LEBANON UTILITY SERVICE BOARD
Lebanon, Indiana
February 18, 2015 Utility Conference Center 4:00 P.M.
Present:
Board: / Staff: / Guests:Dan Lamar, Chairman / Jay McCoskey / John Wood, Principal
Allen Woods, Vice Chairman / Bob Waples / Travis Barnes, Principal
Jim Urban, Secretary / Pete Shepherd
Neil Taylor, Member / Matt Hutton / Legal Counsel: Jeff Jacob
Linda Ridgway
1. Chairman Dan Lamar called the February 18th, 2015 meeting of the Lebanon Utility Service Board to order at 4:00 P.M. Member Tom Temple was not in attendance. Confirmation of appropriate notification was acknowledged.
2. Pledge of Allegiance to the American Flag was observed.
3. Chairman Lamar requested comments or changes to the February 4, 2015 minutes. Hearing of no comments or changes the minutes were approved by a motion from Secretary Jim Urban, and seconded by Member Neil Taylor.
A motion was made by Vice Chairman Allen Woods to adjust the Agenda to include Mr. John Wood and Travis Barnes of Principal. This motion seconded by Secretary Jim Urban.
Mr. Wood and Mr. Barnes suggested to the Board a change in the Utilities 457 Plan due to a liquidity issue with one of the investment funds. A notification from the Utilities shall be sent to Principal informing them of the effective date for the change to the plan 60 days into the future. Notifications from Principal will be distributed 30 days prior to the effective date. Counsel Jeff Jacob asked the Board to accept this information as such since it wasn’t placed on the Agenda in a timely manner in order to allow those involved in the 457 Defined Benefits Plan to receive appropriate notice.
4. General Manager Jay McCoskey asked the Board to approve a short term temporary position for a Special Projects Manager. This is a new position that is needed to assist in a time of transition and growth due to multiple projects being undertaken by the Utilities. Since there isn’t an employee currently employed that is qualified for this position, Manager McCoskey asked permission to waive the internal posting. Vice Chairman Allen Woods made a motion to approve Manager McCoskey’s request for a special Projects Manager at the salary indicated of $124,800 ($60.00 per hour) foregoing the internal posting. Member Taylor seconded the motion. Motion carried.
5. General Manager Jay McCoskey asked the Board to approve a Bad Debt Policy. On behalf of our rate payers it is Lebanon Utilities responsibility to make every effort possible to collect outstanding, past due obligations. This policy outlines the collection efforts and methods Lebanon Utilities will use in the collection of past due accounts available under Indiana law. Secretary Urban made a motion to approve the Bad Debt Policy for the Utilities. Member Taylor seconded the motion with the comment that the policy is clear in stating that although the account is written off it does not constitute forgiveness of that debt . Motion carried.
6. Wastewater Manager Bob Waples presented to the Board three bids for the 2015 - 2017 sludge hauling. This will be a three year contract. Bids were received from Prairie Creek Sod Farm at $0.0335 a gallon, Hayden Farms at $0.055 a gallon, and Merrell Brothers at $0.049 - $0.055 a gallon dependent upon the season plus $975 for mobilization of equipment. Manager Waples recommended the bid be awarded to Prairie Creek Sod Farm for a $6,000 savings from last year. Secretary Urban made a motion to approve the 2015, 2016, and 2017 sludge hauling bid with Prairie Creek Sod Farm at $0.0335 a gallon contingent upon a signed contract. Vice Chairman Woods seconded the motion. Motion carried.
7. Supervisor of Billing Services Matt Hutton asked the Board to approve a Statement of Work between Lebanon Utilities and Harris NorthStar for a 6.4 system upgrade. This upgrade will cost $68,460.00 a considerable savings from purchasing any of the new programs on the market. Vice Chairman Woods made a motion to approve the Statement of Work between the Utilities and Harris NorthStar for a system upgrade at a not to exceed cost of $68,460.00. Secretary Urban seconded the motion. Motion carried.
8. Member Taylor made a motion to approve the claims dated February 18th, 2015 for $1,936,576.83. Secretary Urban seconded the motion. Motion carried.
9. General Manager Jay McCoskey stated he has written a letter of support to assist the City in their pursuit of a grant from the 2015 Community Challenge Grant Program.
We have submitted an application to APPA for a $40,000 grant to help fund the electric system modeling. We should have a response sometime in April
We have begun taking applications at the customer service office for curbside recycling services. We will begin using the back of the bill to remind customers about community clean-up days, tox away days, and to provide on-going support to Lebanon-The Cleanest City in Indiana campaign.
Sam Messenger, son of John Messenger Manager of the Parks Department began working for the Utilities this past Monday as a Meter Tech.
We will be making a presentation at Lebanon High School to students who might have interest in filling an Electric Line Worker Apprentice position that we have delibertly left open to fill with a qualified LHS 2015 graduate.
Monday, February 23rd City Council will be considering Resolution 2015-07 to let it be known to the State Legislature their disapproval of SB 309. The City of Lebanon has many concerns and opposes this proposed legislation as initially introduced. Senate Bill 309 in its initial form would change Indiana policy and lock down 93% of the state’s electric territory to the advantage of the REMCs and the IOUs, at the expense of communities like Lebanon
10. Chairman Lamar asked for any other business that may be brought before the Board.
11. Hearing of no further business to be brought before the Board a motion was made to adjourn the meeting by Secretary Urban. The motion was seconded by Member Taylor. Motion carried.
The meeting was adjourned at 4:47pm.
The next Utility Board Meeting will be March 4, 2015 at 4:00pm.
APPROVED THIS 4th DAY OF March, 2015___
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CHAIRMAN OF THE BOARD
ATTEST:
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CLERK OF THE BOARD