Board Meeting - July 28, 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 28, 2016, at 9:00 a.m.  This meeting was preceded by notice duly published in the Hastings Tribune on Tuesday, July 26, 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, Dewalt

Also Present: Meyer, Leonhardt, Hartman, Crecelius, Cogley, Cox, Ptak, Odom, Goebel, Vrooman, Strom, Barfknecht, Patterson, Stange, Tony Hermann (Hastings Tribune), Gary Oetken (AGP), and Ashley Englund (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.

Al Meyer reported that testing at NDS Unit 4 has been taking place and is going well.  The unit was able to produce 16 MW and the staff gained valuable training.

Lori Hartman reported on the following personnel activities:

Current openings:

Mechanical Engineer

Mechanic Assistant - WEC

Lead Plant Mechanic - WEC

Shift Foreman - WEC

Gas Crew Chief

File Clerk

Chairman Shoemaker recognized and publicly thanked the following employees for their years of service at Hastings Utilities:  Jim Heyen – 5 years at the Pollution Control Facility, Patricia Dierfeldt – 35 years in the Business Office, and Mike Peters – 20 years at the Whelan Energy Center.

Committee Reports

a. Comparability – no report

b. Update on Hiring of Manager of Utilities – no report on hiring.  Council Liaison Goebel reported that an appointment to the Board of Public Works may be made at the Council's August 8th meeting.  A change in meeting times may need to be addressed.  Chairman Shoemaker asked Council Liaison Goebel to make sure the current Board members have input on the meeting times.

Moved by Dewalt, seconded by Kully, to approve the following items on the Consent Agenda:

a. Review, correction or approval of minutes of July 14, 2016

b. Review of payroll for period ending July 23, 2016

d. Approval of the following claims:

- General Operating Fund against the Electric Fund – $2,053,814.46

- General Operating Fund against the Combined Fund - $2,084,691.08

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

Hunt asked for a report on sludge disposal.  Vrooman said that he would like the Land Lease Committee to meet and information on the sludge will be discussed with the Committee before reporting back to the Board.

Moved by Hunt, seconded by Dewalt, to approve checks issued July 22, 2016, with the exception of check no. 31140 to Kully Pipe & Steel Corp.  Roll Call:  Ayes; Hunt, Dewalt, Shoemaker, Kully.  Nays; None.  Motion carried.

Discussion took place on the information that should be included in the July 18, 2018 minutes of the joint Council/Board meeting.  A new draft will be submitted to the Board.

Moved by Dewalt, seconded by Hunt, to table the July 18, 2016 minutes until the next meeting.  Roll Call:  Ayes; Dewalt, Hunt, Kully, Shoemaker.  Nays; None.  Motion carried.

Moved by Hunt, seconded by Dewalt, to approve check no. 31140 to Kully Pipe & Steel Corp. in the amount of $405.21.  Roll Call:  Ayes; Hunt, Dewalt, Shoemaker.  Nays; None.  Kully abstained.  Motion carried.

Moved by Hunt, seconded by Dewalt, to approve Change Order No. 6 to contract with Eriksen Construction Company, Blair, Nebraska, for modifications to the Pollution Control Facility (2012 B.I. No. 4.03, Work Order SW-282) for a net decrease of $70,116.58, and that the Chairman be authorized to sign the document.  Roll Call:  Ayes; Hunt, Dewalt, Kully, Shoemaker.  Nays; None.  Motion carried.

Moved by Kully, seconded by Hunt, that upon the recommendation from staff, to award a contract for a new Fuel Oil Tank at the Whelan Energy Center (Contract HU 2016-06 FC-31) to HMT LLC, Blackwell, OK, in the amount of $333,150,00, and that the Mayor and City Clerk be authorized to enter into contract with said company accordingly.  Roll Call:  Ayes; Kully, Hunt, Shoemaker, Dewalt.  Nays; None.  Motion carried.

Moved by Dewalt, seconded by Hunt, to approve Work Order PL-681 to Replace the Fuel Oil Tank at WEC for an estimated cost of $412,404.  Roll Call:  Ayes; Dewalt, Hunt, Shoemaker, Kully.  Nays; None.  Motion carried.

Discussion of Appointment of a Permanent Manager – nothing to report

Discussion of City Council's Reorganization Proposals – Dewalt suggested that Kully, Hartman and herself meet as a committee to prepare a report for the next Board Meeting.  Chairman Shoemaker said that he wants to make sure the entire Board is included in the reorganizational discussions before a committee recommendation goes to the City Council for action.  Kully said he would like to visit in Executive Session if there is time after the budget worksession later today.  He asked that the meeting be kept open for such purpose if timing allows.

Under Board Member comments, Dewalt requested staff to order some informative books from the American Public Power Association.  Staff will order four copies.

Under Miscellaneous and Future Agenda Items,

-        Report on HU Staffing Study Consultants – waiting for City Council Novak Study changes & appointment of new Manager of Utilities

-        Report from Pole Attachment Committee – waiting for RSM Report

-        Report from Budgeted Labor Committee – leave on for future committee action

-        Discussion on Company Cell Phones – Staff is working on a policy.

-        Discussion of Deposit Policy – Brian Strom is working on a presentation which will be given in the

near future.

-        Discussion of Trees on R-O-W – Vrooman said that staff is meeting to get their thoughts on this and will include the Parks Department and Tree Board in an upcoming meeting.  Joe Patterson suggested that a guide be sent out with the utility bills on tree planting.

Dave Ptak mentioned that if staff was developing a policy on company cell phones, to include the General City in the discussion so that different policies are not being used.

The Board received the 1st Quarter Financial Review from McDermott & Miller and Ashley Englund presented the report.  Ms. Hostert notified the Board that there are new pay standards going into effect December 2016 and that McDermott & Miller will be hosting an event in August to inform of the new standards.

The Board discussed recessing the meeting to go into a budget worksession to allow an Executive Session at the end if needed.

Moved by Hunt, seconded by Kully, to recess the Board Meeting at 9:18 a.m.  Roll Call:  Ayes; Hunt, Kully, Shoemaker, Dewalt.  Nays; None.  Motion carried.

Moved by Hunt, seconded by Dewalt, to come out of recess at 1:27 p.m.  Roll Call:  Ayes; Hunt, Dewalt, Shoemaker, Kully.  Nays; None.  Motion carried.

There was no Executive Session.

The meeting adjourned at 1:27 p.m.