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HomeMy WebLinkAbout2020-02-20 BOWC MINBOARD OF WATER 204 Third Street N Stillwater, MN 55082 COMMISSIONERS 651-439-6231 MEETING MINUTES THURSDAY, FEBRUARY 20, 2020 President Speedling called the meeting to order at 4:00 p.m. Present: Commissioners Vania, Jensen, President Speedling Councilmember Polehna arrived at 5:00 pm Absent: None Staff Present: Board Manager Benson APPROVAL OF AGENDA President Speedling asked that City Administrator McCarty be Item 2 on the agenda. Motion by President Speedling, seconded by Commissioner Vania, to approve the agenda. All in favor. UPDATE ON OPERATION STUDY AND PROCESS - TOM MCCARTY, CITY ADMINISTRATOR City Administrator McCarty provided an updated handout of his "draft" City of Stillwater Public Works/Water Board Transition Planning Framework and the organization chart that was submitted as part of the GovHR report. Mr. McCarty stated that the GovHR report was a big picture/global look of the operations of the City's Public Works Department and the inclusion of a Water Utility in the department. He informed the Board that no details of how that transition may take place was in the report. Mr. McCarty informed the Board that an internal consultant team, which consists of Water Board Manager, Finance Director, HR Director, IT Manager, Public Works Director, Public Works Superintendent, City Attorney (as needed) and himself would be doing due diligence on any transitional process. He continued by stating that baseline elements and defining current tasks will need to be done. It will be determined if consultants would be needed, and what functional elements are the same or different etc. President Speedling referred to the Board Manager position in the report. Mr. McCarty stated that in any transition process it is determined what stays the same and there are no staff changes wage or benefit changes. President Speedling felt that the report paralleled the Council's wishes and asked if the Council talked to the consultant. Mr. McCarty stated that to his knowledge the Council did not independently talk with the consultant. Commissioner Jensen commented that no cities with water boards were compared to in the report and felt that it was disingenuous to the Board. She also felt that the Council is Board of Water Commissioners February 20, 2020 being disrespectful to the Board as a team and the residents that voted to keep agencies separate in 2003. Mr. McCarty responded that the Council is looking at providing the best efficient services to the community. He noted that the City constantly reevaluates its services to residents more effectively and efficiently and that the Council is looking at that now. Mr. McCarty stated that it is the intent of the process to be objective and transparent with staff, Board, and community input. He continued by stating that Council does not disrespect the Board or any decision that was made 17 years ago. Commissioner Jensen stated that according to information she has the City is mismanaging the sanitary sewer fund, and she felt the water fund would be done in the same way. Mr. McCarty responded that he believes Commissioner Jensen is misinformed on the operation of Enterprise Funds. Commissioner Jensen assumed that the Council had discussed this report in detail prior to the meeting because she felt the Council already had its mind made up due to the lack of discussion by the Council on the motion before it was passed. Mr. McCarty responded that the Council, Water Board, and staff received the report at the same time and no public meetings were held on the report prior to January 21, 2020. Commissioner Vania distributed the key tasks and procedures to the Board and Mr. McCarty and asked if this is what the team would be reviewing to see if departments were conducting the same tasks. Mr. McCarty responded in the affirmative, but maybe not in the same format. Commissioner Vania felt that the future practices need to be discussed and considered. Supervisor Tibbetts agreed. He felt that the study and the processes is not being disrespectful or giving the Water Department the dust off and felt that times have changed. Mr. McCarty stated that none of this work being done during this process was done 17 years ago except cost avoidance analysis. Commissioner Vania asked what the next step. Mr. McCarty stated the Water Board response to the report should be given to the Council as an information item. It is anticipated that any information from the Board should be given through Robert. He continued by stating that when there is an agenda item relating to updates or discussion on the report that the Board will be notified. Mr. Benson raised his concern on whether information should come from a vote from the Board or by individuals of the Board. Mr. McCarty felt that any information should come from the Board. Commissioner Vania suggested that additional meetings of the board be scheduled, Commissioner Jensen agreed. Commissioner Jensen requested that any drafts before any Council review be given to the Board with enough time to review as a Board. Mr. McCarty stated that the same process that is given to Council will be followed for the Board. He stated that on projects like this more lead time is given. He explained how that process is done for the Council. He stated that the timeline is subject to change because of the size of this project. Page 2 of 5 Board of Water Commissioners February 20, 2020 Commissioner Jensen asked if this work group's time is documented. Mr. McCarty stated that there is a cost element or indirect costs and there will be a lot of staff time involved. Mr. McCarthy thanked the Board for their data, welcomed the communications and is willing to attend future Board meeting. APPROVAL OF BOARD MEETING MINUTES Commissioner Vania stated that on Page 2, Commissioner Jensen's comment should be water conservation not conversation. Motion by Commissioner Vania, seconded by President Speedling to approve the January 22, 2020 as corrected. All in favor. APPROVAL RESOLUTION NO. 1540, DIRECTING PAYMENT OF BILLS Commissioner Vania felt that the City of Stillwater $16,000 item includes some large bills and asked that large items over $2,000 or $3,000 be more descriptive. Mr. Benson responded that the $16,000 item included attorney fees for work on the White Bear Lake issue, gasoline, and the 4th quarter IT support. He will bring invoices to future meetings. Commissioner Vania questioned Diane Ward's payment. Mr. Benson stated that bill includes the administrative manual for the Administrative Assistant, job description and related information, and minutes per her contract. Motion by Commissioner Vania seconded by President to adopt Resolution 1540, directing payment of bills with the changes updating the descriptions to Diane Ward and the City of Stillwater and changing signature items. All in favor. Commissioner Vania questioned the revenue guidelines the Item 402. Mr. Benson explained that reflects the January billing. He questioned the bond issue fees; Mr. Benson explained that they are quarterly President Speedling referred to investments stating that sale dates are coming up. Mr. Benson explained that there is a 10-day grace period and he will look at the interest rates prior to renewals. WATER RATE STUDY UPDATE - CHRIS KNOPIK (MOVED TO MARCH 12, 2020 MEETING) President Speedling stated that he would like a place holder for March 13, 2020 should he need to be out of town on the 12th. He will contact Mr. Benson on the date so that if there is a need for publication it can be done. Mr. Benson will contact Mr. Knopik to see if he is available on the 13th, if he is not available, he will come on the 12th. COMMUNITY EDUCATION (INFOGRAPHIC) AND WEBSITE COMMISSIONER JENSEN Commissioner Jensen stated that she will be meeting with the website designer on Monday and get the main page done and available. Councilmember Polehna joined the meeting at 5 p.m. He apologized to the Board because he had calendared the meeting starting at 5 p.m. Page 3 of 5 Board of Water Commissioners February 20, 2020 President Speedling asked Councilmember Polehna how the liaison position is reporting to the Council. Councilmember Polehna informed the Board that he does not talk to the Council about the Board meeting he attends; he provides an update to the City Administrator. He continued by stating that he does not give reports to the Council on any board/commission he is liaison to. He provides comments or information when an agenda item relates to those commissions. Commissioner Jensen stated that she felt the liaison position should be giving Council information on what the Board is doing. She also asked how the liaison position was initiated and felt the expectations of liaison should be outlined. Mr. Benson reported that Jim Roush was the first Councilmember to attend Water Board meetings and it continued as part of their annual appointments to boards/commissions. He will look back to see how that liaison decision was made. After discussion, President Speedling asked for assistance for educating the Council so they are more aware of what the Board is doing and felt that the liaison topic should be discussed later. Commissioner Vania stated he supports having a Councilmember at the meetings. Councilmember Polehna stated that Water Board is doing a great job. He felt that operation of the department should be overseen by a full-time City Administrator who has staff available to assist the department in its operations in the absence of supervisor. He does not foresee major changes to the water utility but that it will be overseen like other city departments. Commissioner Vania stated that the way he looks at it the Board could still be an advisory board as the other boards/commissions are. President Speedling stated that Appendix E will be structured out. Councilmember Polehna stated Mr. McCarty has been directed to be thorough. SUPERVISOR OF DISTRIBUTION REPORT Supervisor Tibbetts reported on three main breaks (716 Nightingale, 1504 S Greeley, and 616 St. Croix Avenue W) in February and that they have been repaired. He stated that they were not major breaks but rather breaks that occur with the weather. Mr. Benson informed the Board that the contractor hit Xcel lines, due to a mismarked locate, therefore the residents at the 716 Nightingale break were without power as well. Mr. Benson reported that prior to his absence there was a leak on S. 3rd Street and it turned out to be a shared service so it was repaired and he would be sending bills for the repairs to the residents and the valve cost will be separate from the service bill. Mr. Tibbetts provided an update on the winter maintenance being done. He continued that the Sunrise Well House would be addressed after the security report is done. He stated that he worked with Public Works on what the possible cause of ice was by the Lora hotel and determined it was spring water and it was probably a plugged or collapsed pipe. They will continue to work on this issue. Page 4 of 5 Board of Water Commissioners February 20, 2020 BEE HIVE - UPDATE Mr. Benson stated that James and the crew are making new points in BeeHive. He went through the process of entering data. Commissioner Vania would like to make sure the report feature works. He stated that once the 2019 information is entered, he would like to see an annual report for 2019. The Board congratulated James on the development of the main break process. WATER BOARD RESPONSE TO GOV HR REPORT Commissioner Vania stated that the response to the GovHR Organization Assessment report will be worked on at a workshop meeting because it cannot be done this evening. He provided Councilmember Polehna an overview of Mr. McCarty's report and its results of the conversation Commissioner Jensen stated her position is to keep the Water Department separate but would be in favor of the process if there is a vote of the residents. Commissioner Vania and President Speedling want to see the data before a decision is done by the Board if the Council moves forward. NEXT MEETING DATE Next meeting is March 12, 2020 or March 13, 2020 at 8:00 a.m. Next special Board (Board Org) meetings February 28, 2020 at 8:00 a.m. and March 27, 2020 at 8:00 a.m., April 24, 2020 at 8:00 a.m., and May 22, 2020 at 8:00 a.m. It was the consensus of the Board to prepare a cover letter and the final memo to Mr. McCarty for Council distribution. Commissioner Vania asked Mr. Benson to review with staff their duties and should include mowing and snowplowing to the task listing being brought to the internal consultant group. President Speedling stated that his schedule is getting busy and would like to discuss his membership with the Board or stepping down as President at the next meeting. ADJOURNMENT Motion by Commissioner Vania, seconded by Commissioner Jensen to adjourn at 6:18 p.m. All in favor. ATTEST: Robert G. Benson, Board Manager Steve Speed ing, "" s dent Page 5 of 5