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HomeMy WebLinkAbout06.18.2025.telecommunications_minutes Docusign Envelope ID:CDOA2BF1-D271-4F1E-ADC2-E826CB1A9C9B TELECOMMUNICATIONS UTILITY BOARD OF TRUSTEES City Council Chambers June 18, 2025 4:00 p.m. 1. Members present: Mr. Van Fleet, Mr. Kurtenbach and Mr. Young. Mr. Batemon and Ms. Wienands were absent. 2. Moved by Kurtenbach seconded by Young that the agenda as amended by removing item #14, be approved. Voice vote-Ayes: Three. Motion carried. 3. Moved by Kurtenbach seconded by Young approving the minutes of May 21, 2025, as proposed. Voice vote-Ayes: Three. Motion carried. 4. Moved by Kurtenbach seconded by Young approving a Resolution authorizing payment of bills for May 2025. Roll Call vote-Ayes: Three. Motion carried. Resolution No. 2025-011. 5. Moved by Kurtenbach seconded by Young approving Change Order No. CR-2025- 0021 with Entrust Solutions Group, of Warrenville, IL for a net increase of $105,537.82, in conjunction with the FY2023 Construction of a Fiber-to-the-Premise Feeder/Distribution and Backbone Network Project, Contract No. 1088, and authorizing the General Manager to execute said document. Voice vote-Ayes: Three. Motion carried. Eric Lage, General Manager, shared that this change order is for relocating our but from Linden Tower to Idaho Street. 6. Moved by Kurtenbach seconded by Young approving Change Order No. CR-2025- 0022 with Entrust Solutions Group, of Warrenville, IL for a net decrease of $215,078.15, in conjunction with the FY2023 Construction of a Fiber-to-the-Premise Feeder/Distribution and Backbone Network Project, Contract No. 1088, and authorizing the General Manager to execute said document. Voice vote-Ayes: Three. Motion carried. Eric Lage, General Manager, shared that this is the deduction is for Chautauqua Park that was previously discussed. 7. Moved by Kurtenbach seconded by Young approving Change Order No. CR-2025- 0023 with Entrust Solutions Group, of Warrenville, IL for a net increase of $5,878.40, in conjunction with the FY2023 Construction of a Fiber-to-the-Premise Feeder/Distribution and Backbone Network Project, Contract No. 1088, and authorizing the General Manager to execute said document. Voice vote-Ayes: Three. Motion carried. Eric Lage, General Manager, shared that this increase is for swapping a 144 count fiber for a 288 count fiber to create extra capacity to serve a trailer park. Docusign Envelope ID:CDOA2BF1-D271-4F1E-ADC2-E826CB1A9C9B Page 2 8. Moved by Kurtenbach seconded by Young approving a Resolution approving preliminary plans, specifications, form of contract, etc., resetting date of bid opening as July 3, 2025, and date of public hearing as July 16, 2025, in conjunction with the FY 2025 Prefabricated Shelter at 512 University Avenue, Contract No. 1113, and direct the Board Secretary to publish notice. Roll Call vote-Ayes: Three. Motion carried. Resolution No. 2025-012. Eric Lage, General Manager, explained that no bids were received on this RFP so they asked Entrust to go back to some of the bidders and ask for a reason why they didn't provide any proposals. Some said they didn't have the specific size of shelter available. This is resetting the specifications to a different size shelter and resetting some of the dates. 9. Public Hearing — FY 2025 Prefabricated Shelter at 512 University Avenue, Contract No. 1113, was canceled. 10. Moved by Young seconded by Kurtenbach approving a channel lineup and underlying agreements for said channel lineup and authorizing the General Manager to execute said agreements. Voice vote-Ayes: Three. Motion carried. Mr. Van Fleet acknowledged that there was a lot of work put into this and everything looks great. Mr. Young concurred. 11.Moved by Kurtenbach seconded by Young approving a Resolution setting date of hearing as July 16, 2025, to establish rates for the channel lineup, and directing the Board Secretary to publish notice. Roll Call vote-Ayes: Three. Motion carried. Resolution No. 2025-013. Mr. Kurtenbach questioned if we would be ready to begin hooking people up to TV after that. Eric Lage, General Manager, explained there was still quite a bit of work that needs to be done, as well as a testing phase. 12. Moved by Kurtenbach seconded by Young approving a Resolution hiring Danna Morrow to the position of Customer Service Manager, effective June 23, 2025, at a salary of $70,000.00 plus benefits, with an Employment Agreement and authorizing the Board Chair and Board Secretary to execute said document. Roll Call vote-Ayes: Three. Resolution No. 2025-014. Docusign Envelope ID:CDOA2BF1-D271-4F1E-ADC2-E826CB1A9C9B Page 3 Eric Lage, General Manager, introduced Danna and shared that she has been an employee of Waterloo Fiber as a Customer Support Representative prior to this role. Mr. Kurtenbach questioned if this would create another opening that would need to be filled. Eric Lage confirmed. 13. Moved by Kurtenbach seconded by Young approving a Resolution Approving Post- Issuance Compliance Policy. Roll Call vote-Ayes: Three. Resolution No. 2025-015. Eric Lage, General Manager, provided an overview of the policy. He shared that it is like a layer of protection when we take out Tax Exempt Revenue Bonds and prevents us from getting an audit by the IRS. The policy outlines how and when they can be spent and assets purchased with these bonds. The board members continued to discuss how funds can be used and where they could be deposited. Eric explained that as soon as the first round of funding is received, they will need to immediately reimburse the city for the cost that they have been carrying, which is approximately thirteen and a half million dollars. Travis Squires, Piper Sandler, provided an update on financing and shared that they have interest from a couple of investors. However, the problem has been the time it took to review and verify the proforma before going out to potential investors. This process left too short a timeline for them to comfortably complete the transaction. They will continue to see if they can find a solution by the end of the week. He also shared that though there was some interest from a couple of local Iowa banks, both have passed. They will continue to search for additional investors. Maggie Burger, Speer Financial, spoke to the timeline and asked if it would be possible to hold a meeting on Monday for an update. The board members agreed a Zoom call on Monday at 4:00 p.m. would work. Maggie Burger shared additional information on agenda item #13, Post-Issuance Compliance Policy, stating that it is not something that will need to be repeated. Mr. Van Fleet commented on the slowdown of the updated proforma and acknowledged it was important to get the proforma right. He commented that it was unfortunate, but also part of the due course of making sure things are correct in the proforma and up to date. 14. Resolution Directing the Acceptance of a Proposal to Purchase Not to Exceed $60,000,000 (amount subject to change) Communications Utility Revenue Capital Loan Notes Anticipation Project Note, Series 2025A, was tabled. Docusign Envelope ID:CDOA2BF1-D271-4F1E-ADC2-E826CB1A9C9B Page 4 15. Update from general manager and consultants. Eric Lage, General Manager, shared that work continues on the insurance renewal with PDCM, and that the audit will be conducted soon. Interviews were held today for the marketing position and there were some very good candidates. He further shared that the ribbon cutting event will be held on July 14, and 4:00 p.m. Mr. Van Fleet asked how My Waterloo Days went. Eric Lage commented that it was awesome and shared that after Ron Steele road through the parade as Grand Marshall, he came back for a second time with us wearing his Waterloo Fiber gear. Mr. Kurtenbach shared that he noticed that a crew working on Franklin recently had no Waterloo Fiber markings on their vehicles. He requested to get an update on where things are with each of the task orders, if the conduit is in, if they are splicing, release dates, and eventually what we are getting for connection. Eric Lage commented that it can be discussed in the closed session or be done one on one with whomever is interested. Mr. Kurtenbach questioned if the board could get a report next month on how soon we can see people getting hooked up. He also asked if we should hire people now if the contractor isn't getting more people in. Eric commented that he can share information in the closed session. Mike Regan, Entrust, provided an update on construction. The last two work orders in Phase I were just recently completed. The last task order in Phase 3 should be completed by early July. Concrete foundation for the Phase 2 shelter will be poured the week of June 30, and they anticipate it to be delivered and installed by mid-July. 16. Moved by Kurtenbach seconded by Young to adjourn to a closed session at 4:35 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: Three. Motion carried. 17. Adjourn. Moved by Kurtenbach seconded by Young to adjourn from closed session at 5:37 p.m. Roll Call vote-Ayes: Three. Motion carried. Docusign Envelope ID:CDOA2BF1-D271-4F1E-ADC2-E826CB1A9C9B Page 5 With no further business before the board, it was moved by Young seconded by Kurtenbach that the meeting be adjourned at 5:37 p.m. Voice vote-Ayes: Three. Motion carried. Signed by- 7 EECOA4420CDF4F2... Nancy Higby Deputy City Clerk