Date
Time
Agenda
For the hearing-impaired, an interpreter can be provided with 48 hours' notice prior to the meeting. To arrange for this service, call (541) 744-3603.
“The Mission of the Springfield Utility Board is to provide safe, reliable, cost-effective utility-related services to the citizens and businesses of the Springfield community.”
To ensure safe public meetings, we continue to follow current and up-to-date COVID precautions.
Springfield Utility Board Meetings – December 8, 2021
At this time, Springfield Utility Board (SUB) is holding hybrid meetings – remotely, and in-person in SUB’s Board Meeting Room located in the Annex Building at 223 A Street, and may have limited in-person access due to COVID precautions.
Special Work Session – 5 to 5:30 p.m.
The Springfield Utility Board will hold a special work session to review Commercial Industrial Customer Survey. The public is invited to join this open session. Please note the Board does not hear public input during special work sessions.
Executive Session – approximately 5:30 p.m.
The Springfield Utility Board plans to meet in a non-public executive session pursuant to ORS 40.225, ORS 192.660(2)(e), and 192.660(2)(f); attorney-client privilege, to conduct deliberations with persons designated to negotiate real property transactions, and to consider information or records that are exempt by law from public disclosure, including written advice from attorneys. This executive session is planned to commence at approximately 5:30 p.m., if time allows following the conclusion of the special work session, otherwise this session may be canceled by Board consensus.
Regular Board Meeting – 6 p.m.
See detailed agenda on next page. The public is encouraged to join the public meetings via phone or internet. This meeting is scheduled to commence at approximately 6 p.m., after the conclusion of the 5:00 p.m. executive session. Members of the public wishing to address the Board will be prompted to share general comments related to utility business during Business from the Audience, and will be prompted during the public hearings to share input to the Board on the proposed 2022 Budget and proposed utility rates for 2022. The public may also submit public comment in advance to be entered into the record via email by Noon, December 8, by using our Contact Us form.
Instructions to Join 5:00 p.m. Special Work Session and 6 p.m. Regular Board Meeting
Use this one-touch link to join from your computer, tablet, or smartphone: https://global.gotomeeting.com/join/763970301
To join using the GoToMeeting App, enter meeting ID: 763-970-301
Use your telephone for Audio Only Mode – please mute your microphone to cancel background noise:
Call-in: (866) 899 4679 (Toll-Free)
Call-in: (571) 317-3116 (Long Distance charges may apply)
Access Code: 763-970-301
Oregon Relay/TTY: 711 -or- (800) 735-1232
Executive Session – approximately 7:30 p.m.
SUB’s Board also plans to meet in non-public executive session, if needed, pursuant to ORS 40.225, ORS 192.660(2)(e), and 192.660(2)(f); attorney-client privilege, to conduct further deliberations with persons designated to negotiate real property transactions and to consider information or records that are exempt by law from public disclosure, including written advice from attorneys. This meeting is to commence after the conclusion of the 6:00 p.m. regular Board meeting.
Regular Board Meeting – 6 p.m.
Agenda
I. Call to Order
- A. Pledge of Allegiance
II. Business from the Audience
III. Business from the Board
- A. Consent Agenda - Board Action – 5 min
- 1. Approval of Minutes
- 2. Approval of Accounts Paid Listing
- B. Second Public Hearing on Proposed 2022 Utility Budget – 10 min
- C. Consideration to Adopt Resolution 21-7, Approving the 2022 Budget- Board Action – 5 min
- D. Second Public Hearing on Proposed Water Rate Increase – 10 min
- E. Consideration to Adopt Resolution 21-8, Approving Water Rate Increase- Board Action – 5 min
- F. Second Public Hearing on Proposed Electric Rate Increase – 10 min
- G. Consideration to Adopt Resolution 21-9, Approving Electric Rate Increase - Board Action – 5 min
- H. Second Public Hearing on Proposed Dark Fiber Rate Increase – 10 min
- I. Consideration to Adopt Resolution 21-10, Approving Dark Fiber Rate Increase - Board Action – 5 min
IV. Business from the General Manager
- A. Water System Master Plan - Board Action – 5 min
- B. In Lieu of Tax Update - Board Action 5 min
- C. Sewer Billing Update - Possible Board Action – 5 min
- D. Update on Board Policies 5 min E. 2022 Goals - Board Action – 5 min
- F. Telecommunications Update 5 min G. Update on Diversity, Equity, and Inclusion – 5 min
- H. Team Springfield Update – 5 min
V. Other Business from the Board
- A. Election of Board Chair/Vice-Chair for 2022 - Board Action – 5 min
- B. January Board Retreat - Discussion of Topics – 10 min
- C. Upcoming Processes for Evaluation of Board Performance and General Manager Performance – 5 min
- D. Board Member Updates – 5 min
- E. Future Board Agenda Items – 5 min
VI. Adjournment
Total Time: 135 min
Minutes
Board approval at February 9, 2022 Regular Board Meeting
Attendance
In-Person
Board: Mike Eyster, Chair; Robert Scherer, ViceChair; David Willis; John DeWenter; Mark Molina.
Staff: Jeff Nelson; Cindy Flaherty; Matt Cox, Attorney for the Board.
Remote
Staff: Sanjeev King; Greg Miller; Matt Dahlstrom, Attorney for the Board.
Others: Jeff Paschall, City of Springfield.
Call to Order
Chair Eyster called the regular Board meeting of the Springfield Utility Board (SUB) to order at 6:03 p.m. and led everyone in the Pledge of Allegiance.
Business from the Audience
None.
Business from the Board
Consent Agenda
Minutes
- October 13, 2021, Regular Board Meeting
- October 13, 2021 Special Meeting
Accounts Paid - November 2021
* John DeWenter moved to approve the Consent Agenda, as presented. Mark Molina seconded the motion. This motion carried unanimously 5:0.
Second Public Hearing on Proposed Water Rates
The Board held the second of two public hearings to gather input on the proposed 5% water rate increase. Jeff Nelson noted his presentation on Proposed 5.0% Water Rate Change Effective January 1, 2022 – 2nd Public Hearing (Exhibit A) is similar to the one shared at the November 10 Board meeting and was provided to the Board for review prior to the meeting tonight. Chair Eyster opened the public hearing at 6:05 p.m. As there were no public comments, Chair Eyster closed the public hearing at 6:07 p.m.
Consideration to Adopt Resolution 21-8, Approving Proposed Water Rate Increase
Following the close of the public hearing and brief discussion, the Board took the following action:
* David Willis moved, and Mark Molina seconded, to adopt Resolution 21-8 (Exhibit B), approving a 5% overall water rate increase, with 50% to be applied to the base charges, and 50% to be applied to the usage charges, to be effective January 1, 2022, on all bill statements rendered on or after February 1, 2022. This motion carried unanimously 5:0.
Second Public Hearing on Proposed Electric Rates
The Board held the second of two public hearings to gather input on the proposed 2% electric rate increase. Jeff Nelson’s presentation on April 2022 Proposed Electric Rate Increase – 2nd Public Hearing (Exhibit C) is similar to the one shared at the November 10 Board meeting. Chair Eyster opened the public hearing at 6:09 p.m. Hearing no public comments, Chair Eyster closed the public hearing at 6:10 p.m.
Consideration to Adopt Resolution 21-9, Approving Proposed Electric Rate Increase
Following the close of the public hearing, the Board took the following action:
* David Willis moved, and John DeWenter seconded, to adopt Resolution 21-9 (Exhibit D), approving an overall 2% electric rate increase, as presented, and to be effective April 1, 2022, on all bill statements rendered on or after May 1, 2022. This motion carried unanimously 5:0.
Second Public Hearing on Proposed Dark Fiber Rates
The Board also held the second of two public hearings to gather input on the proposed 2.5% dark fiber rate increase. Jeff Nelson’s presentation on Dark Fiber Rate Schedule: Proposed Rate Increase (Exhibit E) is similar to the one shared at the November 10 Board meeting. Chair Eyster opened the public hearing at 6:11 p.m. As there were no public comments, Chair Eyster closed the public hearing at 6:12 p.m.
Consideration to Adopt Resolution 21-10, Approving the Proposed Dark Fiber Rate Increase
Following the close of the public hearing, the Board took the following action:
* Mark Molina moved, and John DeWenter seconded, to adopt Resolution 21-10 (Exhibit F), approving an overall 2.5% dark fiber rate increase, as presented, and to be effective April 1, 2022, on all bill statements rendered on or after May 1, 2022. This motion carried unanimously 5:0.
Second Public Hearing on Proposed 2022 Budget
Vice-Chair Scherer recommended this item be moved down on the agenda after the public hearings on the proposed rates. The Board was in consensus of Scherer’s recommendation.
The Board then held the second of two public hearings to gather input on the proposed 2022 Budget. Mr. Nelson’s presentation on the 2022 Proposed Budget (Exhibit G) is similar to the one shared at the November 10 Board meeting. Jeff Nelson’s Supplemental Budget Message (Exhibit H) includes materials as related to modifications from the initial propose budget. Chair Eyster opened the public hearing at 6:13 p.m. Hearing no public comments, Chair Eyster closed the public hearing at 6:14 p.m.
Consideration to Adopt Resolution 21-7, Approving Proposed 2022 Utility Budget
After the close of the public hearing, the Board took the following action:
* John DeWenter moved, and Mark Molina seconded, to adopt Resolution 21-7 (Exhibit I), approving the 2022 Utility Operating Budget, as presented, and as recommended by the Budget Committee. This motion carried unanimously 5:0.
Business from the General Manager
Water System Master Plan Greg Miller shared an update on the proposed Water System Master Plan recently received from consultants Murraysmith. He referred to memos provided by Murraysmith and the Oregon Health Authority (Exhibit J).
Following thorough discussion, the Board made the following motion:
* Mark Molina moved, and David Willis seconded, to approve the Water System Master Plan, as presented. This motion carried unanimously 5:0.
In Lieu of Tax Update
Following brief discussion earlier during the 5:30 p.m. executive session, the Board took the following action.
* Mark Molina moved, and David Willis seconded, to authorized the General Manager to execute a new payment in-lieu-of-tax agreement, and with the understanding that there may be changes, which are not substantial, at the determination of the General Manager and legal counsel. This motion carried unanimously 5:0.
Sewer Billing Update
Jeff Nelson shared a brief update on sewer billing services that SUB handles for the City of Springfield. Noting that as part of this exercise of resetting both In-Lieu-of-Tax and sewer billing, he noted that he shared with the City that the charges for sewer billing would more than double than the charges that we have been charging the City for billing services for sewer. In addition, it is an acknowledgment that the In-Lieu-of-Tax payments will be going up, substantially, for payments from SUB to the City. The Board took no action at this time.
Update on Board Policies
Mr. Nelson shared that the Charter is now posted to the website and the website will be updated with the Board policies with the action that the Board has already taken.
2022 Goals
Referring to the 2022 Springfield Utility Board Goals-November 2021 Draft (Exhibit K), Mr. Nelson noted that this is an opportunity for the Board to discuss the 2022 goals and objectives and comments listed under those goals. Following thorough discussion on timeline and suggestions of revisions and additions to the 2022 Goals, the Board consensus for General Manager Nelson update the 2022 Goals, with the modifications addressed tonight, and bring an updated version back for Board review and any further discussion, potentially at the Board Retreat Work Session in January 2022.
Telecom Update and Update on Diversity, Equity and Inclusion
In consideration of time, Chair Eyster asked General Manager Nelson to send written updates to the Board on these two agenda items.
TEAM Springfield Update
None at this time.
Other Business from the Board
Election of Board Chair & Vice-Chair for 2022
Chair Eyster opened the election for the appointment of the 2022 Board Chair and Board Vice-Chair, and asked for nominations from the Board.
* John DeWenter moved to nominate Mike Eyster to serve as Board Chair for 2022, and Robert Scherer as Board Vice-Chair for 2022. Following discussion, Chair Eyster called for any other comments or nominations. Being none, Eyster asked for a vote on the motion to reappoint Mike Eyster to a second one-year term as Board Chair for 2022, and to reappoint Robert Scherer to a second one-year term as Board Vice-Chair for 2022. This motion carried unanimously 5:0.
January Board Retreat Discussion of Topics
Following discussion, Board consensus was to include the following topics at the Board Retreat Work Session scheduled for January 15, 2022: 2022 Goals, 20 Year Strategic Vision, Solar Power.
The Board scheduled a Board Retreat Work Session to be held in SUB’s Boardroom on January 15, 2022, 9:00 a.m. to 4:00 p.m.
Upcoming Processes for Evaluation of Board Performance & General Manager Performance
The Board shared discussion of the process for the Board’s self-evaluation on its performance in 2021. Brief discussion was also shared as related to the process for review of the General Manager performance for 2021. John DeWenter shared that HR Answers is to have her report to the Board no later than March 31, 2022.
Board Member Updates
The Board shared discussion on the upcoming Board meeting to be presented during the Springfield City Club at noon on January 6, 2022. Robert Scherer has a conflict and is not able to participate. Future Board Agendas None at this time.
Adjournment
The meeting was adjourned by consensus at 8:02 p.m.