HomeMy WebLinkAbout10.04.2023.telecommunications minutesTELECOMMUNICATIONS UTILITY
BOARD OF TRUSTEES
Harold E. Getty Council Chambers
October 4, 2023
4:00 p.m.
1. Roll Call
Members present: Van Fleet, Kurtenbach, Young. Absent: Wienands and Batemon.
2. Approval of Agenda.
Moved by Kurtenbach seconded by Young that the Agenda, as presented, be approved. Voice -
vote Ayes: Three. Motion carried.
3. Approval of Minutes.
Moved by Kurtenbach seconded by Young that the minutes of September 20, 2023 Regular
Session, as proposed, be approved. Voice -vote Ayes: Three. Motion carried.
4. Resolution approving preliminary plans, specifications, form of contract, etc. and setting date
of bid opening as October 12, 2023 and public hearing as October 18, 2023, in conjunction
with the FY2023 Drops and Installation of a Fiber -to -the -Premise Network, Contract No.
1094.
Mr. Van Fleet questioned how the pricing might be affected if we go under or over the
estimated 6,300 drops.
Warren Lyon, Magellan, explained that it is based on the forecasted financials but the rate is
set up as per drop.
Mr. Van Fleet questioned if the cost per drop would decrease if we go over the projected
number.
Warren Lyon explained how the specifications were written and stated he does not believe
there is any language in regards to going over or under the 6,300 drops.
Mr. Van Fleet questioned if Magellan would be providing a framework or matrix of the bids
for the board's review.
Warren Lyon explained that there would not be an evaluation of these bids because it is
classified as a construction bid and the award would go to the lowest responsible bidder.
Mr. Kurtenbach questioned if the take is larger than this bid, would it require us doing a
separate Time and Materials bid, or is that is part of the bid package.
Warren Lyon explained that there were no specifics based on the spec book information; only
that it is a three-year contract at which point contract negotiations can begin regarding time
and materials.
Mr. Kurtenbach questioned the depth as the bid specs list eight to twelve inches.
Warren Lyon explained that other installations are usually six to ten inches so they increased
this solicitation to eight to twelve for service drops.
Ms. Wienands arrived at 4:05 p.m.
Moved by Kurtenbach seconded by Young. Roll call -vote Ayes: Four. Motion carried.
Resolution No. 2023-025.
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5. Resolution approving a promotional rate for new residential and business customers, to
provide two months of free internet, no deposit, and no installation fee, for the period of
November 1, 2023 to December 31, 2027.
Eric Lage, General Manager, provided an overview of the proposed promotional rate.
Moved by Kurtenbach seconded by Wienands. Roll call -vote Ayes: Four. Motion carried.
Resolution No. 2023-026.
6. Motion approving a website design proposal from Amperage Marketing, in the amount of
$19,560.
Eric Lage, General Manager, provided an overview of the proposal for website redesign with
Amperage Marketing. He explained that Amperage would rebrand our website and make a
service zone site, which will serve as a temporary website.
Board members questioned the length of the 24-week redesign and the functionality of the
service zone website.
Eric Lage explained the extent of the work that Amperage is putting in to the website.
Mr. Van Fleet questioned if the Facebook page can be updated with the new branding.
Eric Lage confirmed.
The board further discussed the website design proposal with Mr. Lage.
Moved by Kurtenbach seconded by Young. Roll call -vote Ayes: Four. Motion carried.
7. General comments from staff, consultants, and board members.
Eric Lage provided a copy of the progress dashboard and explained that additional work has
taken place since this was printed.
Mr. Young questioned if the billing has been set up yet.
Eric Lage explained that the integration will take time and that staff may have to manually
enter the billing for a period of time. He further explained that interviews for the sales and
marketing managers are scheduled for Monday, the incentive pay portion is under review and
will be discussed at the next meeting, and they are working on an open records request.
Mr. Van Fleet questioned if there is a secure location for the equipment that is coming in.
Eric Lage confirmed there is a lockable area at Public Works and that he is currently looking
into an inventory control software.
Mr. Kurtenbach questioned when we will see the RFP for the foundation for the first shelter
coming in.
Warren Lyons explained that the foundation base may have to go out to bid based on
engineering estimates and legal input but the hope is to have that answered within the week.
Eric Lage commented that work continues on health insurance and other benefits, safety
manual, a headend network engineer consulting agreement. He explained that they are looking
to provide fiber service to the Black Hawk County landfill and are exploring a possible trade-
off for a reduction of costs.
Andy Van Fleet questioned how citizens are responding to the construction.
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Eric Lage commented that there have been a few who have experienced issues with restoration
but those have been resolved quickly.
Ms. Wienands shared an automated response she received after signing up for service. She
will send a screen shot to Eric and he will find out what the response means.
Eric Lage commented that one thing he wants to get input on from the board is whether to
consider an independent facility in a location accessible to the public. The current space at
Public Works will likely be too small within a year with the hiring of staff, etc. He commented
on an area south of 20 between Ansborough and Kimball that is being sold to developer.
Ideally a space with some retail where the public can come in and demo and possible receive
payments.
Andy Van Fleet commented that it will be important to consider the cost per square foot per
headcount, and to remember there would be cost savings at public works.
Warren Lyons, Magellan Advisors, provided an overview of construction progress to date.
Mr. Van Fleet questioned whether the projects have received change orders to date.
Warren Lyons explained that there has been a rough total of $3 million dollars on cost savings
on materials.
Chris Wendland explained he is working through the incentive plan.
8. Adjourn.
With no further business before the board, it was moved by Kurtenbach seconded by Young
that the meeting be adjourned at 4:33 p.m. Voice -vote Ayes: Four. Motion carried.
Re1Tey Fetchfe
Kelley Felchle
Board Secretary