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HomeMy WebLinkAbout11.14.2024 Telecom Board Agenda - Special Session BOARD MEMBERS Andrew Van Fleet Board Chair Theodore Batemon Ritch Kurtenbach Mike Young Amy Wienands City Council Liaison: Rob Nichols November 14, 2024 City Council Chambers 4:00 p.m. 1. Roll call. 2. Approval of the agenda, as presented. 3. Approval of minutes of October 30, 2024, special session, as presented. 4. Resolution rescheduling date of hearing to adopt the FY2025 budget as November 25, 2024, at 4:00 p.m., and directing publication of said notice. 5. Public hearing on adopting the FY2025 budget – Hearing canceled and rescheduled to November 25, 2024. 6. Resolution approving hiring Eric Schumacher to the position of Field Locate Technician, at a rate of $21.00 per hour plus benefits, effective December 2, 2024, and subject to a background check and pre-employment physical. 7. Adjourn. Kelley Felchle Board Secretary WATERLOO Telecommunications Utility Board of Trustees TELECOMMUNICATIONS UTILITY BOARD OF TRUSTEES Mollenhoff Conference Room October 30, 2024 4:00 p.m. 1. Members present: Mr. Van Fleet, Mr. Kurtenbach, Mr. Young, and Mr. Batemon. Absent: Ms. Wienands. 2. Moved by Kurtenbach seconded by Young that the agenda, be approved. Voice vote- Ayes: Four. Motion carried. Mr. Van Fleet commented that he will be recusing himself from the vote and discussing on Public Hearing Item No. 6 due to a conflict of interest. 3. Moved by Kurtenbach seconded by Batemon that the minutes of October 16, 2024, Regular Session, as amended, be approved. Voice vote-Ayes: Four. Motion carried. Mr. Kurtenbach requested a change to his comments regarding the annual Calix Support License. Kelley Felchle, Board Secretary, confirmed she would amend and clarify the wording. 4. Moved by Kurtenbach seconded by Young to adopt a resolution approving hiring Ross Horbach to the position of Product and Services Manager at a salary of $80,000 per year plus benefits, effective October 31, 2024, conditioned on passing a background check and executing an employment agreement, and rescinding Resolution No. 2024-011. Roll Call Vote-Ayes: Four. Motion carried. Resolution No. 2024-14. Eric Lage explained this hire was approved at the last meeting; however, the start date has been changed to November 4 from October 31, 2024. 5. Moved by Kurtenbach seconded by Young to adopt a resolution approving hiring Doug Anderson to the position of Bookkeeper at an hourly rate of $31.00 per hour plus benefits, effective November 18, 2024, conditioned on passing a background check. Roll Call Vote-Ayes: Four. Motion carried. Resolution No. 2024-15. Eric Lage shared information on the selection process and said they are looking forward to adding Doug to the team. 6. Public Hearing on an Office Lease for 402 E. 4th Street. 6.1. Moved by Young seconded by Batemon to open public hearing and receive and file notice of hearing. Voice vote-Ayes: Three. Abstain: One (Mr. Van Fleet) Motion carried. 6.2. Moved by Young seconded by Batemon to close public hearing. Voice vote- Ayes: Three. Abstain: One (Mr. Van Fleet) Motion carried. 6.3. Moved by Young seconded by Batemon to adopt a resolution approving a Lease Agreement with Twin Trees, LLC to lease office space at 402 E. 4th Street, in conjunction with the Request for Proposal to Lease an Office Facility, subject to negotiating final terms, and authorizing the General Manager of Telecommunications to negotiate said terms. Roll Call Vote-Ayes: Three. Abstain: One (Mr. Van Fleet) Motion carried. Resolution No. 2024-16. Mr. Young commented that he worked in an ad hoc committee with Eric Lage and Kelley Felchle on working through the RFP process. Through the process they determined that renting in the first few years it is most advantageous of the utility. He explained that the process started in March with the RFP going out to real estate brokers, owners, etc. Five proposal responses were received and graded against our criteria, resulting in two finalists. Ultimately selecting 402 E. 4th Street as the ideal location, due to the rent and flexibility. The end goal is to be in a city-owned facility that houses office space, retail space for customers, with a yard and shop to keep our equipment in. This process would likely take 2-3 years to complete. Page 2 Mr. Batemon questioned the space available for parking as the utility grows. Eric Lage, General Manager of Telecommunications, explained that currently we have five utility vehicles, and the lease provides for thirty spaces. He commented that there is also space for equipment on Idaho Street. Mr. Kurtenbach questioned how soon we could anticipate construction renovations. Kelley Felchle, Board Secretary, commented that once the lease is finalized, those discussions could move forward. She shared that they have met with INVISION to go over the desired changes, which are quite minimal and are below the threshold that INVISION would typically take on. So, the changes would likely be managed in- house, with INVISION drawing up any construction plans for us. Approvals for this would come before the Board. Mr. Kurtenbach questioned if the move-in timeline would be in February or March. Eric Lage confirmed that is likely and explained that the lease begins November 15, possession of the space would happen by the years end and renovations would likely start at the new year. Mr. Young thanked Mr. Van Fleet for recusing himself from the process due to his interest in the company that owns of the building. 7. Discussion of the FY2025 budget. Eric Lage, General Manager of Telecommunications, explained that the document uploaded with the packet is a summary of the operational budget but did not include any capital expenses or revenues. The state budget form he sent out does include projected expenses and proceeds from long term debt. The board discussed the budget with Eric Lage. 8. Moved by Kurtenbach seconded by Batemon to adopt a resolution setting date of hearing as November 14, 2024, to adopt the FY2025 budget and authorizing the Board Secretary to publish said notice. Roll Call Vote-Ayes: Four. Motion carried. Resolution No. 2024-17. Mr. Kurtenbach questioned the need to push this item out to a separate meeting. Kelley Felchle, Board Secretary, explained the need is due to timing for financing. 9. General update from the General Manager of Telecommunications and consultants . Eric Lage, General Manager of Telecommunications shared that the property that was purchased on Idaho Street has some liens that we are waiting to be cleared. The goal was to have the hut approved at the November 4, Council Meeting however with the unknowns with the liens, we are moving it back to be approved by the Utility Board on November 14 and City Council on November 18. Mr. Van Fleet questioned if the cost is in line with what have already purchased. Eric Lage explained that it is comparing apples to oranges because the first hut was just the hut, but the second hut includes the DC plant and generator and is also under a different contractor. The prices are a little higher but vastly under budget. Eric Lage shared that he is looking forward to the awards next week and the week after that is our Go Live Event out on Ridgeway by Amy Wienands’ office and will also be at Strictly Business on November 14 and will leave immediately after the meeting. Board members discussed their participation in the upcoming events. Page 3 Kelley Felchle, Board Secretary, provided an update of ongoing administrative projects and finalizing the lease. Eric shared that ITG has begun laying conduit in Phase II near Public Works. 10. Adjourn. With no further business before the board, it was moved by Kurtenbach seconded by Batemon that the meeting be adjourned at 4:33 p.m. Voice vote-Ayes: Four. Motion carried. Kelley Felchle Board Secretary