THE MINUTES OF THE MEETING OF THE BOARD OF PUBLIC WORKS
August 21, 2023
The regular meeting of the Board of Public Works was held on August 21, 2023, at 5:00 pm in the City Council Chambers. Those in attendance were President Brian Terry, Vice President David Ausmus, Board Member David Wilt, Board Member Scott Lucas, Assistant General Manager and Manager of Energy Resources Ben Stueve, Controller Jennifer McLeland, and Councilwoman Cheryl Blaise.
President Brian Terry called the meeting to order at 5:00 pm.
1. Approval of Minutes from Prior Board Meetings – Board Member David Wilt made a motion, seconded by Vice President David Ausmus, to approve the minutes from the July 17, 2023, meeting as written. The motion carried with four votes for and none against.
Under old business:
2. There was no old business to discuss.
Under new business:
3. Review of Financials – July 2023 – Jennifer McLeland, Controller, shared that no fund had anything significant to note. Net incomes in electric, water and wastewater funds were elevated in comparison to the prior month as distribution crews were busy working on fixed asset projects. Mrs. McLeland provided a utility comparison of ConAgra to Agri-Genesis, as Agri-Genesis now has over a full year of production. While both customers have consistent usage; Agri-Genesis’ annual electric consumption is approximately 25 percent, water and natural gas usage two percent of ConAgra’s annual usage.
4. Approval of Water Tower Cleaning and Inspection, Five-Year Contact Bids – Mrs. McLeland shared that Ozark Applicators had completed the previous terms contract in April 2023, and a new contract was needed. Bids were opened Friday, August 18 for a five-year contract to clean and inspect the four water towers. Two bids were received, and management recommends the lower of the bids, Ozark Applicators $7,500 per year ($37,500 for full five-year contract). Board Member David Wilt made a motion, seconded by Board Member Scott Lucas to accept Ozark Applicators bid of $37,500 for the five-year water tower cleaning and inspection contract and as it is over a 12-month period to send it to City Council for full approval. The motion carried with four votes for and none against.
5. Approval of Aerial GIS Photography Bids – Mrs. McLeland detailed that the current photography on the GIS system has not been updated since 2016 and there have been many changes within the city limits since that time. Bids were opened Friday, August 18 to update aerial photography of the Macon City Limits plus a buffer perimeter, Surdex Corporation was the only bid at $8,975 and completed the aerial photography in 2016. As the only bid received no vote was taken, however the Board would like to proceed with Surdex Corporation to update the aerial GIS photography.
6. Approval to Replace Truck #26, Underground Facilities Supervisor – Mr. Stueve reviewed that a fleet plan was established in 2022. He explained that Operations Manager Bryce Butner and Mechanic Justin Murr review the fleet plan annually to determine if the schedule needs to be amended. At this time management does not feel the need to amend the fleet plan but to downsize the Underground Facilities Supervisor’s F-350 to a F-150, as the current truck is primarily used for monthly checks in Laddonia and emergency natural gas locates on the high pressure main and not to haul a trailer and equipment. Management recommends replacing the 2011 F-350 with a 2023 F-150 through Sourcewell cooperative purchasing for $44,264. Upon the decision to replace the truck, MMU management spoke with the City of Macon Street Superintendent. The City would like to purchase the 2011 F-350, valued at $13,500, once the new truck is received. Board Member Scott Lucas made a motion, seconded by Board Member David Wilt to approve the purchase of the 2023 F-150 for $44,264 through Sourcewell and to sell the 2011 F350 to the City of Macon at market value. The motion carried with four votes for and none against.
7. Approval to Order Replacement Truck #22, Electric Distribution Crew – Mr. Stueve continued discussions regarding the fleet plan. He noted that lead times for bucket trucks and other larger equipment has increased significantly. Following with the approved fleet plan, management recommends ordering a replacement for the 2018 Dodge 550 VST47I bucket truck with a 2025 Altec AT48M through Sourcewell cooperative purchasing with current inflation estimate of $220,625. Altec builds the cab, chassis and bed at their facility and currently estimates the new 2025 truck will be deliverable in December 2025 or early 2026. Upon the receipt of the new bucket truck, management plans to sell the 2018 Dodge on Purple Wave. President Brian Terry made a motion, seconded by Board Member Scott Lucas to approve the purchase of the 2025 Altec AT48M at $220,625 through Sourcewell. The motion carried with four votes for and none against.
8. Approval of Burns & McDonnell ARPA Grant Change Order – Mrs. McLeland shared that while working with Burns & McDonnell project manager Lauren Moore and the Missouri Department of Natural Resources it was found that there was language left out of the original contract that is required for receipt of ARPA grant funding. The presented change order does not have any monetary value but rather amends the verbiage of the original contract to meet requirements for the approved stormwater grant funding to be received. Vice President David Ausmus made a motion, seconded by Board Member David Wilt to approve the presented change order from Burns & McDonnell amending language in the contract for the ARPA Grant stormwater separation engineering contract. The motion carried with four votes for and none against.
9. Employee Retention & Recruitment – Mrs. McLeland shared that Tyler Rhoads accepted the Underground Facilities Operator position following Wayne Bealmer’s transition to Underground Facilities Supervisor. Mr. Rhoads start date is Monday, August 28, 2023. Mr. Stueve noted that with new changes in the Underground Facilities crew recently management is considering budgeting for a transition to Crew Chiefs beginning in January 2024.
10. Board of Public Works Member Reports – Ausmus shared he had spoken with Avis Marshall, City Administrator, regarding the new pool. He had seen plans from the contractor and had questions specific to utility infrastructure. Mr. Stueve said MMU management had also seen the plans and had a list of items needed to proceed with utility infrastructure installation. A conference call will be scheduled between MMU, City of Macon, Howe Company (engineers) and the contractor soon to clarify utility pertinent details.
Mr. Ausmus also shared that during his conversations with Mrs. Marshall citizens have expressed interest in a water fountain being installed at the pickle ball courts located at 1404 S Missouri and to anticipate communication from the City.
Mr. Ausmus continued that he and Mrs. Marshall also discussed sewer manhole risers and lids needed for the upcoming street overlay project. Mr. Stueve shared that Mrs. Marshall had already contacted Mike Llewellyn, Underground Facilities Supervisor, and items had been ordered to accommodate the current year’s overlays. Mr. Ausmus added that the City was working on a five-year overlay schedule to provide Mr. Llewellyn when establishing MMU’s water main replacement scheduling.
11. Approval of Accounts Payable – Board members signed accounts payable without revision.
12. Set Next Regular Meeting – Monday, September 18, 2023, at 5:00 pm.
A motion was made by Board Member David Wilt, seconded by Board Member Scott Lucas, to go into executive session regarding Personnel (RSMo.610.021(3)). The votes were as follows: President Brian Terry, yea; Vice President David Ausmus, yea; Board Member David Wilt, yea; and Board Member Scott Lucas, yea.
When the open meeting reconvened at 7:05 pm a motion was made by President Brian Terry, seconded by Board Member David Wilt, to adjourn the meeting. The motion passed with four votes for and none against.