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HomeMy WebLinkAbout11.15.2023.telecommunications minutesTELECOMMUNICATIONS UTILITY BOARD OF TRUSTEES Harold E. Getty Council Chambers November 15, 2023 4:00 p.m. 1. Roll Call Members present: Van Fleet, Kurtenbach, and Young. Mr. Batemon arrived at 4:03. Absent: Wienands 2. Approval of Agenda. Moved by Kurtenbach seconded by Young that the Agenda, as amended by striking item seven, be approved. Voice -vote Ayes: Three. Motion carried. 3. Approval of Minutes. Moved by Kurtenbach seconded by Young that the minutes of November 1, 2023 Regular Session, and November 8, 2023 Special Session, as proposed, be approved. Voice -vote: Three. Motion carried. 4. Public Hearing on FY2023 Drops and Installation of a Fiber -to -the -Premise Network, Contract No. 1094. 4.1 Motion to open the public hearing, and receive and file proof of publication of notice of said hearing. Moved by Kurtenbach seconded by Young. Voice -vote Ayes: Four. Motion carried. This being the time and place for the public hearing, the board chair called for public comments and there were none. 4.2 Motion to close the public hearing. Moved by Kurtenbach seconded by Young Voice -vote Ayes: Four. Motion carried. 4.3 Resolution approving preliminary plans, specifications, form of contract, and authorizing to proceed. Warren Lyons, Entrust Engineering, provided an overview of the bid received from ITG Communications. If everything goes into conduit, it will add nearly to $3 million to the proposal. Mr. Kurtenbach questioned if this would cover any areas where we have future housing development, or would it be a separate item. Eric Lage commented that it would be separate from this bid. He stated that it would be good strategy to lay any conduit during the infrastructure building prior to any construction. Mr. Kurtenbach questioned what damage might be anticipated with direct bury. Eric Lage shared that if anything was cut, it would be the conduit and fiber. He stated there is not a lot of benefit to putting in conduit to every house. Mr. Van Fleet questioned the rating on the fiber itself, is it 15-20 years? Warren Lyon explained that every manufacturer has their own specs. He has worked on fiber that was in the ground over 20 years. It holds up well while buried, but does tend to get brittle the more it is handled. Mr. Van Fleet questioned the percentage of projects that are direct bury vs conduit. Warren Lyon shared that 60 percent of projects are direct bury. Page 2 Mr. Van Fleet questioned if there were any concerns with the bury depth of 8-12 inches with our freeze/thaw cycles. Warren Lyon commented that he does not anticipate any issues. Mr. Young questioned if we control the ratio of conduit or does ITG. Eric Lage commented that it would be up to Waterloo Fiber. Mr. Van Fleet questioned if cost increases are planned in this bid. Warren Lyon shared that this is a flat rate for three years. After three years they can adopt rates into the agreement. Mr. Kurtenbach questioned that if after three years we exceed the numbers in the bid, would we need to come back for a re -bid or would it be a change order. Warren Lyon shared that there can be a change order for the difference. Mr. Van Fleet questioned who would manage the work on the job, Magellan or Waterloo Fiber. Warren Lyon commented that the drops will be scheduled through Waterloo Fiber in the CSR system. Magellan would manage the invoicing. Eric Lage questioned the process. Warren Lyon commented that the orders would go through the OSS/BSS software. Eric Lage questioned if ITG would have access. Warren Lyon confirmed access could be granted. Mr. Van Fleet concurred that the process should be coordinated. Roll call -vote Ayes: Four. Motion carried. Resolution No. 2023-030. 4.4 Motion to receive, file, and direct the Board Secretary to read bids. Moved by Kurtenbach seconded by Young Voice -vote Ayes: Four. Motion carried. Bidder: ITG Communications Ft. Lauderdale, FL 5% Bid Security — Base Bid Amount: $7,485,965.00. Mr. Van Fleet questioned if ITG has any other banking relationships in the area aside from Regions, due to the financial climate with the banking industry. Brian with ITG Communications, shared that their main banking relationship is with Regions, and said he would follow up with the CFO regarding additional relationships. Mr. Kurtenbach questioned when they will start to work. Eric Lage commented that work will start in December. Mr. Kurtenbach questioned how many people ITG is planning to do this portion of the work. Brian explained that it really depends on customer sign up and what workflow Waterloo Fiber can handle. If they were doing 100 drops per week, there would be twelve people working on the project in the field. Mr. Van Fleet questioned if drops can be done year round. Page 3 Brian commented that there would be a limitation due to the weather. They would put in a temporary drop if the weather was too cold. 4.5 Resolution awarding bid to ITG Communications, in the amount of $7,485,965.00 and authorizing the General Manager to execute said document. Moved by Kurtenbach seconded by Batemon. Roll call -vote Ayes: Four. Motion carried. Resolution No. 2023-031. 5. Resolution setting date of public hearing as November 29, 2023 to adopt the 2024 budget. Moved by Kurtenbach seconded by Young. Eric Lage provided an overview of the budget process. Roll call -vote Ayes: Four. Motion carried. Resolution No. 2023-032. 6. Resolution approving an Employment Agreement with Eric Lage. Moved by Kurtenbach seconded by Young. Roll call -vote Ayes: Four. Motion carried. Resolution No. 2023-033. 7. Motion approving appointment of Tim Knaack to the position of Products and Services Manager, effective , subject to the approval of an employment agreement. Moved by seconded by . Voice vote Ayes: . Motion carried. 8. General comments from staff, consultants, and board members. Eric Lage, General Manager, shared that Ian and Erica are conducting interviews for customer service representatives. He has been working with Kelley and PDCM on the handbook and employee insurance. Bids are currently coming in for the foundation, electrical and grounding field for the pre-fab shelter and they are working on a temporary solution for the Proof of Concept Network, which is the first test customers being brought on before the end of the year. He provided an update on locates, marketing, etc. Marcellus Nixon, Entrust Solutions, provided background on himself and his experience. He is looking forward to working with Waterloo Fiber. Warren Lyon, provided a brief update on production and upcoming RFP's. Mr. Kurtenbach requested that the board have an opportunity to see the actual types of fiber being installed. Kelley Felchle shared that work continues on both the employee health insurance and handbook. She anticipates having the health insurance on next agenda for board approval with the goal of having insurance in place on January 1, 2024. She also shared that the accounting and payroll manager begins on Monday. 9. Adjourn. With no further business before the board, it was moved by Kurtenbach seconded by Young that the meeting be adjourned at 4:35 p.m. Voice -vote Ayes: Four. Motion carried. Rletley Fetch Kelley Felchle Board Secretary