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HomeMy WebLinkAbout04/17/2024 - Telecom MinutesTHE COURIER AFFIDAVIT OF PUBLICATION Waterloo -Cedar Falls Courier 6915 Chancellor Drive Cedar Falls 50613 (319) 291-1400 State of New Jersey, County of Hudson, ss: Yuade Moore, being first duly sworn, deposes and says: That (s)he is a duly authorized signatory of Column Software, PBC, duly authorized agent of Waterloo -Cedar Falls Courier, a publication that is a "legal newspaper" as that phrase is defined for the city of Cedar Falls, for the County of Black Hawk, in the state of Iowa, that this affidavit is Page 1 of 2 with the full text of the sworn -to notice set forth on the pages that follow, and that the attachment hereto contains the correct copy of what was published in said legal newspaper in consecutive issues on the following dates: PUBLICATION DATES: May. 2, 2024 NOTICE ID: IgMTKKQaE0X3RahWkAZ9 PUBLISHER ID: COL-IA-600259 NOTICE NAME: City Council Chambers April 17, 2024 4:00 p Publication Fee: $221.70 (Slgneo)2 VERIFICATION State of New Jersey County of Hudson SHANNEA H HOLMES NOTARY PUBLIC STATE OF NEW JERSEY My Commission Expires August 1, 2026 Subscribed in my presence and sworn to before me on this: 05/06/2024 Notary Public Notarized remotely online using communication technology via Pr TELECOMMUNICATIONS UTILITY BOARD OF TRUSTEES City Council Chambers AprIl 17, 2029 9A0 p.m. 1. Members present: Van Fleet Batemon. Kurtenbach, Young and Wlenands. 2. Moved by Kurtenbach seconded by Young that the agenda as amended by striking Item 5. be approved_ Voice vote -Ayes: Four. Motion carried. Mr.Van Fleet explained that the reason for removal waste obtain legal counsel input on some of the language. 3. Moved by Young seconded byeate- rnon that the minutes of March 20, 2024, regular session. as presented, be approved. Voice vote -Ayes: Four. Motion carried, 4. Moved by Young seconded by Kur- tenbach to receive and 111e a notice of conclusion of employment of Julie Eastman and a severance payment of 54,727.33. Voice rote -Ayes: Pour. Mo- tion carried, Mr. Kurtenbach requested an update on what changed from the first time it s introduced. Eric Lae General Manager, ex- plained that he had our attorney review ile employment agreement. which re- fere to the employee handbook. The Interpretation of the handbook Is that employees are entitled to a payout for vacation time only, so the payout was reduced by the amount of eck time that was accrued but not required to be paid out. Mr. Kurtenbach questioned if the handbook is being updated to include language regarding forfeiture of pay- out, Eric Loge confirmed and anticlpated it mil be complete by the next meeting or two. Kelley Felchle, Board Secretary, com- mented that legal counsel will review the entire employee handbook fo make sure there are not other things that were missed by us or PCCM. Mr. Kurtenbach eflered to send some language to use If It would be helpful, Mr. Young shared that he saw a recent article about OFu updating theirvaca- tiontime benefits, 5. Moved by seconded by tomepr rent with 3-GIS MLLDao for Fiber Optic Network A...,.,t Management solware. m-the men amount of 5111.250 theo20 3 Years. ib • u tork with the Management Fiber O pP, Contract tract N Asset Management RFP, the Ge, No Manager end execute the General Manager to execute said 6. MO• VeM. Young vto ay Kurtenbach r e cent dv by th the Natinto il Cable Teleove an vision Cooper- ative and aamount authorizingpayment to the In the amouo f $28carried, Voles Erie -Ayes: General agrr, p, Eric Lage, General agreement and • overview sw of the ,5q0 ant nee ne ex- plained oat the hick 1 Is a eve-tl me application b tee which he believes few bemadeback in savings In Just afew months Von Mr. Van Fleet asked It there were any nual fees. Eric Lage commentedhere that mere ris o annual fur but there Is a minimum no purchasing requirement m doesnot believe we'll have00 a problem mooring Mat minimum, Mr.r. or Kurtenbach the fees 110001 questioned If this in- cludes L the toes entedal bat there here cool EricLogecommented that therectuln N same random s channels are not an NCTC channel so wewould have to n egotiate those on our own. b. Moved by Kurtenbach seconded by Van Fleet to approve an agreement teeth ]mOn for telephone services. Voice vote -Ayes: Three. Abstahr BMr. Young, due to a conflict of Inter- st). Motion carried. Eric La General Manager ex- plalned that there Is some conhden- 1allty language In to agreement. but generally It Is all within our Magellan budget. We were able to negotiate some of the terms on It le limit some of our exposure on long distance calls. oof. City Council Chambers April 17, 2024 4:00 p - Page 1 of 2 Mr Kurtenbach shared that he has been asked that if the power goes out, do they lose their phone. Eric Lage explained that the FCC requires that we offer battery back-up units and stated that they are working on setting a rental rate for those. Ms. Wienands joined the meeting. 9. Moved by Kurtenbach seconded by Young to approve Supplemental Agree- ment No. 1 with Entrust Solutions Group (Magellan), of Denver, Colorado, in con- junction with the FY 2023 Construction of a Fiber -to -the -Premise Feeder/Distribu- tion and Backbone Network Project, Con- tract No. 1088, and authorizing the Gen- eral Manager of Telecommunications to execute said document. Voice vote -Ayes: Five. Motion carried. Eric Lage, General Manager, provided an overview of what the supplemental agree- ment entails. He shared that the city s E DA project is just taking on with an estimated two crews working on that contract. We have an additional two crews an Contract No. 1089, which Is the construction hap- pening wth 1TG. This construction inspec- tor will inspect for the two city crews as well as the two 1088 crews. The cost split between the city and the utility is sixty-one percent city and thirty-nine percent utility. He explained that the cost includes some admin structure. Mr. Van Fleet questioned how many crews that instructor oversees. Eric Lage said the inspector will oversee four crews. Mr Young clarified the spilt cost and that it was heard by council at the last meeting, Eric Lage confirmed and said that It was up for reconsideration by council this eve- ning. Mayor Hart commented that he was not at the council meeting but has had a chance to talk to staff and council members. There was some necessary clarification that needs to be made. Once It is recon- sidered, it will then be on the following regular council meeting for a full vote. He explained that on April 1st, Eric did pro- vide one of the council members a very detailed explanation of what this position does and the need for It, though he isn't sure whether the Information was shared with other council members. Eric explained that he does not see this as an extra fee, but really just moving those resources from the end of the project up to now. if we can finish the project in two and half years instead of three then we can avoid paying those additional months for Inspectors on the back end. 9. Moved by Kurtenbach seconded by Young to approve Change Order No. 2024-0011, for an increase In the amount of $72,112.07 in conjunction with the FY 2023 Construction of a Fiber -to -the -Prem- ise Feeder/Distribution and Backbone Network Project, Contract No. 1088. Voice vote -Ayes: Five. Eric Lage explained that the purpose of this change order is to getfiber from South Front Networks to the current backbone to give us redundancy back to Fire Station 3. We'II be able to utilize the city backbone to get our Phase 41 Infrastructure in place. Mr Van Fleet asked if this a one-time cost and is there a split in cost wth the city. Eric Lage stated it Is a one-time cost and there Is no cost splitting. Mr. Van Fleet asked who was doing the work. Eric Lage stated that ETG Is doing the work. 10, Moved by Kurtenbach seconded by Bateman to approve Change Order No. 2024-0012, tor a decrease In the amount of $522,532.28 in conjunction with the FY 2023 Construction of a Fiber -to -the -Prem- ise Feeder/Distribution and Backbone Network Project, Contract No. 1088. Voice vote -Ayes: Five. Motion carried. Eric Lage explained that the city received a grant io do work on La Porte Road and part of the grant Is fiber work for the back- bone. This Is a deduct, however it w111 be rebid out for the construction. He shared that two of the LCPs will be impacted by this and will likely be completed after Phase 3. Mr. Kurtenbach questioned if this would be done prior to the project being done. Eric Lage explained that it would as the road project is completing. Warren Lyons. Entrust, shared that the change order Is In conjunction with the city project so the project will be built out of that funding so in the future this may or may not be added back to Contract No. 1088. 11. Update from Speer Financial, Gener- al Manager of Telecommunications, and consultants. Maggie Burger shared that they are pric- ing bonds today for the general obligation twenty million dollars, The city will handle that approval as the citizens of Water- loo voted on this a couple of years ago. Bridgett and Eric will work together to identify any expenses to date that need to be reimbursed as well as future expenses. She stated that coming this summer is a large utlllty revenue bond, likely in the thir- ty -to -forty -million -dollar range, She shared that Kristen Cooper and Steve Nadel will be writing an agreement that outlines the understandings, with a more formalized agreement after the debt has been refund- ed out. Eric Lage, General Manager, provided an overview of ongoing projects. Mr. Van Fleet questioned the timeline for bringing on the next batch of test custom- ers. Erica Christiansen, Customer Service Representative, commented that Camvio will be on -site the week of May 13th. She explained that we will be moving our four current friendlies over to the new system along with two additional new friendlies. We are currently In the process of doing drops for up to fifteen more friendlies. Mr. Van Fleet questioned what the testing period would look like. Eric Lage Indicated that it will take a cou- ple months for the test customers. Mr. Young questioned if billing will take ef- fect while they are a test customer. Eric Lage explained that they will not be billed while under testing plus customers receive two months of free Internet after they sign up. Mr. Kurtenbach questioned the status of the additional hubs. Eric Lage explained that they are con- sidering in Phase If, Linden Tower, trying to put that infrastructure inside of Public Works, which would keep us from hav- ing to purchase an additional shelter and generator. Mr. Kurtenbach asked about the third one. Eric Lage explained that they are reeval- uating whether they will do a hut or a cabinet since It is asmall amount of equip- ment. They are also working on placement because t he re is some concern of flooding at original location. Kelley Felchle, Board Secretary, working on changes to the employee handbook. Office space lease RFP Is due tomorrow so after they come In, Mr, Young. Eric and myself will be reviewing those. We have also been working an a confidential Infor- mation policy to have a better guidance for handling proprietary Information. Michael Reagan, Entrust Solutions, pro- vided an update to the board on construc- tion activities. Mr. Kurtenbach questioned how many crews are operating currently and how many subcontractors are operating with those crews. Michael Reagan provided an overview of crew counts for different portions of the projects. Mr. Kurtenbach questioned if any of our contractors are working with the compe- tition as well. Michael Raegan said there are not. M r. Young questioned how the transition to Vanguard for locates is going now that Mi- dAmerican is also using Vanguard. Eric Lage shared that they are happy with the transition. 12. Adjourn. With no further business before the board, it was moved by Kurtenbach seconded by Young that the meeting be adjourned at 4:30 p.m. Voice vote -Ayes: Five. Motion carried. Kelley Feichle Board Secretary COL-1A-600259 City Council Chambers April 17, 2024 4:00 p - Page 2 of 2