THE MINUTES OF THE MEETING OF THE BOARD OF PUBLIC WORKS
July 20, 2020
The regular meeting of the Board of Public Works was held on July 20, 2020 at 4:00 pm in the City Council Chambers. Those in attendance were President John Neer, Vice President J.D. King, Board Member Brian Terry, Board Member David Ausmus, General Manager Stephanie Wilson, Assistants to the General Manager Bryce Butner and Benjamin Stueve, Mayor Talt Holman and City Administrator Avis Marshall.
President John Neer called the meeting to order at 4:00 p.m. John Neer made a motion, seconded by J.D. King, to approve the minutes from the June 15, 2020 meeting. The motion carried with four votes for and none against.
First item on the agenda was the Election of officers for the Board of Public Works. Per the By-Laws, an election of officers shall be held at the first regular meeting at which all members are present following the appointment of a new board member. David Ausmus was appointed to the Board of Public Works at the June 16, 2020 City Council meeting. A motion was made by J.D. King, seconded by Brian Terry, to appoint John Neer as President. The motion carried with three votes for and none against. John Neer then made a motion, seconded by Brian Terry, to appoint J.D. King as Vice President. The motion carried with three votes for and none against.
Next item on the agenda was the Review of Financials for June 2020. The electric fund continues to struggle based on mild temperatures at the beginning of the year and statewide impacts due to COVID-19. Macon Municipal Utilities (MMU) also did not charge penalties or disconnect fees from March 23 – June 15, 2020. Air conditioning season is present and will be reflected in usage in the next couple of months but COVID-19 impacts are still unknown for the remainder of the year. Water and Wastewater are trending as normal with the natural gas fund absorbing additional transportation fees due to Panhandle Eastern Pipeline Transportation Rate case.
Next item was Discussion and Approval to Proceed with Wastewater Rate Making Tool – WaterWorth. General Manager Stephanie Wilson and Controller Jennifer McLeland participated in a webinar demonstration to review a making tool that could be utilized for wastewater rates. The company offers a 90-day free trial prior to subscribing annually. A motion was made by Board Member David Ausmus, seconded by Vice President J.D. King, to proceed with the 90-day free trial. The motion carried with four votes for and none against.
Next item was Discussion and Approval to Proceed with Fixed Asset Purchases. Quotes had been obtained for the replacement of the 2013 Vermeer vacuum excavator that is vital to all distribution/collection departments and a 1-ton truck used by the Electric Distribution group. Board Member Brian Terry made the motion, seconded by Vice President J.D. King, to proceed with the trade-in of the existing unit and purchase of the 2019 model vacuum excavator from Vermeer Midwest for $44,950.00. The motion carried with four votes for and none against. The purchase of the 1-ton truck will be discussed within the next couple of months.
Next item was on the agenda was Approval to Recommend to the City Council of Macon, Missouri to Adopt a Resolution to Submit an Application to the Missouri Department of Natural Resources (MDNR) for a Rural Sewer Grant Application for the Headworks Project at the Wastewater Treatment Plant. MDNR published the availability of a $500,000 grant on July 15, 2020. MMU completed the application citing the Headwork Project at the Wastewater Treatment Plant as it will assist with meeting the National Pollutant Discharge Elimination System (NPDES) permit requirements. Funding is limited and is first-come, first-serve basis. Board Member David Ausmus made the motion, seconded by Board Member Brian Terry, to recommend to the City Council that Mayor James “Talt” Holman be allowed to sign the resolution also allowing for the signature on the grant application at their special meeting scheduled for July 21, 2020. The motion passed with four votes for and none against.
Next item was Discussion of a Wastewater Main Near Western Drive. A homeowner on Western Drive has expressed interest in constructing a pond on 6.34 acres that they own. MMU has an 8-inch clay wastewater mains, circa late 1950’s, that travel through the property. MMU staff has been seeking outside professional opinions on how to protect the wastewater main and for the homeowner to have a viable pond. A motion was made by Vice President J.D. King, seconded by President John Neer, to proceed with documentation requesting a 20-foot easement on each side of the wastewater main in the event of future excavation purposes and to inform the landowner of recommended criteria for building the pond. The motion carried with four votes for and none against.
Next was Approval of Missouri Public Utility Alliance (MPUA) and American Public Power Association (APPA) Mutual Aid Agreements. MMU needs to update contact information on MPUA and APPA mutual aid agreements due to a staff retirement. Assistants to the General Manager, Bryce Butner and Ben Stueve along with Electric Distribution Supervisor Mark Truitt were recommended to be added to the documents. A motion was made by Board Member David Ausmus, seconded by Board Member Brian Terry, for the signature of President John Neer to update the contact information. The motion carried with four votes for and none against. The agreements also need to be adopted by the City Council of Macon, Missouri at a future meeting.
The next item on the agenda was Discussion and Approval to Participate in Visa Utility Interchange Reimbursement Fee (VUIRF) Program. The item was discussed but tabled until a future meeting so that more information can be learned from other clients. Last item on the agenda was Approval to Destroy Documents According to Missouri Secretary of State Retention Requirements. Due to the completion of the 2019 audit, MMU’s 2017 Account Payable, 2018 Daily Balancing and 2018 Daily Appointments can be destroyed. A motion was made by President John Neer, seconded by Vice President J.D. King, to proceed with the shredding of the documents. The motion passed with four votes for and none against.
Under Manager Reports, General Manager Stephanie Wilson noted updates for buildings and ground projects. A request was made by JT Holman Construction, LLC to extend the deadline for the completion of the 4-bay garage at 301 Vine Street, Macon, Missouri citing a delay due to the addition of the retaining wall and rain delays. President John Neer made the motion, seconded by Vice President J.D. King, to extend the completion without penalty to August 20, 2020. The motion passed with four votes for and none against. Ms. Wilson noted that the Industrial Development Authority (IDA) gave final approval for the tie-off dock at the boat ramp and fishing dock at Macon Lake. MMU will provide access to the docks from the parking lot and Mac’s Docks expects to have them installed in 8-10 weeks. Updates were also provided for customer accounts affected by COVID-19 and work that has taken place regarding US Cellular antennas on the water towers plus small cell attachments.
Updates provided by Bryce Butner and Ben Stueve for the Macon and Audrain Energy Centers consisted of replacing the enclosure filter on the generator at the Macon Energy Center. At the Audrain site, the air conditioner and transformer cooling fans were verified to be operating correctly and staff met with Groebner & Associates regarding a heating option for the meter. Special Services Group have worked on Substation 1 on storm drains, poured pre-cast slabs for trash cans at Macon Lake and mowed and maintained MMU facilities.
Electric Distribution has continued on the Overhead to Underground Project on Stratford and Saxony. Crews also performed transformer changeouts due to heat, installed three new underground services, and other general maintenance.
Underground Facilities have begun to installing water main on West Goggin and tied over services on the new main on Pearl and West Sheridan. For wastewater collection activities, staff began air relief and performed quarterly grease trap inspections, completed new control building at West Bourke Street Lift Station, and completed various repairs on sections of main. For natural gas distribution, staff changed signs along the feeder line between Macon and Moberly, calibrated gas equipment and wire brushed, power washed and repainted the Goggin Street regulator station.
At the Water Treatment Plant, the bench top turbidity meter was sent off for repairs and the backup polymer pump motor was installed until a new one is received. At the Wastewater Treatment Plant much effort has been spent on the headworks project currently out for bid, COVID-19 sampling for the Missouri Department of Natural Resources, and general maintenance. The full repair of the screw press dewatering basket that was damaged by a wiper keeping gouging the basket was discussed at the meeting.
After approval of accounts payable and setting the next regular meeting for Monday, August 17, 2020 at 4:00 p.m., a motion was made by President John Neer, seconded by Vice President Member J.D. King, to go into executive session regarding Legal (Rs.MO.610.021 (1). The motions were as follows: President John Neer, yea; Vice President J.D. King, yea; Board Member Brian Terry, yea; and Board Member David Ausmus, yea.
When the open meeting reconvened, a motion was made by President John Neer, seconded by Vice President J.D. King, to adjourn the meeting. The motion passed with four votes for and none against.
President John Neer adjourned the meeting at 5:55 pm.