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HomeMy WebLinkAbout06.20.2024.telecommunications minutes TELECOMMUNICATIONS UTILITY BOARD OF TRUSTEES City Council Chambers June 20, 2024 4:00 p.m. 1. Members present: Van Fleet, Batemon, Kurtenbach, Young, and Wienands. 2. Moved by Young seconded by Kurtenbach that the agenda as presented, be approved. Voice vote-Ayes: Five. Motion carried. 3. Moved by Kurtenbach seconded by Young that the minutes of May 15, 2024, regular session, as presented, be approved. Voice vote-Ayes: Five. Motion carried. 4. Moved by Young seconded by Van Fleet to adopt a resolution approving Fiber Project Reimbursement Agreement by and between the City of Waterloo and the Waterloo Municipal Communications Utility and authorizing the Mayor and City Clerk to execute said document. Mr. Van Fleet commented that the wording pertaining to proportionate share seems to be arbitrary and suggested adding an exhibit to show percentages for reference. He further suggested adding additional verbiage that shores up any imbalance between the city's portion and the utility's portion at the end of the construction phase. Steve Nadel, Ahlers and Cooney, provided background on why the document was written as it was and questioned if the city had already approved the agreement. Kelley Felchle, Board Secretary, confirmed that the city council has already approved the agreement. Steve Nadel suggested the item be tabled until the next meeting to allow him to draft a supplement so the city wouldn't have to undo what it has done. Discussion continued between board members and Steve Nadel. Moved by Van Fleet seconded by Batemon to table the item until the July 17 meeting. Voice vote-Ayes: Five. Motion carried. 5. Moved by Young seconded by Wienands to approve interest payment to Community Bank and Trust for a working capital loan in the amount of$27,908.33. Voice vote-Ayes: Five. Motion carried. Eric Lage, General Manager, provided an overview of the item. He commented that we began drawing on this in September of 2023 at an interest rate of 6 percent and noted that this is sitting in our account at LSB at 5 percent interest, so our net on this is one percent. As of today, we have accrued about $24,000.00 worth of interest in that account with a net of about $3,700.00. 6. Moved by Van Fleet seconded by Young to approve a reimbursement payment to City of Waterloo for services, in the amount of$280,968.22. Eric Lage, General Manager, reviewed the item and explained that there is another invoice just under $900,000.00 covering from the start of the utility through April 1 that needs to be added. He commented that he needs to verify the reimbursement deadline and shared that it may be that we need to hold a special session next week to approve the item. Moved by Van Fleet seconded by Young to table the item until the next meeting or a special session. Voice vote-Ayes: Five. Motion carried. 7. Moved by Young seconded by Batemon to receive and file a notice of conclusion of employment for Tony Stabell and a severance payment of$2,800.00. Voice vote-Ayes: Four. Nays: One (Kurtenbach). Motion carried. Eric Lage, General Manager, reviewed the item and explained they are still working on language in the Employee Handbook that will limit the vacation entitlement if your employment terminates in the first year. Page 2 8. Moved by Van Fleet seconded by Wienands to approve a revised severance payment to Julie Eastman for an additional $94.13. Voice vote-Ayes: Four. Nays: One (Kurtenbach) Motion carried. Eric Lage, General Manager, explained the reason for the additional payout. 9. Moved by Kurtenbach seconded by Young to approve purchase of custom crystal cap markers from ACP International, in the amount of $18,140.00. Voice vote-Ayes: Five. Motion carried. Eric Lage, General Manager, explained that this replaces the current fiber markers that stick out of the ground near the vaults with a medallion that will be adhered to the lid of the vault, resulting in a cleaner look while still identifying our vaults. 10. Moved by Young seconded by Batemon to approve Change Order No. 2024-0014, for an increase of $16,350.75, in conjunction with the FY2023 Construction of a Fiber-to- the-Premise Feeder/Distribution and Backbone Network Project, Contract No. 1088. Voice vote-Ayes: Five. Motion carried. Eric Lage, General Manager, shared that the splice enclosure that we use has gone into back order for over two months and this will allow us to maintain forward progress with a different splice enclosure that is in stock. Mike Regan, Entrust, reported that ITG continues to make good progress and shared that they are now more than 50 percent through the first phase. Locates are keeping up with drilling activities, and August is the target for bidding out the next shelter. Eric Lage provided an update sharing that they are looking at going to South Front Networks that will get us a second physical connection to CFU but also to other providers. Work continues on payroll and financial software, and Camvio was on site two weeks ago to provide training. Mr. Kurtenbach questioned if we are moving forward with hiring field staff. Eric Lage explained that at this time it makes sense in the immediate future to continue with ITC's techs for support. A maintenance contract with ITG is being explored to assist with any fiber cuts, possible vault damage, etc. 11. Moved by Kurtenbach seconded by Young to adjourn to a closed session at 5:05 p.m. pursuant to Iowa Code Section 388.9(1) to discuss marketing and pricing strategies or proprietary information if its competitive position would be harmed by public disclosure not required of potential or actual competitors, and if no public purpose would be served by such disclosure. Roll Call vote-Ayes: Five. Motion carried. Moved by Kurtenbach seconded by Batemon to adjourn from a closed session at 6:05 p.m. Voice vote-Ayes: Five. Motion carried. 12. Adjourn. With no further business before the board, it was moved by Kurtenbach seconded by Wienands that the meeting be adjourned at 6:05 p.m. Voice vote-Ayes: Four. Motion carried. Xef(ey Fefchfe Kelley Felchle Board Secretary