HomeMy WebLinkAboutUtilMinutes_2023_10_10Municipal Utilities Board October 10, 2023
City of Brookings
The regular meeting of the Municipal Utilities Board was held at 1:00 p.m. on Tuesday,
October 10, 2023, at the Utility building with the following members present: Bartels,
Carruthers, Hansen, Hawley, President Harvey and City Council Liaison Avery.
ADOPTION OF AGENDA
The agenda was adopted.
MINUTES
Minutes of the regular meeting held September 11, 2023, and the special meeting held
September 25, 2023, were read and approved.
APPROVAL OF BILLS AND CLAIMS
Motion was made by Carruthers, seconded by Hansen that the following bills and claims be
approved. All members present voted in favor of the motion. Advanced Media Technologies Inc,
Systems/Cabling Inv, $1450.00; Allegra, Printed Supplies, $428.89; Appeara, Supplies, $130.74;
ARIN, American Registry for Internet Numbers, IP/Routing Numbers, $2000.00; Authorize.Net,
Credit Card Processing Fee, $422.25; Automatic Building Controls Inc., Fire Alarm System,
$12854.10; Badger Communications, Systems/Cabling Inv, $16484.50; Bally Sports North,
Contract Fee, $8402.22; Blooston, Mordkofsky, Dickens & Prendergast, LLP, Legal Service,
$2560.75; Bluefin Payment Systems, Credit Card Processing Fee, $14519.32; Bobcat Of
Brookings, Supplies/Equipment Rental, $929.99; Border States Elec Supply, Supplies, $5134.55;
Brookings Auto Mall, 2024 Chevrolet Silverado 2500, $25982.00; Brookings Auto Mall, Vehicle
Maintenance, $274.94; Brookings Credit Bureau & Collection Agency, Delinq. Account
Collection, $138.81; Brookings Deuel Rural Water System, Rural Water Buyout, $89100.00;
Brookings Engraving, Uniforms, $192.00; Brookings Equipment Inc, Equipment Maintenance,
$1140.39; Brookings Municipal Utilities, Office Utility Bill, $53934.58; BSG Clearing
Solutions, Telco Settlement, $50.74; Buhls Dry Cleaners & Linen Supply, Rug/Supplies,
$174.00; Business Track, Credit Card Processing Fee, $11493.09; C & R Fire Suppression,
Annual Fire Ext. Inspection, $337.80; Calix Inc., Supplies, $735.00; Card Connect, Credit Card
Processing Fee, $25.27; Carquest Auto Supply, Work Equip Maintenance/Supplies, $756.57;
CCMI, License, $4950.00; Century Link, Directory Listing, $208.64; Century Link, Telephone
Expense, $81.34; City of Brookings, Contract Fee, $7289.64; City of Sioux Falls, Water
Samples, $14.50; Civil Design Inc, Engineering Consulting, $827.50; Climate Systems Inc,
HVAC Maintenance, $6795.61; Consortia Consulting Inc, Consulting Service, $1499.00; Core &
Main, Supplies, $4298.05; Courtesy Plumbing Inc., Repair/Supplies, $645.42; Credit Collections
Bureau, Delinq. Account Collection, $319.72; Dakota Pump Inc., Supplies, $197.75; Dakota
Supply Group, Supplies, $6094.88; Dave's Window Cleaning, Inc, Window Service, $74.00;
Dept Of The Treasury, Federal Tax, $6108.15; DGR Engineering Inc, Engineering Service,
$1299.00; DHE, LLC, Maintenance Fee, $1196.63; Ditch Witch UnderCon, Supplies/Work
Equip Maint, $228.98; Electric Pump, Supplies, $728.00; Ethanol Products LLC, Chemicals,
$1756.56; Express Communications, Inc., Telco Settlement, $9803.23; Farmers Implement
Irrigation, Supplies, $1301.79; Fastenal Company, Supplies, $138.60; Flexible Pipe Tools &
Equip, Supplies, $3818.15; Fox Scientific Inc., Supplies, $538.36; Franz Reprographics, Plotter
Maintenance, $403.25; Frontier Precision Inc, Supplies, $1656.00; G & R Controls, Equipment
Repair/Supplies, $1732.36; Grainger, Supplies, $89.00; Gray Media Group Inc, Contract Fee,
$21145.73; Graybar Electric Company, Supplies, $896.05; Graybar Electric Company,
Systems/Cabling Inv, $9.72; Great Northern Environmental, Supplies, $1001.00; H & W
Contracting, LLC, SW/SE Interceptor Replacement, $483583.03; Hamlin Building Center,
Supplies, $113.03; Hawkins Inc, Chemicals, $10248.43; Hawkins Inc, Supplies, $1992.22;
Hohn, Trevor, Travel, $133.20; Homestead Do It Center, Supplies, $1676.63; Hometown Service
& Tire LLC, Vehicle Maintenance, $41.00; Hydro-Klean, LLC, Manhole Rehabilitation,
$14744.45; Iconectiv, LLC, LNP Fee, $654.95; Interstate Telecommunications Cooperative,
Telephone Expense, $282.39; Jackrabbit Tire Company, Work Equipment Maintenance, $236.50;
Lenander, Jason, Travel, $17.70; Lewis Drug Inc, Supplies, $8.97; Lowe's, Supplies, $1048.83;
Lumen, Telco Settlement, $272.22; Mac's Catering, Employee Recognition, $1040.00; Martin's
Inc, Diesel/Oil, $4374.02; Matheson Tri-Gas Inc, Supplies, $261.15; Mid South Telecom,
Repairs/Supplies, $180.00; Mid South Telecom, Systems/Cabling Inv, $2868.47; Midcontinent
Comm., Contract Fee, $708.32; Millennium, Supplies, $1070.00; Moss Adams LLP, Consulting
Service, $2472.00; Muth Electric Inc, WWTP Wiring, $3965.28; MVTL Laboratories Inc.,
Wastewater Analysis, $1753.62; Napa Auto Parts, Supplies, $22.29; Nexstar Broadcasting, Inc.,
Contract Fee, $10063.65; Northwestern Energy, Natural Gas, $66.43; Office Peeps Inc, Office
Furniture, $428.55; Office Peeps Inc, Supplies, $1263.34; OneNeck IT Solutions LLC, Licenses,
$186.09; Papa John's Pizza, Meeting Supplies, $73.95; Pests B Dead LLC, Pest Control,
$350.00; Pete Lien & Sons Inc, Chemicals, $4819.76; Prunty Construction Co, Inc, Raw/Treated
Water Pipelines, $413335.03; Quadient, Inc., Postage Meter Rental, $1591.72; Ramsdell F&M
Ltd., LP Fill, $27.72; RC First Aid, Supplies, $90.00; Resco, Supplies, $3525.00; Runnings,
Supplies, $1648.03; Runnings, Uniforms, $69.99; Schoon's Pump N' Pak, Vehicle Gasoline,
$5695.68; SD Dept of Rev, Enhanced 911, $8857.97; SD Treasurer, Sales/Excise Tax,
$185685.54; Seeco, Supplies, $5661.78; South Dakota Safety Council, Registration, $760.00;
Spot On Printing LLC, Uniforms, $100.00; Springbrook, Credit Card Processing Fee, $2999.13;
Sprint PCS, PCS Phone Service, $4.97; State Theatre Company, Supplies, $70.00; Sturdevant's
Auto Value, Supplies, $373.21; Subway, Meeting Supplies, $199.92; Sunbelt Rentals, Inc,
Generator Rental, $4587.75; SWCA Environmental Consultants, Consulting Service, $7244.66;
Swede's Electric, Labor/Supplies, $122.40; Swiftel Communications, Office Phone Bill,
$128094.32; Swiftel Communications, Petty Cash, $82.86; The UPS Store, Freight, $509.34;
U.S. Bank National Association, 2012 SRF Loan Final Payment, $8949185.45; United Parcel
Service, Freight, $51.51; United States Postal Service, Postage, $9000.00; Universal Service
Adm. Co, USAC Contribution, $27221.40; USA Bluebook, Supplies, $741.03; Velocity
Dynamics, LLC, Supplies, $1096.57; Wesco, Transformers 500 KVA, $95570.00; Winter
Contracting, LLC, Raw/Treated Water Pipelines, $180564.00; Witt, Eric, Travel, $133.20; WW
Tire Service Inc, Work Equipment Maintenance, $118.52; Xcel Energy/NSP, Utility Bill, $9.05;
Yorkshire Eye Clinic & Optical, Safety Glasses, $350.00; Young Door Service, Inc.,
Labor/Repair, $93.25; Active Heating Inc., Conserve/Demand Incentive, $100.00; Briggs, Ken,
Conserve/Demand Incentive, $12.00; Bruinsma, Keith, Conserve/Demand Incentive, $500.00;
Chipps, Steve, Conserve/Demand Incentive, $150.00; Keyser, Justin, Conserve/Demand
Incentive, $175.00; Larson, Dale, Conserve/Demand Incentive, $500.00; Lewis Drug,
Conserve/Demand Incentive, $3126.00; Longar, Jack, Conserve/Demand Incentive, $1325.00;
DOMINIACK, SCOTT, Refund Check, $85.55; BRIDLE/UNIV ESTS SANITARY DIST,
Refund Check, $104.00; MORROW, TODD, Refund Check, $220.00; GONZALEZ, GENESIS,
Refund Check, $26.15; KIMURA, JASON, Refund Check, $33.71; VOLGA RENTALS LLC,
Refund Check, $153.18; FARMER ON FIRE, Refund Check, $252.92
PERSONNEL INFORMATION
Department Salaries (September): Electric, $238,684.52; Water, $106,271.67; Wastewater,
$120,751.72; Telephone, $324,866.94; Retirement, $47,437.17; Social Security, $55,664.45;
Insurance, $100,484.39101,635.86; Deferred Comp, $15,017.49.
Salary Changes: M. Heninger, $43.07; L. Voegeli, $4,695.57; M. Robinson, $45.34.
EXECUTIVE SESSION
Motion was made by Hansen, seconded by Hawley to adjourn to an executive session to
consult with legal counsel and review communications from legal counsel about proposed or
pending litigation or contractual matters and discuss marketing or pricing strategies. All
members present voted in favor of the motion.
The Board reconvened in open session.
APPROVAL OF 2024 CAPITAL IMPROVEMENT PROGRAM
Motion was made by Carruthers that the following Resolution No. 26-23 be approved.
The motion was seconded by Hansen. All members present voted in favor of the motion.
PUBLIC HEARING ON 2024 BUDGET AND PROPOSED RATE INCREASES
A public hearing was held on the 2024 Budget and proposed rate increases for
wastewater and water. No one appeared and no written complaints were received. The public
hearing closed.
REVIEW 2024 BUDGET
Laura Julius, Financial & IT Manager, gave a brief overview on the proposed 2024
Budget for the Board’s consideration. No action was taken. More detail will be shared at the
next Utility Board Meeting.
FIRST READING OF WATER RATE REVIEW
The proposed rate increase for water service was reviewed. Motion was made by
Hawley, seconded by Carruthers to approve the first reading of the proposed rate increase in
residential and commercial water rates. All members present voted in favor of the motion.
FIRST READING OF WASTEWATER RATE REVIEW
The proposed rate increase for wastewater service was reviewed. Motion was made by
Carruthers, seconded by Hansen to approve the first reading of the proposed rate increase in
residential and commercial wastewater rates. All members present voted in favor of the motion.
WATER STRATEGIC PRIORITIES
The Water Strategic Priorities were reviewed with the Utility Board. No action was
taken.
FIRST READING OF AMENDMENT TO ELECTRIC RULES AND REGULATIONS
The proposed rate increase for new electric construction services was reviewed. Motion
was made by Carruthers, seconded by Hansen to approve the first reading of the proposed rate
increase in new electric construction services. All members present voted in favor of the motion.
RETIREMENT OF 2012 CLEAN WATER STATE REVOLVING FUNDS
Motion was made by Hawley that the following Resolution No. 27-23 be approved.
RESOLUTION NO. 27 - 23
RESOLUTION AUTHORIZING THE RETIREMENT OF
CLEAN WATER STATE REVOLVING FUNDS ISSUED IN 2012
WHEREAS Brookings Municipal Utilities (BMU) has outstanding debt of
$8,877,059.34 from Clean Water State Revolving Funds issued in 2012; and
WHEREAS the Brookings Municipal Utilities Board has determined that it is
beneficial to BMU to retire the above-mentioned State Revolving Funds issued in 2012; and
WHEREAS the Brookings Municipal Utilities Board has determined that there
are sufficient resources within the BMU fund balances to retire the debt outstanding from the
above-mentioned bond issued in 2012.
NOW, THEREFORE, BE IT RESOLVED by the Brookings Municipal Utilities
Board that the Board authorizes the Executive Vice President and General Manager to execute
the documents necessary to retire the outstanding debt from the Clean Water State Revolving
Funds in 2012 effective October 15, 2023.
Adopted this 10th day of October, 2023.
ATTEST:
________________________________ _________________________________
Seth Hansen, Secretary Tim Harvey, President
The motion was seconded by Hansen. All members present voted in favor of the motion.
INTERFUND LOAN FROM TELEPHONE FUND TO WASTEWATER FUND
Motion was made by Carruthers that the following Resolution No. 28-23 be approved.
RESOLUTION NO. 28 - 23
RESOLUTION AUTHORIZING AN INTERFUND
LOAN AMONGST UTILITY FUNDS
WHEREAS the Brookings Municipal Utilities Board has determined that it is
beneficial for BMU to establish an interfund loan from the Telephone Fund to the Wastewater
Fund to aid in the retirement of State Revolving Fund debt issued in 2012 and the construction of
wastewater collection system improvements; and
WHEREAS the Brookings Municipal Utilities Board approved the 2024 Capital
Improvement Program providing for interfund loans and capital projects; and
WHEREAS the interfund loan established to aid in the retirement of the 2012
State Revolving Fund debt is $9,000,000 and the interfund loan established to aid in Wastewater
Collection System Capital Improvement Projects is $7,000,000 (consisting of Southwest
Interceptor-Phase 3 and 34th Avenue Sewer); and
WHEREAS the Brookings Municipal Utilities Board has determined that the
above mentioned interfund loan from the Telephone Fund to the Wastewater Fund shall be in the
amount of $16,000,000 and that the Wastewater Fund shall repay the above mentioned interfund
loan from the Telephone Fund over a term of five years and that the above mentioned interfund
loan shall bear an interest rate of 2.0% annually.
NOW, THEREFORE, BE IT RESOLVED by the Brookings Municipal Utilities
Board that the $16,000,000 interfund loan from the Telephone Fund to the Wastewater Fund in
2023 be approved with the provisions that the interfund loan, principal and interest, be repaid at
the rate of 2.0% interest to be due and payable in full before September 30, 2028, unless
extended by further resolution.
BE IT FURTHER RESOLVED that this Resolution No. 28-23 shall serve as the
promissory note documenting the interfund loan between the Telephone Fund and the
Wastewater Fund.
Adopted this 10th day of October, 2023.
ATTEST:
________________________________ _________________________________
Seth Hansen, Secretary Tim Harvey, President
The motion was seconded by Bartels. All members present voted in favor of the motion.
APPLICATION FOR WATER/SEWER CONNECTION INTO CITY WATER/SEWER – 20th
STREET SOUTH – BRANCH CREEK ADDITION
Motion was made by Carruthers, seconded by Hawley that the application for extension
for water and sewer mains and connection into the city water and sewer system requested by
Branch Creek Corporation on 20th Street South – Branch Creek Addition be approved. All
members present voted in favor of the motion.
APPLICATION FOR WATER CONNECTION INTO CITY WATER – TRAILS HEAD – MAIN
AVENUE SO. AND TRAIL RIDGE ROAD
Motion was made by Carruthers, seconded by Bartels that the application for extension of
water main and connection into the city water system requested by Minor Investments FLLLP at
Trails Head on Main Avenue South and Trail Ridge Road be approved. All members present
voted in favor of the motion.
APPLICATION FOR WATER CONNECTION INTO CITY WATER – WILLOW TRAIL –
INDIAN HILLS ADDITION
Motion was made by Hawley, seconded by Hansen that the application for extension of
water main and connection into the city water system requested by Willow Trail LLC in Willow
Trail – Indian Hills Addition be approved. All members present voted in favor of the motion.
APPLICATION FOR WATER/SEWER CONNECTION INTO CITY WATER/SEWER –
SIOUX VILLAGE – INDIAN HILLS ADDITION
Motion was made by Carruthers, seconded by Hawley that the application for extension
for water and sewer mains and connection into the city water and sewer system requested by
Brookings Built Green in Sioux Village – Indian Hills Addition be approved. All members
present voted in favor of the motion.
FINAL PAYMENT ON THE WATER SYSTEM UPGRADE – PHASE I – WATER MAIN
Motion was made by Hansen that the following Resolution No. 29-23 be approved.
RESOLUTION NO. 29 - 23
RESOLUTION APPROVING WORK AND AUTHORIZING
FINAL PAYMENT ON WATER SYSTEM UPGRADE –
PHASE 1 WATER MAIN
BE IT RESOLVED by the Brookings Municipal Utilities Board that final
payment in the amount of $180,564.00 to Winter Contracting LLC be approved for the Water
System Upgrade – Phase 1 Water Main.
BE IT FURTHER RESOLVED that the work for said project be approved.
Adopted this 10th day of October, 2023.
ATTEST:
_________________________________ _________________________________
Seth Hansen, Secretary Tim Harvey, President
The motion was seconded by Carruthers. All members present voted in favor of the
motion.
PURCHASE APPROVAL OF BOBCAT SKIDSTEER LOADER THROUGH SOURCEWELL
FOR ELECTRIC, WATER AND WASTEWATER
Motion was made by Carruthers, seconded by Hawley to approve the purchase of a
Skidsteer Loader through Sourcewell in the amount of $73,142.68 for the Electric, Water and
Wastewater Department. Motion carried.
BIDS
AWARDING OF BIDS
WWTP FACILITY IMPROVEMENTS – THICKENER MECHANISM
KHC Construction $677,000.00
Gridor Construction $522,400.00
Rice Lake West Inc. $628,600.00
WATER METERS – WATER DEPARTMENT
Metering & Technology Solutions $84,211.90
Ferguson Waterworks $89,250.00
Motion was made by Carruthers, seconded by Hansen that the low bid of Gridor
Construction in the amount of $522,400.00 for the WWTF Thickener Improvements and
Metering & Technology Solutions in the amount of $84,211.90 for Water Meters be approved;
and that, after reviewing the contract for the above bid, that the President of the Board and/or
Executive Vice President/General Manager be authorized to execute the approved contract
documents. All members present voted in favor of the motion.
AUTHORIZATION TO SOLICIT BIDS
FIRE HYDRANTS, VALVES & RELATED SUPPLIES
CHEMICALS
Motion was made by Carruthers, seconded by Hansen that authorization be given to
advertise for Fire Hydrants, Valves & Related Supplies and Chemicals. All members present
voted in favor of the motion.
EXECUTIVE SESSION
Motion was made by Hansen, seconded by Hawley to adjourn to an executive session for
the purpose of discussing personnel.
The Board reconvened in open session.
ADJOURNMENT
The meeting adjourned.
ATTEST:
______________________________ _____________________________
Seth Hansen, Secretary Tim Harvey, President