates describing the 2005 IEP First Nations and
    Stakeholder engagement process (including the PIEPC process) and its progress will be
    prepared on a periodic basis by BC Hydro.
•   PIEPC Members will describe their points of view as interests rather than positions, and
    will not criticize or discredit the process or the views of others when communicating with
    the broader public with respect to the process.
•   Where needed, the Committee will select an appropriate spokesperson, such as the
    Facilitator or BC Hydro Communications staff, to represent the PIEPC publicly.
•   With their permission, PIEPC members contact information will be made public and they
    may be contacted by members of the public regarding the IEP process.

BC Hydro 2005 IEP - PIEPC Terms of Reference    6                           Draft as of: Dec 8, 2004

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