THE MINUTES OF THE MEETING OF THE BOARD OF PUBLIC WORKS
December 18, 2023
The regular meeting of the Board of Public Works was held on December 18, 2023, at 5:00 pm in the City Council Chambers. Those in attendance were Vice President David Ausmus, Board Member David Wilt, Board Member Jeff Roberts, General Manager Dana Ulmer, Assistant General Manager and Manager of Energy Resources Ben Stueve, Controller Jennifer McLeland, Interim City Administrator Steve Norwood, Mayor Tony Petre, Councilman Caleb Dwiggins, Councilman Talt Holman, and Councilwoman Cheryl Blaise.
Vice President David Ausmus called the meeting to order at 5:00 pm.
1. Approval of Minutes from Prior Board Meetings – October 23, 2023, Closed Session – Vice President David Ausmus made a motion to amend the minutes to read $5,000 moving expense instead of $10,000 moving expense, seconded by Board Member Jeff Roberts, to approve the minutes from the October 23, 2023, Closed Session meeting. The motion carried with three votes for and none against.
2. Approval of Minutes from Prior Board Meetings – November 1, 2023 – Board Member David Wilt made a motion, seconded by Vice President David Ausmus, to approve the minutes from the November 1, 2023, meeting as written. The motion carried with three votes for and none against.
3. Approval of Minutes from Prior Board Meetings – November 13, 2023 – Vice President David Ausmus made a motion, seconded by Board Member David Wilt, to approve the minutes from the November 13, 2023, meeting as written. The motion carried with three votes for and none against.
Under old business:
4. Review of Contractor to Build at 505 N Rubey – Vice President David Ausmus briefly reviewed the request of contractor JT Holman Construction to build over the wastewater collection main at 505 N Rubey. Talt Holman then presented the Board with maps and blueprints to show the location of the wastewater collection main overlaid with the blueprints of the multi-family dwelling. Mr. Holman and the Board discussed that there could be two viable options to allow construction on the property, either trench footings with two pillars or spread footings to distribute the weight of the structure off of the main. Mr. Holman also offered to grant a utility easement for the property. Vice President David Ausmus made a motion, seconded by Board Member Jeff Roberts, allow the construction of the multi-family dwelling over the existing wastewater collection main if the contractor would have and engineer design the footings to alleviate weight from the wastewater collection main and following construction Macon Municipal Utilities would reimburse the contract 50% of the cost of the engineer, the contractor would grant and easement to the utilities, and a detailed description must be recorded with the deed to the property explaining that if at any time there were issues with the wastewater collection main it is the owners responsibility to repair any damages the building following the utilities repair on the wastewater collection main. The motion died with two votes for and one against.
5. Review of Main Extension and Fire Hydrant Request Located West of Sunset Hills – Vice President David Ausmus reviewed that the property owner Bob Bulter wanted to install a water distribution main to his property prior to him selling the property. Following brief discussion Vice President David Ausmus made a motion, seconded by Board Member David Wilt to approve the extension of the water distribution main to Mr. Butler’s property located west of Sunset Hills following Mr. Butler’s upfront payment of $28,683 for the mater, labor, and truck expenses associated with the main extension prior to MMU or an approved contractor to install the water distribution main extension in the right-of-way on Bowzer Road. The motion carried with three votes for and none against.
Under new business:
6. Review of Financials – October 2023 – Jennifer McLeland, Controller briefly reviewed the month’s financials. No vote was taken.
7. Review of Financials – November 2023 – Jennifer McLeland, Controller briefly reviewed the month’s financials. No vote was taken.
8. Approval to Increase Macon County Ministries Contribution – Mrs. McLeland shared that Macon County Ministries is requesting an increase in the contribution from $7,000 to $9,000 as they have seen an increase in expenses since 2020 and in return, they assist customers with utility bill payments. Board Member David Wilt made a motion, seconded by Vice President David Ausmus to increase the contribution to Macon County Ministries to $9,000 to assist with their increased expenses. The motion carried with three votes for and none against.
9. Approval to Sell Nordberg & Worthington Generator Parts – Mr. Stueve explained the Nordberg and Worthington diesel generators located in the facility at 404 Vine were decommissioned several years ago following federal regulation changes. The City of Kennett, Missouri has similar generators in use and would like to purchase engine parts to extend the life of their units. Vice President David Ausmus made a motion, seconded by Board Member David Wilt publish a bid for the sale of the generator parts. The motion carried with three votes for and none against.
10. Review and Approval of ARPA Grant Sewer Separation Burns & McDonnell Basis of Design Report (BODR) – Vice President David Ausmus briefly reviewed the timeline of the ARPA Grant to separate the combined sewer, proceeding with the design phase now allows us to have the funds allocated by December 31, 2024, deadline. Vice President David Ausmus made a motion, seconded by Board Member David Wilt to approve Burns & McDonnell’s Basis of Design Report for the ARPA grant sewer separation. The motion carried with three votes for and none against.
11. Review and Approval of Memorandum of Understanding for Audrain Energy Center – Mr. Stueve briefly reviewed that the memorandum of understanding is updated annually to cover the increase in expenses. Board Member David Wilt made a motion, seconded by Board Member Jeff Roberts to approve the updated Audrain Energy Center Memorandum of Understanding. The motion carried with three votes for and none against.
12. Review and Approval of Memorandum of Understanding for Fredericktown Energy Center – Mr. Stueve briefly reviewed the same as the Audrain Energy Center the memorandum of understanding is updated annually to cover the increase in expenses. Vice President David Ausmus made a motion, seconded by Board Member David Wilt to approve the updated Fredericktown Energy Center Memorandum of Understanding. The motion carried with three votes for and none against.
13. Review and Approval of Memorandum of Understanding for Macon Solar Farm – Mr. Stueve briefly reviewed the same as the former memorandum of understandings is updated annually to cover the increase in expenses. Board Member David Wilt made a motion, seconded by Board Member Jeff Roberts to approve the updated Macon Solar Farm Memorandum of Understanding. The motion carried with three votes for and none against.
14. Review and Approval of Purchase Power Agreement – Mr. Stueve explained that although the agreement is between MJMEUC and Solar Turbines, MMU assists MJMEUC with the maintenance of the Macon Energy Center. The agreement, updated every five years, includes expenses MMU incurs similar to the MOU for Laddonia, Fredericktown and Solar Farm. Board Member David Wilt made a motion, seconded by Vice President David Ausmus to approve the updated Purchase Power Agreement and to forward to the City Council for further approval. The motion carried with three votes for and none against.
15. Review and Approval of Missouri Public Utility Alliance Mutual Aid Agreement – With the recent employee changes, Mr. Stueve briefly explained that our Mutual Aid Agreement needs to be updated to ensure the correct employees are contacted if a need arises. Board Member David Wilt made a motion, seconded by Board Member Jeff Roberts to approve the updated Mutual Aid Agreement. The motion carried with three votes for and none against.
16. Employee Retention & Recruitment – Mrs. McLeland shared that Stephen Howell accepted the position to transfer to Electric Distribution beginning January 1, 2024 and complete the four year apprentice lineman program. A job posting to fill is current position has been published and are due Friday, December 29, 2023.
Mrs. McLeland continued to share that Michelle Brinkman, Account Payable Associate has submitted her resignation effective Friday, December 29, 2023. A job posting to fill Accounts Payable Associate has also been published and is due Friday, December 29, 2023.
Mrs. McLeland continued that following the passing of 21-year employee Renita Waldron’s passing Saturday, December 16, 2023, administration would like to close the utility at 12:00 on Wednesday, December 20, 2023, to allow employees to pay their respects at her graveside services at 1:00. The Board recognized Renita’s extended commitment to MMU and agreed closing to honor her memory was appropriate. Mrs. McLeland shared that during the Spring of 2024 the Business Office would like to update the shrubbery at City Hall in her honor as she sat at the front window and enjoyed the view.
17. Board of Public Works Member Reports – Vice President Ausmus noted that he would check with Cody Lewis on the timeline for the construction of his building and foundation pour at 818 Walnut.
18. Approval of Accounts Payable – Board members signed accounts payable without revision.
19. Set Next Regular Meeting – Tuesday, January 16, 2024, at 5:00 pm.
A motion was made by Board Member David Wilt, seconded by Board Member Jeff Roberts, to adjourn the meeting at 6:53 pm. The motion passed with three votes for and none against.