Board Meeting - July 14,2016

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, July 14, 2016, at 9:00 a.m.  This meeting was preceded by notice duly published in the Hastings Tribune on Tuesday, July 12, 2016 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

Absent:  Dewalt

Also Present: Schultes, Meyer, Leonhardt, Hartman, Crecelius, Cogley, Cox, Ptak, Odom, Goebel, Vrooman, Hernandez, Strom, Barfknecht, Patterson, Stange, Tony Hermann (Hastings Tribune), and Ashley Hostert (McDermott & Miller)

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.

There were no public comments.

The Chairman moved the presentation by McDermott & Miller of the 1st Quarter Financial Review to facilitate the presenters schedule.  Board Member Hunt said he would prefer the report be given at the next meeting when Jeanette Dewalt will be present.  Ashley Hostert from McDermott & Miller said she can accommodate that schedule.

Marv Schultes thanked everyone involved in the July 4th Parade at Fisher Fountain for their good work which resulted in a successful parade for all.

Schultes reported that the City Council approved the zoning for the Wind Turbine construction by Bluestem at the Central Community College Hastings campus.  Agreements with Bluestem are currently being reviewed by Dave Ptak and may be on the next agenda for approval.

Schultes also reported that RSM was at Hastings Utilities to begin the appraisal of the Windstream poles.  They hope to be complete in approximately four weeks.

Al Meyer reported that North Denver Station Unit 5 was operating this week.  The testing will be complete later this afternoon.  Unit 4 will begin operation for testing the week of July 25th.  Both units at the Whelan Energy Center are operating and performing well.

Lori Hartman reported on the following personnel activities:

  • Opening for Mechanical Engineer
  • Made an offer which was accepted for Mechanic Assistant at WEC
  • Will soon be interviewing for File Clerk in the Business Office and Lead Plant Mechanic at WEC
  • Posted for Gas Crew Chief (internally)

Chairman Shoemaker reminded the Board of the worksession with the City Council on Monday evening at 5:30 at City Hall in the upstairs conference room.

Chairman Shoemaker recognized and publicly thanked the following employees for their years of service at Hastings Utilities:  Marvin Schultes (retiring) – Administration – 39 years; Billy Stromer (retiring) – Whelan Energy Center – 36 years; Doyle Bankson – Whelan Energy Center – 5 years; Jon Rojewski – Electric Department – 15 years; Shaun Propp – Electric Department – 15 years.

Committee Reports

a. Comparability – no report

b. Update on Hiring of Manager of Utilities – no report

Moved by Hunt, seconded by Kully, that the following items on the Consent Agenda be approved:

a. Review, correction or approval of minutes of June 30, 2016

b. Review of payroll for periods ending July 9, 2016

c. Review and approval of checks issued July 8, 2016, with the exception of check no. 30991 to Kully

Pipe & Steel Corp.  and check no. 31060 to SID #1 of Clay County, Nebraska

Roll Call:  Ayes; Hunt, Kully, Shoemaker.  Nays; None.  Motion carried.

Moved by Hunt, seconded by Shoemaker, to approve check no. 30991 to Kully Pipe & Steel Corp. in the amount of $2,131.56.  Roll Call:  Ayes; Hunt, Shoemaker.  Nays; None.  Kully abstained.  Motion carried.

Moved by Kully, seconded by Hunt, to approve check 31060 to SID #1 of Clay County, Nebraska in the amount of $1,031.92.  Roll Call:  Ayes; Kully, Hunt.  Nays; None.  Shoemaker abstained.  Motion carried.

Moved by Hunt, seconded by Kully, to write off uncollectible accounts in the amount of $49,847.61 for accounting purposes only and that staff be instructed to continue collection efforts on these accounts.  Roll Call:  Ayes; Hunt, Kully, Shoemaker.  Nays; None.  Motion carried.

The Board would like to review the deposit policies for commercial and residential service.

Moved by Hunt, seconded by Kully, that upon the recommendation from staff to award a contract for Aquifer Storage and Restoration Water and Wastewater Main Project to Van Kirk Brothers, Sutton, Nebraska, in the amount of $2,093,524.03, and that the Chairman be authorized to sign said contract.  Roll Call:  Ayes; Hunt, Kully, Shoemaker.  Nays; None.  Motion carried.

Moved by Kully, seconded by Hunt, that upon the recommendation from staff to award a contract for Irrigation Water Storage Facility Phase I to Van Kirk Brothers, Sutton, Nebraska, in the amount of  $1,597,977.40, and that the Chairman be authorized to sign said contract.  Roll Call:  Ayes; Kully, Hunt, Shoemaker.  Nays; None.  Motion carried.

Moved by Kully, seconded by Shoemaker, to approve an Engineering Agreement, Construction Phase Services for Storage Lagoon and Pump Station, ASR Water Storage Facility with JEO Consulting Group for a not to exceed amount of $88,046.00.  Roll Call:  Ayes; Kully, Shoemaker, Hunt.  Nays; None.  Motion carried.

Moved by Kully, seconded by Shoemaker, to approve Engineering Contract Amendment No. 10 with HDR Engineering for Design Additions and Construction Phase Services for Reverse Osmosis Treatment Plant for a not to exceed amount of $384.482.00.  Roll Call:  Ayes; Kully, Shoemaker.  Nays; Hunt.  Motion carried.

Moved by Hunt, seconded by Kully, to approve Amendment #1 to Chief Ethanol Coal Supply Agreement.  Roll Call:  Ayes; Hunt, Kully, Shoemaker.  Nays; None.  Motion carried.

Moved by Hunt, seconded by Kully, to approve Work Order EL-364 - Installation of a three-phase underground electric line, padmount switch, and padmount transformer to serve the new ASRS Water Storage Lagoon west of N. Baltimore Ave., south of Pacific Blvd. for an estimated cost of $120,738.  Roll Call:  Ayes; Hunt, Kully, Shoemaker.  Nays; None.  Motion carried.

Moved by Kully, seconded by Shoemaker, to approve Work Order WA-334 - Construction of ASR Storage Lagoon and Piping for an estimated cost of $1,889,729.  Roll Call:  Ayes; Kully, Shoemaker, Hunt.  Nays; None.  Motion carried.

Moved by Hunt, seconded by Kully, to approve Resolution No. 2016-05 designating Allen Meyer as the Interim Manager of Utilities.  Roll Call:  Ayes; Hunt, Kully, Shoemaker.  Nays; None.  Motion carried.

Moved by Hunt, seconded by Kully, to approve Resolution No. 2016-04 thanking Marvin Schultes for his service to Hastings Utilities.  Roll Call:  Ayes; Hunt, Kully, Shoemaker.  Nays; None.  Motion carried.

Under Miscellaneous and Future Agenda Items, the Board added a future discussion on planting trees on the right-of-way.

Chairman Shoemaker reported on a report on the internet that shows comparable cost of living in Nebraska.  Under the utilities portion, Lincoln and Omaha were listed with a lower cost of utilities than Hastings.  After checking the correctness of that statement, Steve Cogley found that telephone service costs were added in the costs and Hastings has a substantial higher cost for telephone service than Lincoln and Omaha, but the utilities in Hastings are lower.

Dave Ptak asked if the new budget will reflect money for purchase of Windstream Poles.  Al Meyer assured him that it does.

Joe Patterson remarked that a group from Hastings Utilities and the City met yesterday regarding mowing of city owned properties.  Staff is working on a map and the Board will be kept updated on any new progress.

Phil Odom asked if there will be monies in an Intra-City fund like last budget.  Al Meyer assured him that it is included in this new budget.

There was no Executive Session.

The meeting adjourned at 11:00 a.m.