October 13, 2021
Executive Session – 5:00 p.m.
The Board will meet in closed executive session pursuant to ORS 40.225 and ORS 192.660(2)(h); attorney-client privilege and to consult with counsel concerning legal rights and duties with regard to pending or potential litigation.
Regular Board Meeting – 6:00 p.m.
Detailed agenda on following page. The public is invited to join this public meeting via phone or internet. The meeting is scheduled to commence at approximately 6:00 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 during the Business from the Audience portion of the meeting. The public may also submit public comment in advance to be entered into the record via email by Noon, October 13, by using our Contact Us form
Instructions to Join 6:00 p.m. Regular Board Meeting and 7:30 p.m. Special Meeting
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Special Meeting, if needed – at approximately 7:30 p.m.
The purpose of this open meeting is to allow time for further discussions, if needed, on SUB’s 20 Year Vision and Board Goals for 2022. This meeting will be held virtually and is to commence after the conclusion of the 6:00 p.m. regular Board meeting.
Regular Board Meeting – 6:00 p.m.
I. Call to Order
- A. Pledge of Allegiance
II. Business from the Audience – 10 min
III. Business from the Board
- A. Consent Agenda – Action Items – 5 min
- 1. Approval of Minutes
- 2. Award/Approval of Bids/Proposals
- a. RFP 14.21, Springfield Substation Foundation and Conduit
- b. BID 2021-31, SSFP Sand Media Placement
- c. BID 2021-35, Hurco Vac300D Vacuum Trailer
- d. Special Procurement No. 02, ACF West Construction – Embedment Liner
- e. Special Procurement No. 03, Wildish Construction – Extended Restoration Area 3. Approval of Accounts Paid Listing
IV. Business from the General Manager
- A. Special Districts Best Practices Update – 5 min
- B. Presentation from BPA – Power Overview – 10 min
- C. Presentation from BPA – Transmission Overview – 10 min
- D. Update on Fiber Extension to Chamber Depot Building – 5 min
- E. Presentation on Residential Electric Vehicle Charger Incentive – Potential Action – 10 min
- F. Project Share Contract with Catholic Community Services – Action Item – 10 min
- G. Discussion on 20 Year Vision and Management Suggested 2022 Goals – 10 min
- H. Board Input on 2022 Goals – 10 min
- I. Update on McKenzie Surface Water Treatment Plant – 5 min
- J. Rainbow Agreement Update – 5 min
- K. Telecommunications Update – 5 min
- L. Update on Diversity, Equity, and Inclusion – 5 min
- M. Team Springfield Update – 5 min
V. Other Business from the Board
- A. Board Member Updates – 5 min
- B. Future Board Agenda Items – 5 min
Total Time: 120 min
Regular Board Meeting – October 13, 2021
Board approval at December 8, 2021Regular Board Meeting
Board: Mike Eyster, Chair; Robert Scherer, Vice-Chair; David Willis; John DeWenter; Mark Molina.
Staff: Jeff Nelson; Cindy Flaherty;
Remote Staff: Cynthia Scoble; Greg Miller; Nicole Dalke; Joe Leahy, Matt Dahlstrom, Attorneys for the Board.
Others: Kevin Farleigh and Chris Lockman, Bonneville Power Administration; Jeff Paschall, City of Springfield; Russell Norberg, SUB Customer.
Call to Order
Chair Eyster called the regular board meeting of the Springfield Utility Board to order at 6:00 p.m. and led everyone in the Pledge of Allegiance.
Business from the Audience
The following public input was received in advance of this meeting: Fern Miller posted on SUB’s Facebook page that she is in favor of SUB continuing to offer virtual meetings, even after COVID, as it increases public participation and makes meetings accessible to all. Steve Barrett of Springfield noted he is a SUB customer of 40-years and retired deputy superintendent of the Springfield School District. He encourages SUB to look more toward solar power and offering a solar incentive to its customers, similar to what is being offered by other utilities within Oregon. Chair Eyster noted Russell Norberg of Springfield had sent a letter to the Board on Suggestions for Solar Voltaic Panel Installations Throughout Our Community (Exhibit A), and that he Board will take his suggestion into consideration. Mr. Norberg later shared further comments with the Board encouraging installing solar panels throughout the Springfield community.
Business from the Board
- a. August 11, 2021 Regular Board Meeting
- b. September 23, 2021 Special Meeting
2. Award/Approval of Bids/Proposals
- a. RFP 14.21, Springfield Substation Foundation and Conduit, awarded to Accurate Underground, not to exceed the amount of $772,600.00 (Exhibit B).
- b. Bid 2021-31, SSFP Sand Media Placement, awarded to Big River Construction, Inc. for a total amount of $109,998.00, for the lowest bid meeting specifications (Exhibit C).
- c. Bid 2021-35, Hurco Vac300D Vacuum Trailer. Water Division staff recommended the Board authorize a purchase order issued to Owen Equipment Company for an amount of $52,500.00. The purchase will be on Minnesota DOT State Contract SWIFT Event No. 2000011402 (Exhibit D). See Board consensus below to remove from Consent Agenda.
- d. Special Procurement No. 02, ACF West Construction - Embedment Liner, Board acknowledged special procurement for the purchase of an embedment liner from ACF West Construction Company, for reasons explained in the Examination and Findings Report (Exhibit E).
- e. Special Procurement No. 03, Wildish Construction - Extended Restoration Area, Board approval for the Water Division to enter into an Independent Contractor Agreement with Wildish Construction Company for reasons listed in the Examination and Findings Report (Exhibit F).
3. Accounts Paid - September 2021
Chair Eyster noted there was discussion of removing items 2.b. and 2.c. from the Consent Agenda, and would entertain further review and discussion prior to a motion.
Greg Miller discussed issues with item 2.b. Bid 2021-31, SSFP Sand Media Placement with the Board. Water Division staff recently learned that the supplier of the sand that was needed for the filter beds is not able to provide sand that meets the specifications as required in SUB’s standards as well as Oregon Health Authority (OHA) standards. At this time, staff is working with another supplier who may be able to provide the necessary sand needed for this project. Mr. Miller noted that originally he had discussed removing this item with General Manager Nelson. However, he would like to leave this item on the Consent Agenda, in case they are able to secure the sand specifications with this other supplier and if so, would be able to complete the work this year.
Board consensus was to keep item 2.b. on the Consent Agenda, with the understanding that the Water Division may not be able to finalize the bid, depending on the supplier.
Greg Miller then discussed issues with item 2.c. Bid 2021-35, the Hurco Vac3000D Vacuum Trailer. He explained that staff learned at the end of last week that the manufacturer would not be able to provide this piece of equipment and he would like to have this item removed from the Consent Agenda. Staff are working on other options, but purchase of this particular equipment is not able to happen at this time.
* Mark Molina moved to approve the Consent Agenda, as modified with item 2.c. removed. This motion carried unanimously 5:0.
Mark Molina and John DeWenter shared an update with the Board on their work with the consultant on the comparative utility project related to the RFP for review of the General Manager’s compensation packet.
Boardmember DeWenter shared that since the last Board meeting, Mark Molina, Nicole Dalke, and he have met with Laurie Grenya with HR Answers, who estimated she would be able to have a first draft of an outline of what the final report will entail back to them the week of October 25. The deadline for the final report is to be available no later than March 31, 2022. HR Answers will also present to the Board on the final report.
Business from the General Manager
Special Districts Best Practices Update
Nicole Dalke referred to her memo on 2021 SDIS Best Practices Program (Exhibit G), and provided a brief update to the Board. She reported that SUB has completed all five of the requirements to earn the 10% discount. The Board thanked Ms. Dalke for her update.
Presentation from Bonneville Power Administration (BPA) Power Overview
Jeff Nelson introduced Kevin Farleigh with Bonneville Power who has been SUB’s account representative for quite some time and wanted to express appreciation of Mr. Farleigh’s work in communicating to SUB the different product options and acknowledge that he, as well as Chris Lockman who will also be presenting tonight, provides a very valuable conduit of information between Bonneville and SUB.
Kevin Farleigh then referred to his presentation on BPA Power Overview (Exhibit H) and shared a very informative review related to BPA’s power side. Following brief discussion, the Board thanked Mr. Farleigh for his presentation.
Presentation from BPA Transmission Overview
Following Mr. Nelson introduced Bonneville’s Transmission Account Representative, Chris Lockman, who began his presentation on BPA Transmission Overview (Exhibit I) and reviewed information related to the transmission side of BPA operations. Following some discussion, the Board expressed their appreciation of Mr. Lockman sharing his presentation tonight.
Presentation on Residential Electric Vehicle Charger Incentive
Tracy Richardson began by referring to her memo on SUB Level 2 Electric Vehicle Charger Rebate Proposal, noting that based on targets and trends, it is recommended that SUB implement a Level 2 Charger rebate of $500 for SUB electric customers who purchase a qualifying charger.
Ms. Richardson then shared her presentation on SUB Residential Level 2 Electric Vehicle Charger Rebate (Exhibit K) and provided information on the Oregon Clean Vehicle Rebate Program, and that a $500 Level 2 charger rebate may be issued to SUB customers who meet the following criteria:
- Level 2 charger must be installed at residence with SUB electric service.
- Purchase and install an eligible charger for a new or used electric vehicle DMV-registered to the same SUB electric service address.
- Retroactive to January 1, 2019
- Level 2 chargers must:
- Comply with current SAE International J1772 Standard.
- Be new, unused, and certified at the time of purchase.
- Be Energy Star rated.
Following brief discussion, the Board took the following action.
* David Willis moved to approve a $500 Level 2 Electric Vehicle charger rebate, under the conditions and criteria outlined, and as modified to be addressed again in two years. This motion carried unanimously 5:0.
Project Share Contract with Catholic Community Services
Jeff Nelson shared that Brenda Slaughter has provided a memo on Project Share Contract that includes am edited and clean version of the Project Share contract for 2021-2022 program year (Exhibit L). Staff is requesting to change this year’s Project Share program year from November 1, 2021 to April 30, 2022 to November 1, 2021 to October 31, 2022.
Being no further discussion the Board made the following motion.
* John DeWenter moved to approve the Project Share Agreement with Catholic Community Services, for the time-period of November 1, 2021 to October 31, 2022, as presented. This motion carried unanimously 5:0.
TEAM Springfield Update
Chair Eyster shared that he and Jeff Nelson participated in Team Springfield Chief Elected Officials (CEOs) and Chief Administrative Officers (CAOs) meeting held earlier today. Team Springfield plans to hold a Joint Elected Officials meeting with all CEO and CAO members sometime towards the end of the year or first part of 2022.
Discussion on 20 Year Vision and Management Suggested 2022 Goals
Due to time, this item and the other remaining items* listed below under Business from the General Manager were pushed out for potential review at the Special Meeting to be held immediately following the closure of this meeting.
Board Input on 2022 Goals*
Update on McKenzie Surface Water Treatment Plant*
Rainbow Agreement Update*
Update on Diversity, Equity, and Inclusion*
Other Business from the Board
Board Member Updates
Chair Eyster noted that Marcola Meadows is progressing, and that Jeff Nelson shared that SUB signed a letter of support with the City for funding to continue improvements in the Glenwood area.
Eyster also shared that the School District made the decision to sell the old administration office at Mill and D Streets, and there are plans for the building to be renovated.
Future Board Agendas None.
The meeting was adjourned by consensus at 7:45 p.m.
Mike Eyster, Board Chair
Jeff Nelson, Board Secretary