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HomeMy WebLinkAbout5/27/26 Telecom Board Meeting MinutesTELECOMMUNICATIONS UTILITY BOARD OF TRUSTEES Council Chambers May 27, 2026 4:00 p.m. 1. Members present: Mr. Van Fleet, Mr. Kurtenbach, Mr. Young, Mr. Batemon (Joined at 4:06pm) and Ms. Wienands (Joined at 4:06pm). 2. Moved by Kurtenbach seconded by Young that the agenda as proposed, be approved. Voice vote-Ayes: Three. Motion carried. 3. Moved By Kurtenbach seconded by Young that the meeting minutes of April 29, 2026, as presented, be approved. Voice vote-Ayes: Three. Motion carried. 4. Moved by Kurtenbach seconded by Young that, Resolution No. 2026-09, authorizing payment of bills for October 2025 and April 2026, be adopted. Roll Call vote-Ayes: Three. Motion carried. 5. Moved by Kurtenbach seconded by Young that, Resolution No. 2026-10, approving authorizing official banking signatures, be adopted. Roll Call vote-Ayes: Three. Motion carried. Mr. Kurtenbach wanted clarification that two signatures are required. Kelley Felchle, Board Secretary, confirmed that two are required and provided an overview of the resolution. 6. Moved by Kurtenbach seconded by Young for a motion to approve an agreement with TD Madison of Virginia Beach, VA for Retained Recruiting Services and authorizing the General Manager of Telecommunications to execute said document. Dean Madison, TD Madison, provided an overview of the company’s services, explaining that the firm typically develops recruitment brochures outlining the organization’s mission and key details. He also described the calibration process conducted with initial candidates to help clients identify the most suitab le fit. Mr. Van Fleet requested further clarification of the timeline of their services. Dean Madison explained that the process is typically a ninety-day process, broken down into three increments. For the first thirty days, they focus on creating and distributing the recruitment brochures, reaching out to candidates, and conducting the calibration exercise. He stated that for the next thirty days, their goal is to narrow down the pool to the final two or three candidates. The final thirty days are set up for the panel interviews. He shared that they focus more on candidates from the Midwest. Ms. Wienands questioned how many candidates they should expect from the start. Docusign Envelope ID: 6CF2B984-02AE-8652-81CD-14B290D27496 Page 2 Dean Madison estimated around three to five candidates should be expected. He stated that he doesn’t want to overwhelm the board with the number of candidates and will be focused on finding the right individual. Ms. Wienands asked if they would have to reevaluate things like job descriptions or wages if they do not locate a suitable number of candidates. Dean Madison explained they would have to evaluate what the obstacles are and the company could spread the search further if needed. Mr. Young asked how the Board could assist in the process. Dean Madison explained that they would just need regular feedback and communication regarding what expectations are. Mr. Kurtenbach inquired if there were already a couple of interested candidates. Dean Madison stated they currently are not but have done some research on individuals he believes would make suitable candidates. Mr. Van Fleet mentioned that they are still looking into the legal aspect of the proposal. Kelley Felchle, Board Secretary, expressed that they still need a bit of time to examine that information with the attorney. Moved by Kurtenbach seconded by Young for a motion to table this item until the next meeting. Voice vote-Ayes: Five. Motion carried. 7. Moved by Kurtenbach seconded by Young for a motion to receive and file a notice of conclusion of employment of Eric Lage and approving a payout of unused benefits per the Employee Handbook in the amount of $8,427.56 and authorizing the General Manager of Telecommunications to execute said document. Voice vote-Ayes: Five. Motion carried. Mr. Van Fleet requested confirmation that this payout is only for vacation and unused benefits. Kelley Felchle, Board Secretary, confirmed. Missy Gearhart, City of Waterloo, stated that she will create a form that provides details of the payout. 8. Update from general manager and consultants. Docusign Envelope ID: 6CF2B984-02AE-8652-81CD-14B290D27496 Page 3 Ben Stienman, Interim General Manager, expressed that he had spent last week meeting with various Waterloo Fiber employees to see how he could assist with issues they may be experiencing. He also stated that he has experience with General Managers in the past and would like to assist the Board with locating a new General Manager any way he can. Missy Gearhart, City of Waterloo, stated that she is currently in the process of getting familiar with the Employee Handbook. Kelley Felchle, Board Secretary, expressed that she has been assisting with facilitating Eric Lage’s departure and setting up the interim period until a new General Manager is hired. She also reminded the Board that a special session will have to likely oc cur next week to discuss consulting agreements for the Interim General Manager, and to also get the agreement with TD Madison approved or to address any changes. She confirmed she has also been working with PDCM on the liability insurance renewal for Waterloo Fiber. Mr. Van Fleet inquired if Board approval is necessary for the revised job description for next week’s special session. Kelley Felchle confirmed that it is not necessary. She stated that she will send the revised description to the Board for review. David Herbsleb, ITG, conveyed his best wishes to the Board in its search for a new General Manager and offered his assistance as needed throughout the transition process. Mr. Van Fleet expressed to David Herbsleb that if there are any associations ITG has that may assist in locating a new General Manager, it would be greatly helpful. David Herbsleb stated that he would investigate that. Mike Regan, Entrust, gave a brief construction update. He stated that they have turned over eleven of the seventeen task orders to the City of Waterloo. They are currently targeting task order eleven next month. He also mentioned the scope of work for hut number three is completed. Mr. Van Fleet inquired whether any communication gaps exist while the Board is conducting the search for a new General Manager. Mr. Kurtenbach questioned if there were any more delays with the work downtown. Mike Regan stated that now that the weather has improved, the plan is to continue work downtown. He requested that David Herbsleb provide further details on the schedule. Docusign Envelope ID: 6CF2B984-02AE-8652-81CD-14B290D27496 Page 4 David Herbsleb mentioned that they are currently wrapping up the areas in Task Order Three, and focused on getting more work done downtown. 9. Adjourn. With no further business before the board, it was moved by Kurtenbach seconded by Young that the meeting be adjourned at 4:37 p.m. Voice vote-Ayes: Five. Motion carried. Kelley Felchle Board Secretary Docusign Envelope ID: 6CF2B984-02AE-8652-81CD-14B290D27496