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.
July 14, 2021
Executive Session – 5 – 5:45 p.m.
Pursuant to ORS 40.225, ORS 192.660(2)(e), ORS 192.660(2)(f), and ORS 192.660(2)(h); attorney-client privilege, to deliberate with persons designated to negotiate real property transactions, to consider information and records exempt from public inspection, and to consult with counsel concerning legal rights and duties with regard to pending or potential litigation. The executive session is non-public.
Regular Board Meeting – 6:00 p.m.
The public is invited to join this meeting and will commence at approximately 6:00 p.m., after the conclusion of the 5:00 p.m. executive session. The public will be prompted to address the Board during Business from the Audience and during the public hearings. (See instructions to join below.) Public comment may also be submitted to the Board in advance to be entered into the record via our Contact Us form by Noon, July 14. Detailed agenda further down the page.
Executive Session – to commence at approximately 7:30 p.m.
Pursuant to ORS 40.225, ORS 192.660(2)(e), ORS 192.660(2)(f), and ORS 192.660(2)(h); attorney-client privilege, to deliberate with persons designated to negotiate real property transactions, to consider information and records exempt from public inspection, and to consult with counsel concerning legal rights and duties with regard to pending or potential litigation. The executive session is non-public and will commence following the conclusion of the Regular Board Meeting.
Special Meeting, if needed – to commence at approximately 8:00 p.m.
The purpose of this open meeting is to allow potential Board action following executive session. The meeting will commence after the conclusion of the 7:30 p.m. executive session, if needed.
Instructions to Remotely Join the Regular Board Meeting and the Special 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
Regular Board Meeting – 6:00 p.m.
Agenda – Revised
I. Call to Order
- A. Pledge of Allegiance
II. Business from the Audience
III. Business from the Board
- A. Consent Agenda - Action – 10 min
- 1. Approval of Minutes
- 2. Adopt/Approve Bids/Proposals
- a. WSC Bid No. 2021-11, Slow Sand Filter Plant RE-Sand Filter Bed
- b. WSC Bid No. 2021-24, 2022 F-550 Chassis 4X4 SD Crew Cab
- c. ESC RFP No. 11.21, 2022 50 ft. Digger Derrick
- 3. Approval of Accounts Paid Listing
- B. Public Hearing: Proposed Purchase and Sale Agreement by and between EWEB and SUB – 15 min
- 1. Staff Presentation
- 2. Public Testimony
- C. Consideration to Approve Purchase & Sale Agreement – Action – 5 min
- D. Public Hearing: Proposed Amendments to SUB Board Policies, Chapter 5-Water, Section 1-Connections to Service, as Related to Fire Service and Usage Charges. – 15 min
- 1. Staff Presentation
- 2. Public Testimony
- E. Consideration to Adopt Ordinance 0-21-1 and Ordinance 0-21-2, Approving Amendments to SUB Board Policies, Chapter 5-Water, Section 1-Connections to Service – Action – 5 min
- F. Review RFP 2021B1, Review of General Manager’s Compensation Package – Action – 10 min
IV. Business from the General Manager
- A. Downtown Voltage Conversion Update – 10 min
- B. Diversity, Equity, and Inclusion Update – 10 min
- C. Board Goal Setting – 10 min
- D. Staff Report Update on Water Division Priorities – 5 min
- E. Telecommunications Update 5 min F. Team Springfield Update – 5 min
V. Other Business from the Board
- A. Board Member Updates – 10 min
- B. Future Board Agenda Items – 5 min
VI. Adjournment
Total Time: 120 min
Minutes
Regular Board Meeting – July 14, 2021
Minutes
Board approved at August 11, 2021 Regular Board Meeting
Chair Eyster called the regular board meeting of the Springfield Utility Board (SUB) to order at 6:02 p.m. and lead everyone in the Pledge of Allegiance.
Attendance
Board: Mike Eyster, Chair; Robert Scherer, Vice-Chair; David Willis; John DeWenter; Mark Molina.
Staff: Jeff Nelson; Sanjeev King; Greg Miller; Nicole Dalke; Dave Embleton; Tamara Pitman; Cindy Flaherty; Cynthia Scoble – joined remotely; Joe Leahy and Matt Dahlstrom, Attorneys for the Board.
Others: None.
Business from the Audience
None.
Business from the Board
Consent Agenda
Minutes
- May 5, 2021 SUB/RWD Joint Board Work Session
- June 15, 2021 Board Retreat Work Session
Accounts Paid - June 2021
Bids/Proposals
- WSC Bid 2021-11, Re-Sand Filter Bed at Slow Sand Filtration Plant to Cadman Materials for a total amount of $228,267.90, for the lowest bid meeting specifications (Exhibit A).
- WSC Bid 2021-24, 2022 F-550 Chassis 4x4 SD Crew Cab to Northside Ford Truck Sales, Inc. for a total amount of $53,577.04 (Exhibit B).
- ESC RFP 11.21, 2022 50-ft. Digger Derrick to Altec Industries for a total amount of $352,464.00, with a long lead time purchase with delivery and payment in 2022 (Exhibit C).
* Mark Molina moved to approve the Consent Agenda.
* Chair Eyster asked for discussion on the motion. John DeWenter offered suggested revision to the draft minutes for the June 15, 2021 Board Retreat Work Session: Page 1, High Priority Goals: the sentence following Goal #4, revise to read as, “Push this goal to 2022.” Board was in consensus.
* The Board then took a vote on the motion on the floor to approve the Consent Agenda, as modified. This motion carried unanimously 5:0.
Public Hearing on Proposed Purchase and Sale Agreement By and Between EWEB and SUB
Chair Eyster opened the public hearing at 6:05 p.m. for the proposed Purchase and Sale agreement by and between EWEB and SUB.
Jeff Nelson made note of his memo, Glenwood Infrastructure Update (Exhibit D) which the Board has reviewed, and turned the time over to Standards and Planning Engineer Tamara Pitman who has worked diligently on the Glenwood transmission project since 2016. Ms. Pitman then provided an update on the proposed Purchase and Sale Agreement between SUB and EWEB, which involves the sale of EWEB’s lot 300 to SUB, and includes an exchange of easements to SUB and EWEB where SUB is to acquire easement on EWEB lot 300, and EWEB is to acquire easement across lots 1000 and 1100, and an access easement from 22nd avenue to lot 700. In addition, Ms. Pitman discussed a proposed water asset sale agreement, which is also to be included in the Purchase and Sale Agreement.
Public Testimony on Proposed Purchase and Sale Agreement By and Between EWEB and SUB
As there were no public comments, Chair Eyster closed the public hearing at 6:08 p.m.
Consideration to Approve Purchase and Sale Agreement
Based on the discussion during the 5:00 p.m. Executive Session and following tonight’s public hearing, the Board took the following action.
* Mark Molina moved to authorized the General Manager to execute the Purchase and Sale Agreement by and between EWEB (a municipal utility of the City of Eugene) and the City of Springfield, acting by and through the Springfield Utility Board for the price and terms discussed in the July 14 Executive Session held prior to this meeting, and that Exhibits and Agreement are subject to review by SUB legal counsel prior to execution. This motion carried unanimously 5:0.
Public Hearing on Proposed Amendments to SUB Board Policies, Chapter 5-Water, Section 1-Connections to Service, as Related to Fire Service & Usage Charges
Chair Eyster opened the public hearing at 6:15 p.m.
Referring to their memo on Fire Service Policy Amendments (Exhibit E) Greg Miller and Dave Embleton provided an update to the Board, noting that the proposed amendments to policy will provide more definition around fire services and authorized/unauthorized fire service use.
Public Testimony on Proposed Amendments to SUB Board Policies, Chapter 5-Water, Section 1-Connections to Service, as Related to Fire Service & Usage Charges
As there were no public comments, Chair Eyster closed the public hearing at 6:24 p.m.
Consideration to Adopt Ordinance 0-21-1 and Ordinance 0-21-2, Approving Amendments to Board Policies, Chapter 5-Water, Section 1- Connections to Service
Following brief discussion, Chair Eyster noted he would entertain a motion from the Board.
* David Willis moved to adopt Ordinance 0-21-1, and Ordinance 0-21-2, approving amendments to Chapter 5- Water, Section 1-Connections to Service, as presented (Exhibit F). This motion carried unanimously 5:0.
Review RFP 2021B1, Review of General Manager Compensation Package
Chair Eyster noted that SUB policy states that the Board will consider comparable utility general manager salaries, and in order to gather information to identify those comparable salaries, a Request for Proposal (RFP) 2021B1 Review of General Manager’s Compensation Package (Exhibit G) was posted to SUB’s website on June 2, 2021 with a deadline of June 23, 2021. Eyster noted that just one proposal was received.
Human Resources Manager Nicole Dalke discussed other options the Board may consider. SUB legal counsel Joe Leahy also advised on the RFP process.
Following discussion on the potential to repost the RFP with an extended deadline, Board consensus was for SUB legal counsel to update the insurance specifics for the RFP, for Human Resources Manager Nicole Dalke to assist with reaching out to other consultants, and for the RFP to allow 30 days from when it is reposted to the website to allow adequate time for proposals to be submitted.
Business from the General Manager
Staff Report Update on Water Division Priorities
Jeff Nelson, noting this was an item that had to be pushed out due to time at last month’s Board meeting, he requested this item be moved up on the agenda.
Greg Miller then shared an updated on his memo, Current Water Division Priorities / Focal Points (Exhibit H).
Downtown Voltage Conversion Update
Sanjeev King reviewed his memo on Downtown Springfield Conversion Update (Exhibit I).
Jeff Nelson wanted to recognize Sanjeev King, Dan Norland, and the rest of the team and extended his appreciation of all their hard work on the voltage conversion plan and the different phases entailed in this project.
Diversity, Equity, and Inclusion Update
Jeff Nelson shared a brief update with the Board on his memo, DEI Update (Exhibit J).
Board Goal Setting
Mr. Nelson referred to his memo on SUB Goal Setting (Exhibit K) which included information that the Board received from the facilitated portion of its June 15, 2021 Board Retreat Work Session. He noted this information was to assist the Board on the timing for a strategic plan for Board goal setting and priorities for the remainder of 2021, as well as for 2022 goals.
Telecommunication Update
No update, due to the interest of time.
TEAM Springfield Update
None.
Other Business from the Board
Board Member Updates
Mark Molina suggested that since Pat Riggs-Henson retired from the Board during the pandemic and formal recognition was not possible, that the Board now recognize Ms. RiggsHenson in the near future for her many years of devotion to SUB and its customers.
Robert Scherer recalled that Ms. Riggs-Henson had expressed an interest in a position on the Budget Committee, and recommended the Board invite her to the midyear Budget Committee meeting.
Chair Eyster offered to reach out to Ms. Riggs-Henson to confirm her interest.
David Willis shared comments regarding the dynamics of attending the APPA National Conference as a virtual venue. He enjoyed the conference and found the content interesting and beneficial.
Jeff Nelson reminded the Board of the Oregon Municipal Electric Utilities Association plans to hold its annual meeting in Sisters, Oregon, on October 28-29. Board members interested in attending should let Cindy Flaherty know so she may assist with lodging and registration.
Future Board Agendas
Jeff Nelson noted that Cynthia Scoble is to provide an update on cyber security at the August Board meeting.
Adjournment
The meeting was adjourned by consensus at 7:32 p.m.
Mike Eyster, Board Chair
Jeff Nelson, Board Secretary