Utilities
Board Meeting - November 12, 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, November 12, 2015, at 9:00 a.m. This meeting was preceded by notice duly published in the Hastings Tribune on Tuesday, November 9, 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, Sekora, McCoy, Odom, Goebel, Tony Hermann (Hastings Tribune), Dave Rippe (HEDC), and Linsay Martin and Corey Stutte (Chamber of Commerce)
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 Public Comments, Dave Rippe (HEDC) thanks the Board for the increase in budget contributions to the Hastings Economic Development Corporation. HEDC will use the money to help fund a new position to help students in grades 6-16 with vocational training information and placement.
The Board moved the Chamber Retail Development Committee Report to accommodate Corey Stutte and Linsay Martin, who gave a presentation on what project the Retail Development Committee has undertaken and discussed future plans.
Jeff Kully, a member of the Retail Development Committee, stated that the committee would like to become more active this next year and would like the committee to advise the Board with a better breakdown of expenses as they occur. These expenses could be paid by the Board as the monies are expended instead of waiting for the total monies to be paid after all the budget is spent.
Marv Schultes reported that the City Council approved the sale of the sludge land on 42nd St. and they approved the sanitary sewer district on 2nd Ave. Attorney Ptak said that the land purchase still needs to go through the Planning & Zoning Commission because it will need to be rezoned and require replatting as it is less than 10 acres. At the time of closing, the Pollution Control Department will receive the proceeds from the sale. A discussion on what utilities will be needed to serve the property will need to take place. A discussion on planning and use of economic development fund for utility infrastructure took place. Council Liaison Odom asked that this project not become another "Southwest Interceptor Project." Dewalt asked what type of committees are meeting to plan for future development. Ptak reminded the Board that the City has a Comprehensive Plan in place. Hunt remarked we all need to place some emphasis on the reliability of the Comprehensive Plan. Shoemaker said that spending Economic Development Incentive money at an appropriate place in anticipation of growth before growth is on our doorstep demanding the extension of utilities be there would be good, but we need to be smart about when and how we are spending that money and that it has been determined to be appropriate in the best interest of the community.
Shoemaker shared three committee updates he would like to make:
He would like a committee to establish the parameters with the Intra-City Services Fund.
He would like this committee to include some City Council members, Kully, Shoemaker, Joe Patterson, Marv Schultes and other utility staff as needed.
Shoemaker would like to expand the Economic Development Incentive Fund Committee to include Dave Rippe with current members Dewalt, Hunt, two Council Liaisons, and staff.Shoemaker asked the Council Liaisons to include Board of Public Works representation in discussions regarding the Consultant's recommendation.
Al Meyer reported that the WEC-2 maintenance outage will be complete tomorrow, November 13th and the unit will come back on line.
Lori Hartman reported that approximately 25 applications have been received for the Secretary III position and interviews will begin soon.
Chuck Shoemaker thanked Peggy Stineman who is retiring December 3rd after 30 years in the Engineering Department, and thanked the following employees for their years of service: Guy Fagiolo – Gas Department – 15 years, Kenneth Froschheuser – WEC – 35 years, Scott Rust – WEC – 15 years, James Schuyler – Substation & Metering – 5 years, James Golick – Meter Reading – 5 years, Kenneth Kyle – Gas Department – 5 years, Randy Ruxton – Substation & Metering – 15 years, and Jeremy Bell – WEC – 5 years.
Committee Reports:
a. Comparability
Dewalt reported that the Committee appointed a Subcommittee including Lori Hartman, Dave Ptak, and Kim Woolery to meet on where we are going on comparability in the future. After they report back with a recommendation to the Comparability Committee, a report will be given to the Board.
b. Land Leases
Kully reported that their committee had met. The committee divided the leases into three categories and have made recommendations on how to handle each category. The committee would like to align all the leases in 2016. Lee Vrooman is putting together a Sludge Management Plan for the Committee to consider. The committee will distribute their minutes to the Board to review.
c. Budgeted Labor
Dewalt reported that the Committee got the information they requested into the budget. Hartman is working on an updated Table of Organization.
d. Improvement Districts – Policy on Transition Agreements
The Council approved the sanitary sewer district on 2nd Avenue. No new information on transition agreements.
Moved by Kully, seconded by Dewalt, to approve the following items on the Consent Agenda:
a. Review, correction or approval of minutes of October 29, November 3 and November 4, 2015 Changes to Nov. 3 minutes – typo changer to change. Change to Nov 3 minutes – Pg 2 first paragraph – changed to the Board discussed keeping the cash... instead of the Board informally concluded that keeping the cash...
b. Review of payroll for period ending October 31, 2015
c. Review and approval of checks issued November 6, with the exception of check no. 28409 to Kully Pipe & Steel Corp. and check no. 28456 to Sullivan Shoemaker PC LLO
Roll Call: Ayes; Kully, Dewalt, Hunt, Shoemaker. Nays; None. Motion carried.
Moved by Hunt, seconded by Dewalt, to approve check no. 28409 to Kully Pipe & Steel Corp. in the amount of $913.84. Roll Call: Ayes; Hunt, Dewalt, Shoemaker. Nays; None. Kully abstained. Motion carried.
Moved by Hunt, seconded by Kully, to approve check no. 28456 to Sullivan Shoemaker PC LLO in the amount of $723.47. Roll Call: Ayes; Hunt, Kully, Dewalt. Nays; None. Shoemaker abstained. Motion carried.
A Public Hearing on the 2016 Hastings Utilities Budget took place, which included a summarization by Marvin Schultes with the changes made at the budget meetings on November 3rd and 4th. There were no public comments on the 2016 Hastings Utilities Budget.
The Public Hearing was declared closed.
Moved by Dewalt, seconded by Kully, to recommend approval of the 2016 Hastings Utilities Budget to the City Council, along with the related agenda items listed, including changing the name of a fund to the Intra-City Service Fund in the Gas Department Operating Budget. Roll Call: Ayes; Dewalt, Kully, Shoemaker, Hunt. Nays; None. Motion carried.
For the record, the related agenda items approved include:
a. Approval of Board Resolution No. 2015-06 Approving the Hastings Utilities 2016 Budget
b. Approval of Water Rate Ordinance No. 4462
c. Approval of Electric Rate Ordinance No. 4461
d. Approval of Resolution No. 2015-34 for Hastings Area Chamber of Commerce Funding
e. Approval of Resolution No. 2015-35 for Hastings Economic Development Corporation Funding
f. Approval of Resolution No. 2015-36 of Intent to Issue Combined System Revenue Bonds
Shoemaker reminded the Board of the joint Council/Board BudgetWorksession on Monday, November 16th at 5:30 p.m. in the HU Board Room.
Moved by Kully, seconded by Dewalt, to approve the following work orders and real estate improvement contracts:
EL-342 Installation of a single-phase underground electric line for new residential development in Skye Loch 15th Subdivision south of Madden Rd., east of Jordan Way. Estimated Cost: $22,659
GA-319 New 2" PE gas main on Jordan Way, Madden Rd. south 400 ft. Estimated Cost: $10,858
SL-102 Installation of an underground street light circuit and post top street lights along Jordan Way south of Madden Rd. in Skye Loch 15th Subdivision. Estimated Cost: $ 4,658
URD 2015-1 Skye Loch L.L.C. for Skye Loch 15th Subdivision
URL 2015-1 Skye Loch L.L.C. for Skye Loch 15th Subdivision
Roll Call: Ayes; Kully, Dewalt, Shoemaker. Nays; Hunt. Motion carried.
Moved by Hunt, seconded by Dewalt, to approve the following work order:
EL-343 Installation of a three-phase overhead transformer bank west of Wabash Ave., ½ mile north of Idlewilde Rd. Estimated Cost: $ 4,500
Roll Call: Ayes; Hunt, Dewalt, Shoemaker, Kully. Nays; None. Motion carried.
A discussion was held on Connection/Out of District Fees and Transition Agreements. Ptak reviewed the statutes with the Board regarding water and sewer extensions and water and sewer connection districts. Shoemaker remarked that we need to be figuring out what we will do on this latest development and a general policy on the city extension of utilities. Shoemaker appointed a committee consisting of Hunt, Shoemaker, and staff to devise a policy on the use of Transition Agreements. He asked the City to appoint a couple of representatives to this committee.
Under Board Member comments, Dewalt asked about the blank application on Water Sustainability Funding that was included in the packet. Schultes said this was sent for information only and that staff is moving forward with making application for the funding.
Under Miscellaneous and Future Agenda Items, the Board added two items; Pole Attachment Committee Report and Land Lease Committee Reports. These reports can be given when the committees are ready.
Shoemaker assigned a March date to the Discussion on Insurance Fund and Health Insurance Claim Fund
There was no Executive Session.
The meeting adjourned at 11:50 a.m.