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The purposes of the TransGas Customer Dialogue Process are:
Customer participation in the Dialogue Process is by TransGas invitation. The criterion, which TransGas uses to select participants, will include:
TransGas participants will represent the major areas of TransGas involved in the items being discussed in the Customer Dialogue meetings. As well as the normal participants for TransGas, additional representatives will be asked to attend the meetings to discuss specific areas not directly covered by the normal participants.
It is expected that participants, both customer and TransGas, will normally attend each of the meetings to maintain the continuity of discussion and to ensure the balance of customer views at each meeting. If the participants are unable to meet these commitments in the future, the participants or TransGas will attempt to modify the participant lists to ensure the objectives are being met.
The meetings will normally alternate between Calgary and Saskatchewan to equalize travel time for participants.
The Customer Dialogue Process is seen to be an ongoing process. The frequency of meetings will be dictated by the material to be discussed and the timetable for TransGas decisions upon which the discussions will impact. At some time during the year meeting more frequently than monthly may be desirable while at other times, the frequency may be less than monthly.
TransGas shall try to set the time and location for each meeting session well in advance in order to provide the Customer participants as much notice as possible so the meetings can be worked into their schedules.
Nature of Discussions
TransGas will use the Customer Dialogue Process as input to its decision process. It is not guaranteed that everything asked for or suggested will be implemented or provided. TransGas does guarantee that everything said by participants will be listened to and considered.
The Customer Dialogue meetings and the discussions during the meetings are not public. They are TransGas meetings with its customers. While the majority of the material discussed is not confidential in nature, it is expected that the participants will treat the material as if it were received in a one-on-one meeting between TransGas and a customer.
It is expected that there may also be more sensitive material brought to the meetings for discussion by either TransGas or the customer participants. Such information will be identified as sensitive and the expectation is that such material will be respected by the other participants as if it were received on this basis during a one on one meeting.
Minutes of the discussions will be taken by TransGas at each of the meetings. The minutes will be circulated to all participants. Views of the participants will not be attributed to individual participants unless specifically requested by the participant.
The overall intent is to have a free and open discussion during the meetings without participants, both customer and TransGas, having to worry about the precedent-setting nature of their comments.
Dissemination of Information
Dissemination of information on the meetings will be the prime responsibility of TransGas. This will be directed to two groups:
Participants: The minutes of the meeting will form the primary vehicle to disseminate information on the meeting sessions with the participants. Participants who are unable to attend a meeting will also be provided copies of the meeting minutes and any material, which was provided at the meeting itself.
Other TransGas Customers: TransGas will be providing general, summarized information to all its customers on the Customer dialogue process including the summarized results of the discussions. The primary vehicle for this will be the TransGas website.
The list of Customer Dialogue participants will be made available to all TransGas Customers. To the extent that other customers contact a participant, they are free to share information with respect to the process and the discussion, considering the Nature of Discussion agreed to.
The specific issues for discussion will fall into four general categories:
Issues will be raised by either TransGas or the Customer Participants and will be placed on the discussion lists by general agreement.
There is also room for items to be placed on the agenda for discussion, which do not directly fall under these categories or may transcend them all. There is also room on the agenda for informational items where TransGas (or a customer participant) will provide a presentation on a topic even though there is no specific issue associated with it.
The items for discussion at each meeting will be prioritized by TransGas with input from the Customer Representatives. TransGas will distribute meeting agendas prior to each meeting to all of the participants.