Utilities
Board Meeting - October 29, 2015
MINUTES OF THE MEETING OF THE BOARD OF PUBLIC WORKS
A regular meeting of the Board of Public Works was held at the Hastings Utilities Board Room on Thursday, October 29, 2015, at 9:00 a.m. This meeting was preceded by notice duly published in the Hastings Tribune on Tuesday, October 27, 2015, and by notices duly posted in the lobby of Hastings Utilities, 1228 North Denver Avenue, and the City Hall, 220 N. Hastings Avenue, and was therefore open to the public.
Present: Hunt, Kully, Shoemaker, Dewalt
Also Present: Schultes, Meyer, Vrooman, Ptak, Leonhardt, Cogley, Crecelius, Hartman, Barfknecht, Hernandez, Sekora, Cox, Heyen, Odom, Goebel, Kim Woolery, Chuck Hastings, and Tony Hermann (Hastings Tribune)
Chairman Shoemaker stated that the Board of Public Works is subject to the Open Meetings Laws and acknowledged that the Open Meetings Law poster has been posted in the room. He also declared a quorum of members present.
The Pledge of Allegiance was recited.
During the Public Comments, Chuck Hastings, Attorney for Glenwood Telecommunications, explained the purpose of the agreement requested by Glenwood Telecommunications wanting to attach to Hastings Utilities' poles and asked that an agreement be signed. He stated that per the agreement, he has a check to fulfill the terms of the agreement once it is approved and executed.
A discussion on pole attachment fees took place. The proposed agreement with Glenwood calls for an attachment fee of $10.00 per attachment. Hunt asked if this is the same fee that is being charged other entities for pole attachments in Hastings. Staff remarked that the per pole fee is higher than the other agreements, but those agreements need to be renegotiated.
Moved by Kully, seconded by Shoemaker, to approve the Glenwood Telecommunications Joint Pole Attachment Agreement. Roll Call: Ayes; Shoemaker, Dewalt, Hunt. Nays; None. Motion carried.
Moved by Hunt, seconded by Dewalt, to direct staff to work on the existing pole attachment agreements including reviewing the fee structure to bring them in line with the Glenwood Telecommunications agreement. Roll Call: Ayes; Hunt, Dewalt, Shoemaker, Kully. Nays; None. Motion carried.
Shoemaker asked Kully to Chair a committee including Dewalt, staff and Board Attorney to make recommendations for the Board to consider regarding pole attachment agreements and the fees therein.
Marv Schultes reported that the budget packets are out. Questions can be directed to him or staff members.
Schultes also reported that the Water Sustainability Application is moving forward. The Natural Resources Commission has finalized the rules and guidelines. Steve Cogley updated the Board on the process of submitting a timely application between December 16 and December 30, 2015, and the decision on the amount the community will apply for. The Board asked Cogley for a written synopsis of his report. The Board asked staff to prepare several water rate scenarios using the amount under consideration for a grant.
Further discussion was held on the preliminary budget. Hunt said he has some confusion on the labor numbers presented. Staff asked him to get them a list of his concerns and so they can address his concerns. Dewalt said that she has given her concerns to Deb McCoy and is awaiting an explanation/clarification.
Meyer reported that the WEC-2 Outage is scheduled to be completed on November 4, 2015.
Lori Hartman reported on personnel activities:
Currently working with Kim at City Hall on the posting and testing for a Secretary III position in the Engineering department, due to a retirement.
Shoemaker reported that the City Council approved Ordinance No. 4454, which changes the fiscal year for Hastings Utilities to begin October 1st of each year, effective October 1, 2016. Ptak reported that he visited with Deanne Hefner at the Nebraska State Auditor's Office regarding the two scenarios of approving a 12 month budget and cutting off early or to approve a nine month budget at this time. Either option is acceptable to the Nebraska State Auditor's office. Ptak will furnish the State Auditor's Office with a copy of the Ordinance, per their request. Barfknecht will be asked to notify McDermott & Miller of the change.
Committee Reports:
a. Comparability. Dewalt reported that the committee met to discuss recommendations from the Novak Study. The committee included general city representation by Joe Patterson and Kim Woolery, along with committee members Dewalt, Hunt, Hartman, Ptak, Schultes, Meyer, Goebel, and Odom. The committee discussed combining the comparability studies of the General City and Hastings Utilities, conducting an in-house study, discussed the arrays that would be used, and updating the job descriptions. The committee asked staff including Hartman, Ptak and Woolery to work together on arrays and studies and make a recommendation of how to proceed.
b. Land Leases. Nothing new at this time.
c. Budgeted Labor. Dewalt reported that the proposed 2016 Budget now includes budgeted labor broken out. New Tables of Organization are in the works but not yet complete.
d. Improvement Districts – Policy on Transition Agreements. The Sewer District on North 2nd Avenue is scheduled to be on the next Council Agenda for action. After the improvement district is created. a discussion will need to take place on the use of Transition Agreements.
Moved by Dewalt, seconded by Kully, that the following items on the Consent Agenda be approved:
a. Review, correction or approval of minutes of October 15, 2015 (With a change on Pg 4 – previously at comparability – not previous at or above comparability.)
b. Review of payroll for period ending October 17, 2015
c. Review and approval of checks issued October 23, with the exception of check no. 28252 to Kully Pipe & Steel Corp.
d. Approval of the following claims:
- General Operating Fund against the Electric Fund – $2,973,986.24
- General Operating Fund against the Combined Fund - $1,903,728.20
Roll Call: Ayes; Dewalt, Kully, Hunt, Shoemaker. Nays; None. Motion carried.
Moved by Hunt, seconded by Dewalt, to approve check no.28252 to Kully Pipe & Steel Corp. in the amount of $4,164.84. Roll Call: Ayes; Hunt, Dewalt, Shoemaker. Nays; None. Kully abstained. Motion carried.
A discussion took place on Chairman Shoemaker's suggestion to establish an account to record financial impacts of Intra-City work activity. Barfknecht reported that the accounting could be done for such transactions, as along as parameters are set so a budget can be developed. Shoemaker suggested that HU staff meet with General City staff to determine the parameters for a budget. The progress on this item will be reviewed before the end of the year. Odom said that he feels this fund may be a good idea to get through some of the past issues that have plagued both HU and the General City. Staff will visit with Grand Island to see how they budget and account for intra-city work activity.
The August 2015 Monthly Report was presented.
A discussion took place on the current Residency Requirement at Hastings Utilities. Kim Woolery from the General City shared concerns she has with the current policy. She feels we are losing applicants because of the tight policy. Mike Hernandez concurred with Woolery on the problem. The Board asked staff along with Hartman, Ptak, Woolery and Vrooman to meet and come back with recommendations on changes. The Board said they are open to change. This item will be listed on Miscellaneous and Future Agenda Items until the committee is ready with recommendations.
Moved by Dewalt, seconded by Kully, to approve the following work order:
SL-101 Installation of three post top LED street lights on fiberglass poles in the new city green space south of 1st St., east of Lexington Ave. Estimated Cost: $5,873
Roll Call: Ayes; Dewalt, Kully, Shoemaker, Hunt. Nays; None. Motion carried.
Under Board Member Comments, Shoemaker reported that the Chamber Retail Committee will be giving their presentation at the November 12, 2015, Board meeting.
Moved by Hunt, seconded by Dewalt, that this Board go into Closed Session, which Closed Session is clearly necessary for the protection of the public interest and for the prevention of needless injury to the reputation of an individual, which individual has not requested a public meeting, in order to discuss certain matters relating to personnel, and that said Closed Session will consist of a strategy session relative to negotiations. Roll Call: Ayes; Hunt, Dewalt, Shoemaker, Kully. Nays; None. Motion carried.
The meeting closed to the public at 12:01 p.m. The executive session consisted of Board Members, Council Liaisons, Marv Schultes, Heyen, Meyer, Ptak, Hartman, Vrooman.
Moved by Kully, seconded by Hunt, that the meeting be reopened to the public at 1:03 p.m., and that no decisions were made nor official actions taken during said Closed Session. Roll Call: Ayes; Kully, Hunt, Kully, Dewalt, Shoemaker. Nays; None. Motion carried.
The meeting adjourned at 1:03 p.m.