May 2021 Special Work Session




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.

May 12, 2021

Special Work Session – 5 to 5:45 p.m.

The Springfield Utility Board (SUB) will meet in a virtual special work session to continue discussions regarding a Board Retreat Work Session and time permitting discuss the General Manager Performance Evaluation. This is an open session; however, the Board does not receive public input during work sessions.

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. special work 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 our Contact Us form by Noon, May 12. Detailed agenda on following page.

Instructions to Join the open sessions of SUB’s Board Special Work Session, Regular Board Meeting, and Special Meeting

Use this one-touch link to join from your computer, tablet, or smartphone:

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 – 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 exempt from public inspection, and to consult with counsel regarding pending or potential litigation. This is a non-public meeting 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.

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 Items – 5 min
    • 1. Approval of Minutes
    • 2. Approval of Accounts Paid Listing
    • 3. Adopt/Approve Bids/Proposals
      • a. WSC Bid No. 2021-17, Pavement Restoration, 4 th St. (E to B Streets)
      • b. ESC Bid No. 09.21, Distribution Transformers
      • c. ESC Memo, Fuel Truck Update
  • B. Further Discussion on Board Retreat Agenda Items – 10 min
  • C. General Manager Performance Evaluation – Action Item – 5 min

IV. Business from the General Manager

  • A. SUB Financial Analysis Update – 10 min
  • B. Mountainvale Net Neighborhood Application – Action Item – 10 min
  • C. Property Update – 10 min
  • D. Status of Board Priorities – 10 min
  • E. Georgia Pacific Property Master Plan – Action Item – 10 min
  • F. Telecommunications Update 10 min G. 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: 100 min


Special Work Session – May 12, 2021


Board approved at June 9, 2021 Regular Board Meeting

Chair Eyster called the virtual special work session of the Springfield Utility Board to order at 5:00 p.m.


Board: Mike Eyster, Chair; Robert Scherer, Vice-Chair; David Willis; John DeWenter; Mark Molina.

Staff: Jeff Nelson; Sanjeev King; Cindy Flaherty; Joe Leahy and Matt Dahlstrom, Attorneys for the Board.

Others: None.

Business from the Board

General Manager Performance Evaluation

Chair Eyster shared comments on General Manager Nelson’s exemplary performance. He noted the conversation shared as a Board on Mr. Nelson’s performance as SUB General Manager was that they were so pleased that Mr. Nelson is SUB’s General Manager and they recognize and appreciate the strengths that he brings to the position, to SUB, and to the larger community as well. Chair Eyster also noted how Mr. Nelson stepped in as Interim CEO for the Springfield Chamber of Commerce and said that this was an example of Mr. Nelson’s community wide leadership.

Board members then shared similar comments of appreciation on General Manager Nelson’s distinctive qualities and strong attributes and thanked Mr. Nelson for his service.

Jeff Nelson shared his appreciation for the opportunity to be in the position of SUB’s General Manager and the relationship he has with the Board and with SUB staff. He also wanted to recognize that though there may be times of conflict, it allows for good growth within the organization when there is shared, open communication.

Chair Eyster shared that typically around this time of year when the Board performs the performance review of the General Manager, it is part of the contract that that allows the Board to consider a one-time merit adjustment as recognition.

Mr. Nelson shared that if the Board was considering this, that he did not feel comfortable in the current environment of these times to accept any form of a one-time merit adjustment or increase. Board consensus was to forgo the one-time merit adjustment for this year, but wanted Mr. Nelson to know that their decision was in no way a reflection of the quality and outstanding work that he has done over the last year.

Chair Eyster noted that the Board plans to take action on the General Manager Performance Evaluation letter (Exhibit A) during tonight’s 6:00 p.m. regular Board meeting.

Board Retreat Work Session Agenda

Chair Eyster noted two memos provided by Jeff Nelson, one on Board Retreat (Exhibit B) and one memo on Targeted Deliverables for Outstanding Board Priorities (Exhibit C) and asked for Board discussion.

Mr. Nelson recommends including time for conversation about some Board items that are under way, and are yet to be completed. It would be helpful to be able to discuss the Board’s process for those items, and the Board’s process for future agenda items.

In-depth discussion ensued as related to Board processes, Board concerns, and topics to consider for the agenda for the retreat. Board consensus was to share further in-depth discussion in executive session related to targeted deliverables and the overview of SUB priorities.

Board Chair noted that he would meet with Jeff Nelson and consider all of the input shared tonight, and would then provide a draft for a retreat agenda that reflects this discussion.


Being no further discussion the meeting was adjourned by consensus at 5:55 p.m.

Mike Eyster, Board Chair

Jeff Nelson, Board Secretary