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HomeMy WebLinkAbout02/28/2006r, Municipal Telecommunications Utility (MTU) Board Minutes February 28, 2006 Board Members Present: Scott Crowley, Bob Heaton, Doris Kelley, and Randy Pilkington Staff Members Present: Mayor Hurley, Eric Thorson, Jim Walsh, and Linda Craun In the absence of Jim Waterbury, Bob Heaton called the meeting to order at 4:00 p.m. Randy Pilkington moved, Scott Crowley seconded that the minutes of January 31, 2006, be approved as submitted. Motion carried. Scott Crowley reported that he had met with Dorothy Neff, who heads up the IT at Deere regarding all agricultural applications. She was reluctant to share the costs and who the providers are for Deere, but did inform him that Deere leases fiber in Waterloo. Doris Kelley reviewed the changes that were made in both the city and business surveys. Mayor Hurley provided the survey to Jim Quint, the City's IT department head. That survey was returned to Doris Kelley. One of the items she noticed was that the City is currently paying approximately $100,000.00 per year for telephone services. It is possible that if whatever city facilities are currently located near existing fiber were connected that the city could realize savings. An item that is absolutely necessary is for the city to know where all existing fiber is located. The survey has not yet gone to other department heads; some of the technical questions need to be eliminated before that happens. Mayor Hurley asked if Doris Kelley or another delegate from the Board would be willing to attend a staff department head meeting to explain the survey. Ms. Kelley will attend the department head meeting scheduled for Monday, March 6`h, at 9:00 a.m. After that data is returned, the City would need to prepare a financial plan. Regarding the business survey, Doris Kelley plans to sit down with the Chamber and ask them to implement and then possibly have UNI compile and analyze with the Chamber paying the costs. Randy Pilkington reminded the Board that Steve Dust from Cedar Valley Alliance is willing to help; however, he did not speak with him regarding costs. Bob Heaton asked Jim Walsh again regarding confidentiality of the individual information from businesses if the survey were conducted directly by the Board. Mr. Walsh indicated that a statement could be added to the survey promising that the specific information regarding individual businesses would not be made public and that if submitted on this basis by those surveyed then only the summary data and analysis would become public. Minutes, February 28, 2006 Page 2 Doris Kelley would like Mark Beauchamp of Utility Financial Services to review the survey questions before the survey is sent to the businesses to make sure the right questions are being asked to obtain information for a financial analysis should that information be needed in the future. She didn't feel she would be ready to report back to the Board by the next scheduled meeting on March 14th, but possibly in four weeks. She also thought the City surveys may be back by that time. There is a question in the survey regarding the Water Works. Doris Kelley was concerned that the survey might be stepping on toes, but the question serves a purpose. It helps determine how the businesses feel about a municipal utility. The General Manager of the Water Works attends the city department head meeting, so Doris Kelley can explain the matter to him at the meeting. There was discussion concerning rights -of -way, which was why Mayor Hurley asked Eric Thorson, City Engineer, to attend the meeting. There is legislation being proposed saying that cities would have to let anyone use the rights -of -way. Eric Thorson indicated that rights -of -way are currently pretty full and are regulated by franchises and agreements. Jim Walsh said the League has a draft ordinance on right-of-way control, but in order to implement it the City would probably need additional personnel to manage the rights -of -way, which is now handled by the Engineering Department. Doris Kelley indicated that conduit could be laid and the City could collect a leasing fee from those using the conduit. It could be required as infrastructure on new development. Bob Heaton asked if "Legislative Update" should be added to our Agenda each meeting. The League keeps the Mayor updated. It was decided that if anyone —Mayor, Board members, etc. —come across legislative information that is of interest to this Board that information should be forwarded to Linda Craun to be distributed at the next meeting. Randy Pilkington stated the Board's lease with Struxture Architects is expired. He questioned whether it automatically renewed, or if the Board needed to request an extension. Jim Walsh stated the lease is over and the Board doesn't need to do anything further. Doris Kelley stated that IMU will be holding a training session in Ankeny; a date has not yet been set. Most of the cities that passed referendums are located in eastern Iowa; she thought possibly Waterloo could host the training session. It was discussed and agreed that Ms. Kelley would contact IMU and request that Waterloo host the training session. Minutes, February 28, 2006 Page 3 Mayor Hurley asked the Board if they had a small budget what that money would be used for. There is a source of money in a non -tax fund (gaming money) that may be available. It was the consensus that at this point in time the Board didn't need any money, but if they did have some funds they would be used for the cost of analyzing the surveys and postage, etc. Bob Heaton informed the Board that the City of Hudson contacted him stating they were willing to work with the Waterloo Board. Erl Schmeising questioned if McLeod had ever approved the lease with Struxture Architects. Jim Walsh stated the lessee did not request an attachment so it was not provided. Lee Grassley from Mediacom passed out information concerning HSB 670 and SSB 3146. These bills would result in a loss of the franchise fee to the City. Mediacom is asking that the status quo be maintained, or if not that at least there is a level playing field. Randy Pilkington will be gone on March 14th and 28t. It was decided that Linda Craun should take a poll of the members before each meeting to make sure there will be a quorum. Doris Kelley moved, Randy Pilkington seconded that the meeting be adjourned. Motion carried. Linda Craun Secretary