5311 The Minutes of the Regular Meeting of the Parkersburg Utility Board May 16, 2018 CALL TO ORDER Pursuant to the call of its Chairman Tom Joyce, the Parkersburg Utility Board met in the Parkersburg Utility Board Administration Building, at 125 19 th Street on the 16 th day of May, 2018. Chairman Tom Joyce called the meeting to order at 9:01 a.m. ROLL CALL Present: Tom Joyce, Chairman John Lutz, Vice Chairman Gregory Herrick, Board Member Paul Hoblitzell, Board Member Robert Wright, Board Member George Zivkovich, Counsel Christopher Pauley, Assistant Comptroller Erin Hall, Comptroller Eric Bumgardner, Assistant Manager Eric Bennett, Manager Others in Attendance: Evan Bevins, Parkersburg News & Sentinel CONSIDERATION OF MINUTES Chairman Joyce requested the Board consider the minutes of the May 2, 2018 regular board meeting for acceptance into the record. Robert Wright moved to approve the minutes of the May 2, 2018 meeting as submitted to the Board. Paul Hoblitzell seconded the motion and it was approved by a unanimous vote of the Board members. CONSIDERATION OF FINANCIAL STATEMENTS FOR PERIOD ENDING 3/31/2018 Erin Hall stated as of March 31, 2018 we are 75% through the fiscal year with revenues at 75.8% of budget and expenditures at 70.1%, with a combined year-to-date debt service ratio of 1.509. Hall requested questions or comments on the financial statements.
5312 Gregory Herrick moved to accept and file the financial statements for the period ending 3/31/2018, as presented to the Board. Paul Hoblitzell seconded the motion and it was approved with a unanimous vote of the Board members. CONSIDERATION OF BUDGET AND BUDGET RESOLUTION FOR FISCAL YEAR 2019 Erin Hall stated she provided a revised cover sheet for the budget to include an additional $11,739 expense for health insurance. The expense is for an employee who had not previously participated in PEIA, but is now enrolled. Robert Wright moved to adopt the budget for year 2019 as presented to the Board and to authorize the Chairman to sign the Budget Resolution and the Comptroller as witness. Gregory Herrick seconded the motion and it was approved with a unanimous vote of the Board members. CONSIDERATION OF PURCHASE OF UTILITY BILLING SOFTWARE Erin Hall stated all of the staff questions have been addressed by the vendors and we are ready to make a selection. Three vendors provided proposals for consideration. Hall stated she accompanied Eric Bumgardner, Anita Burns & Raymond Cale to a site visit at DelCo water near Columbus, Ohio to investigate Continental Utility Solutions, Inc. (CUSI) billing software. They were able to see the software in use, take notes, ask questions and talk to DelCo staff members about the software. Hall noted the technology available with CUSI software is far above PUB s existing billing software. Bumgardner noted the software is very user friendly. John Lutz asked for the expected useful life of the software. Bennett explained with the maintenance agreement the software updates are provided as available. Hall added a web portal will be available for customers to view their consumption and payment history. Bennett stated currently customers can only log on and make a payment but cannot see any account details. Customers will be able to sign up for e-bills, which will provide a great convenience to customers, as well as a cost savings to the Board. Robert Wright asked if the software will work with the existing hardware or if new hardware will need to be purchased. Bennett responded new hardware will be needed, but the replacement of the old hardware was already planned. The only new hardware required will be a server, but new work stations were pre-planned as well. Wright asked if the previous printer or sorter issue will be resolved at the same time. Bennett explained requests for proposals are out now for a printing and mailing service. Hall noted the CUSI software is capable of printing in-house or sending the billing file to a third party for printing and mailing.
5313 Bennett noted staff had visited a system using MuniLink billing software and Cogsdale and MuniLink had performed several demonstrations at PUB over the past two years. Bennett commented staff agreed CUSI was the best choice. John Lutz moved to accept the proposal for Utility Billing Software from Continental Utility Solutions, Inc. as recommended by PUB staff. Gregory Herrick seconded the motion and it was approved with a unanimous vote of the Board members. DISCUSSION REGARDING SEWER LINE FAILURE IN DUDLEY AVENUE Bennett stated he provided a correspondence with information about the main sewer line on Dudley Avenue at 3007 which failed and is possibly collapsed. Bennett stated his preference is to excavate and fix the line, but the water and gas lines are obstructing our ability to dig. Bennett stated he had conversations with the gas company about temporarily taking their line out of service. Bennett noted PUB will also need to remove a section of the water line and set well points in order to excavate. He stated the manhole was drilled and in very little time there was eight inches of water in the tubing. Staff is relatively sure the ground around the sewer main is water saturated sand, which has typically been found in the area during previous excavations. Bennett noted to relocate the line we would have to deal with the same soil conditions on a greater scale and repairing the existing line would only involve well points in the immediate area of the repair. Bennett stated staff had talked with three property owners about relocation options and one was a definite no for access, the other two were agreeable. A fourth was not reachable. Bennett stated he was requesting the Board s opinion on whether to repair the failure in the line or to relocate the main. Bennett noted either option will not be cheap. Herrick asked if Bennett could provide an estimate for repairing the line in place. Bennett responded he could provide a best guess of between $25,000 and $50,000 depending on the gas company charges for their work. Board members agreed to proceed with repairing the existing line in place. CONSIDERATION OF INVOICES IN EXCESS OF $750.00 The following invoices totaling $154,112.89 were considered for approval: BFS Petroleum Products, Inc. 801 gallons unleaded - all depts. 2,112.02 BFS Petroleum Products, Inc. 905 gallons diesel - all depts. 2,523.72 City of Parkersburg Workers Compensation - April 2018 4,805.21 Dominion Energy Waste Water Treatment Plant - May 2018 831.51 Dominion Energy WWTP / Administrative Building - May 2018 1,885.01 Dominion Energy Water Treatment Plant - May 2018 783.96 Dreier & Maller Inc 4-1" spacers & 6 - studded tires - crawler - sewer maint. 910.00 Dreier & Maller Inc Repair camera for TV truck - sewer maint. 1,544.00
5314 Ferguson 10-6" adapters, 280' of 6" sewer pipe, & 112' of 8" sewer pipe - sm 1,130.94 Frontier Phone services - April 2018 950.29 IPA Systems Inc. 56 bags of octocrete - sewer maint. 1,207.40 Jason Lipscomb Builders, LLC Material & labor for temporary sewer - Mahone Tire - 152 19th St. 750.00 Lubeck PSD Parkersburg revenue collected by Lubeck PSD 7.5% fee - April 2018 1,213.18 Mahone Tire Service 2 - tires, mount, balance, & disposal - Trk #40-002 - WWTP 953.14 Mid-Ohio Valley Medical Group Drug screening & physicals - new employees 860.25 MonPower 1st. Ave. Pump Station - April 2018 6,510.06 MonPower 6th St. Pump Station - April 2018 6,641.38 MonPower Neal Run Pump Station - April 2018 971.76 MonPower 32nd St. Pump Station - April 2018 797.03 MonPower Waste Water Treatment Plant - April 2018 28,018.29 MonPower Water Treatment Plant - April 2018 19,185.52 MonPower Kanawha St. Pump Station - May 2018 1,023.99 Parkersburg Utility Board Sewer bill - WTP - April 30, 2018 35,025.10 Parkersburg Utility Board Water bill - WWTP - April 30, 2018 1,323.14 Perma-Liner Industries, LLC Stinger steam cure system - lining - sewer maint. 9,439.22 Rekim Inc, LLC. Fabricate & install pipe plate & flange for hypo feed - WTP 2,451.25 Smith Concrete 7.75 yds 9 bag 2% Hi-Early concrete - water maint. 1,123.75 Smith Concrete 10 yds 9 bag 2% Hi-Early concrete - water maint. 1,450.00 Southern Ionics Incorporated 4,482.6448 gals of sodium bisulfite - WWTP 5,155.04 State Electric 12-45W LED lights & 8-20W LED lights - WTP 954.96 State Electric 6-100W LED lights - WWTP 928.14 Strand Associates, Inc. Professional services thru March 31, 2018-Computer&Misc. Services 4,333.29 US Postmaster Postage for termination notices - May 2018 855.44 West Virginia MWQA Annual dues - July 1, 2018 - June 30, 2019 5,464.90 TOTAL APPROVED 154,112.89 Total amount of checks paid from sewer operating fund April 27, 2018 - May 11, 2018 298,607.20 Check # 76705-76803 John Lutz inquired about the invoice for drug screening and questioned the length of the term for the screenings. Bumgardner stated the invoice is for new hires and includes the employment physicals. Hall noted the invoice covers three new employees. Bumgardner mentioned PUB contracts for random drug screening for most employees. Bennett explained the clerical staff is not considered a safety risk and not included. Lutz asked how often the selection is performed. Bumgardner responded he believed the term is quarterly and performed by a third party contractor. Bennett noted there are actually two programs, one for CDL drivers and one for safety sensitive employees.
5315 Robert Wright moved the list of invoices over $750, dated May 16, 2018 in the amount of $154,112.89 be approved for payment as submitted to the Board. Paul Hoblitzell seconded the motion and it was approved with a unanimous vote of the Board members. OTHER BUSINESS ADMINISTRATION BUILDING BOILER FAILURE Eric Bennett declared the 12 year old boiler for the administration building has failed with a potential replacement cost of between $10,000 and $15,000. Bennett explained the boiler is intended to run year round to temper the air. Bennett noted staff is currently waiting on a couple of quotes to replace the unit. Chairman Joyce asked who does the PUB s boiler maintenance. Bennett responded PUB personnel maintain the boilers. Paul Hoblitzell asked why the unit failed. Bennett explained a circuit board had failed in the boiler control unit. Bennett commented the unit is no longer supported by the manufacturer and parts are no longer available. NEXT MEETING DATE Erin Hall stated the next regular meeting is scheduled for May 30, 2018. Board members agreed to meet in regular session, at the Parkersburg Utility Board Administration Building in the conference room, at 9:00 a.m. on May 30, 2018. ADJOURNMENT Paul Hoblitzell moved the meeting be adjourned. Gregory Herrick seconded the motion and it was approved by a unanimous vote of the Board members. The meeting adjourned at 9:20 a.m. Respectfully Submitted: Eric Bumgardner, Assistant Manager