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.
June 9, 2021
Executive Session – 5 to 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. Public comment may also be submitted to the Board in advance to be entered into the record via email to subboard@subutil.com by Noon, June 9. 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
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Access Code: 763-970-301
Oregon Relay/TTY: 711 -or- (800) 735-1232
Regular Board Meeting – 6:00 p.m.
Agenda
I. Call to Order
- A. Pledge of Allegiance
II. Business from the Audience
III. Business from the Board
- A. Consent Agenda - Action Items – 5 min
- 1. Approval of Minutes
- 2. Approval of Accounts Paid Listing
- 3. Adopt/Approve Bids/Proposals
- a. WSC Bid No. 2021-21, 61st St. Pavement Restoration, Thurston Rd to 60th St.
- b. WSC Bid No. 2021-22, S. 68th Pl. Pavement Restoration, Forsythia to Cascade
- c. Water Rights Legal Services
IV. Business from the General Manager
- A. Management Updates – 35 min
- B. McKenzie Surface Water Treatment Plant Update – 10 min
- C. Legislative Update – 10 min
- D. Commercial Industrial Survey – 5 min
- E. Telecom - Carrier Hotel/US Ignite Update – 10 min
- F. Telecommunications Update – 5 min
- G. Team Springfield Update – 5 min
V. Other Business from the Board
- A. Appointment of APPA Voting Delegate - Action Item – 5 min
- B. Start Time for Future Board Meetings - Action Item – 5 min
- C. Schedule Midyear Budget Committee Meeting - Action Item – 5 min
- D. Board Member Updates – 10 min
- E. Future Board Agenda Items – 5 min
VI. Adjournment
Total Time: 115 min
Minutes
Regular Board Meeting – June 9, 2021
Minutes
Board approved at August 11, 2021 Regular Board Meeting
Chair Eyster called the regular board meeting of the Springfield Utility Board to order at 6:00 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; Cynthia Scoble; Sanjeev King; Greg Miller; Brenda Slaughter; Valerie Shuck; Janis Brew; Nicole Dalke; Meredith Clark; Tracy Richardson; Cindy Flaherty; Joe Leahy and Matt Dahlstrom, Attorneys for the Board.
Others: Jeff Paschall, City of Springfield; Jennifer Joly, OMEU.
Business from the Audience
None.
Business from the Board
Consent Agenda
Minutes
- May 5, 2021 SUB/RWD Joint Board Work Session
- May 12, 2021 Special Work Session
- May 12, 2021 Regular Board Meeting
- May 12, 2021 Special Meeting
Accounts Paid - May 2021
Bids/Proposals
- WSC Bid No. 2021-21, 61st Street Pavement Restoration, Thurston Road to 60th Street to Riverbend Construction, Inc. for a total amount of $95,060, for the lowest responsible bid submitted meeting specifications. (Exhibit A)
- WSC Bid 2021-22, S. 68th Pl. Pavement Restoration, Forsythia to Cascade to Riverbend Construction, Inc. for a total amount of $54,805, for the lowest responsible bid submitted, meeting specifications. (Exhibit B)
- Water Rights Legal Services for the continued engagement with Stoel Rives, LLP., for the amount of $77,500 in 2021, for an updated water rights audit, assist with submission of the Water System Master Plan, and provide other consultation services related to SUB’s water rights portfolio. (Exhibit C)
* Mark Molina moved to approve the Consent Agenda.
* Chair Eyster asked for discussion on the motion. John DeWenter and Robert Scherer recommended verifying figures listed in the 4th bullet on page 2 of the May 5, 2021 SUB/RWD Joint Board Work Session minutes.
Following brief discussion, Board consensus was to modify the Consent Agenda by removing the May 5, 2021 SUB/RWD Joint Board Work Session minutes to allow time to verify those figures, and for the Board to consider approval at its next Board meeting.
* The Board then took a vote on the motion on the floor to approve the Consent Agenda, as modified. This motion carried unanimously 4:0. Noting for the record, Boardmember Willis was not present at the time of the vote.
Business from the General Manager
General Manager Nelson took a moment to introduce SUB’s new Human Resource Manager, Nicole Dalke, and to recognize Janis Brew who will be retiring in July. The Board welcomed Ms. Dalke and extended congratulations to Ms. Brew.
Management Updates
Jeff Nelson shared an overview, noting the purpose of these updates is to allow the Board an opportunity to hear from SUB’s Executive Management Team, as well as SUB Utility Planner Tracy Richardson who has been working on a number of items related to power supply and electrification, workforce development, along with other regional efforts that are ongoing. Mr. Nelson added that this is to give the Board a broad overview and better understanding of priorities that staff see, going forward, and as the Board looks at formulating goals for the Board, that there be some harmonization between the Board’s goals and management goals and priorities.
Staff then reviewed the following memo updates with the Board: Financial and Information Services Manager Cynthia Scoble, 2020-2021 Divisional Challenges and Priorities (Exhibit D); Customer Service Manager Brenda Slaughter, Customer Service Department Update (Exhibit E); Electric Division Director Sanjeev King, on Electric Division Priorities (Exhibit F); Utility Planner Tracy Richardson, on SUB Utility Planning Efforts (Exhibit G); Human Resources Manager Janis.
Brew, on Key Workload in Human Resources (Exhibit H); and in consideration of time, Water Division Director Greg Miller’s update will be presented at the July Board meeting.
McKenzie Surface Water Treatment Plant Update
Greg Miller offered a presentation to update the Board on McKenzie Surface Water Source Development & Transmission System Infrastructure Projects (Exhibit I).
Legislative Update
Mr. Nelson deferred legislative updates until later, but noted that he and Tracy Richardson have been reaching out to Senator Merkley’s office and Senator Wyden’s office in an effort to try to secure some congressionally directed expenses (CDE’s). They will continue to keep focus on the next opportunity for CDE’s.
Telecom-Carrier Hotel/ US Ignite Update
Jeff Nelson noted that prior to tonight, the Board reviewed his memo on Telecom Update – Springfield Carrier Hotel (Exhibit J). He then shared a brief update on US Ignite, explaining that much of the funding seems to be geared towards the rural community and SUB does not fit within that definition. It may be necessary to look for other funding opportunities, as there may be potential to fit within educational elements or other areas defined within the US Ignite constraints.
Commercial Industrial Survey
General Manager Nelson shared that he is working with staff to develop a survey consisting of about five high level questions for SUB commercial and industrial customers. The plan is to use an outside vendor to implement the survey.
Telecommunication Update
No further update at this time.
TEAM Springfield
Update Mr. Nelson gave a brief update on the US Olympic Trials Race Walk event being held in Downtown Springfield on June 26, 2021.The City is hosting the event and the other Team Springfield agencies are also involved - Willamalane, Springfield Public Schools and SUB. There will be Team Springfield banners in various locations along the race walk course, and asked Board members to let him know if they are interested in being involved in that event.
Other Business from the Board
Appointment of APPA Voting
Delegate Chair Eyster said that David Willis is the only Board member attending the APPA National Conference.
Mark Molina moved to appoint David Willis as the voting delegate for the 2021 APPA National Conference.
Start Time for Future Board Meetings
Chair Eyster shared that the Board may desire to change the start time in its Board meeting. Following brief discussion, the Board made no change in start times for its Board meetings.
Schedule Midyear Budget Committee Meeting
After brief discussion, the Board scheduled the Midyear Budget Committee Meeting to be held at 5:00 p.m. on Wednesday, August 11, 2021, immediately prior to its 6:00 p.m. Regular Board meeting. This meeting will be an open session and members of the public are invited to attend. The Board encouraged.
Board Member Updates
Chair Eyster shared an update on the upcoming June 15 Board Retreat Work Session. This will be an open meeting where the public may attend in person or join remotely, noting that the Board does not hear public comment during work sessions.
Mark Molina shared an update on his experience of an Unconscious Bias Training he attended. He expressed how much it helped to build awareness and how important it is to help mitigate unhealthy unconscious bias.
David Willis shared that John DeWenter joined him in his research on the Willamette Watershed and that the project has been enjoyable and very informative. His plans are to begin research on the McKenzie Watershed.
Future Board Agendas
John DeWenter would like to have an update on cyber security measures and a timeline on DEI policy.
Chair Eyster shared that the Request For Proposal (RFP) 2021B1 - Review the General Manager Compensation Package has been posted to SUB’s website. Deadline for proposals is 5:00 p.m. on June 23, 2021.
Adjournment
The meeting was adjourned by consensus at 7:42 p.m.
Mike Eyster, Board Chair
Jeff Nelson, Board Secretary