Winterset Municipal Utilities Board of Trustees

NOTICE AND CALL OF PUBLIC MEETING Government Body: Winterset Municipal Utilities Date of Meeting: March 18th, 2024 Time of Meeting: 8:30 A.M. Place of Meeting: Electric Generation Plant, 321 N. 1st St. PUBLIC NOTICE IS HEREBY GIVEN the above-mentioned governmental body will meet at the date, time and place above set out. The tentative agenda for said meeting is as follows: AGENDA: 1. Call to order, roll call 2. Approval of agenda 3. Minutes of meetings 4. General Manager Report 5. Ryan Marquardt, MCDG 6. Watershed discussion 7. Approve AECOM engineering proposal 8. Approve Murphy Tower contract 9. Approve Resolution #3182024, Early Retirement Policy 10. Approve Resolution #3182024B, Rural Economic Development & Loan Program 11. Water Superintendent Report 12. Electric Superintendent Report 13. Claims Added items for discussion… The Board of Trustees of the Winterset Municipal Utilities, Winterset, Iowa, met on March 18th, 2024, in accordance with the above Notice & Call of Public Meeting. Chairman Wendy Frost called the meeting to order with the following members of the Board in attendance. PRESENT: Steve Montross, Wendy Frost, Gary Emmert ABSENT: Others in attendance, Mike Ham, Utility Water Superintendent, Chuck Johnson, Utility Electric Superintendent, Ryan Marquardt. Chairman Frost asked for approval of the agenda. Trustee Emmert moved the agenda be approved. Seconded by Trustee Montross. On a voice vote the motion carried. Chairman Frost stated the minutes from the February 19th, 2024, meeting had been provided to the Board. Trustee Montross moved to approve the minutes seconded by Trustee Emmert. On a voice vote the motion carried. Mr. Benshoof was asked to give his report to the Board. Mr. Benshoof reported that the Sportsman’s Club lease is up to date. Mr. Benshoof stated that he has been working on an early retirement policy with the City Attorney. Mr. Benshoof reported that he has been working with Mr. Anker and Iowa Area Development Group on the Rural Economic Development Loan and Grant Program. Mr. Benshoof stated that WMU has been receiving money from the State of Iowa Setoff Program. Chairman Frost asked for a report on the MCDG. Mr. Marquardt reported on his monthly activities and discussed possible development opportunities with the Board. Chairman Frost asked for a report on the watershed. Mr. Palmer was unable to attend and will report at the Board meeting next month.  Chairman Frost asked Mr. Benshoof to address the next agenda item, AECOM engineering proposal. AECOM submitted a proposal for design of water main improvements at US Hwy 169 and N. 8th Ave. for a cost not to exceed $19,500. After discussion, Trustee Montross motioned to approve the proposal from AECOM seconded by Trustee Emmert. Roll call vote: AYES: Montross, Emmert, Frost NAYS: None Chairman Frost asked Mr. Benshoof to address the next agenda item, Murphy Tower contract. Mr. Benshoof stated that Murphy Tower was the low bid to install primary and secondary conduit in the alley between 2nd Ave and 2nd St. between Court and Washington St. for $155,400. After discussion, Trustee Emmert motioned to approve Murphy Tower contract. Seconded by Trustee Montross. Roll call vote: AYES: Emmert, Frost, Montross NAYS: None Mr. Benshoof was asked to address the next item on the agenda. Resolution #3182024 approving early retirement policy. Following discussion, Trustee Emmert introduced Resolution APPROVING EARLY RETIREMENT POLICY FOR WINTERSET MUNICIPAL UTILITIES EMPLOYEES and moved for its adoption. Trustee Montross seconded the motion. On roll vote: AYES: Frost, Montross, Emmert NAYS: None RESOLUTION # 3182024 RESOLUTION APPROVING EARLY RETIREMENT POLICY FOR WINTERSET MUNICIPAL UTILITIES EMPLOYEES WHEREAS , Iowa Code Chapter 412 establishes the authority of the Board of Trustees for municipally owned and operated public utilities to establish a retirement system for its employees; WHEREAS , as in addition to the retirement system otherwise available for Winterset Municipal Utilities (“WMU”) employees, the WMU Board desires to adopt an Early Retirement Policy for its employees. WHEREAS , a well-designed Early Retirement Policy incentivizes long-term employment and rewards long-term employees; WHEREAS , a well-designed Early Retirement Policy provides for improved fiscal planning and allows for evolution of the public utilities workforce as may be necessary; and, WHEREAS , it is beneficial to both WMU and its employees for the Board to adopt an Early Retirement Policy. NOW, THEREFORE BE IT RESOLVED , Winterset Municipal Utilities, hereby adopts the Early Retirement Policy attached hereto as Exhibit “A”. BE IT FURTHER RESOLVED that Steve Benshoof, General Manager, is directed to incorporate the adopted Early Retirement Policy into the WMU employment manual and ensure that all WMU employees are provided a copy of the same. Passed and Approved this 18th day of March 2024. Wendy Frost, Chairman Attest: ________________________________ Steve Benshoof, General Manager  Chairman Frost asked Mr. Benshoof to address the next agenda item, Resolution #3182024B establishing a new Revolving Loan Fund. Following discussion, Trustee Montross introduced RESOLUTION APPROVING $300,000 GRANT FROM RURAL ECONOMIC DEVELOPMENT AND GRANT PROGRAM and moved for its adoption. Trustee Emmert seconded the motion. Roll call vote: AYES: Frost, Emmert, Montross NAYS: None WINTERSET MUNICIPAL UTILITIES CERTIFICATE #3182024B I, Wendy Frost, do hereby certify: That I am the duly elected, qualified and acting Secretary of Winterset Municipal Utilities (hereinafter called the “Utility”) and the keeper of its records; that at a meeting of the Board of Directors of the Utility with a quorum of Directors present in person held on March 18th, 2024, the following resolution was unanimously approved: WHEREAS it is in the best interest of the Utility to promote Iowa’s small business community and rural area and the strength of the rural communities and surrounding areas may be improved by growth in employment, job skills education, tax base as well as community facilities and infrastructure which improve health services and promote quality of life; and, WHEREAS local community development and health care services efforts would be greatly enhanced with the completion of the proposed construction project of Winterset Dental; demonstrating improved healthcare services to area employers and residents in an effort to retain residents which comprise the area workforce, and; WHEREAS , USDA Rural Development recognizes the importance of local rural economic and community development efforts and has provided financial assistance to Rural Utilities Service eligible borrowers by establishing the Rural Economic Development Loan and Grant program, and encourages those borrowers to play an active role in the economic revitalization of rural communities; and, WHEREAS, Winterset Municipal Utilities has determined the community of Winterset and the Madison County area would be greatly improved by the proposed construction project in Winterset, IA. NOW, THEREFORE, BE IT RESOLVED , that the Utility does hereby request approval of a $300,000 grant from the Rural Economic Development Loan and Grant Program, which would be used to establish a new Revolving Loan Fund (RLF); and, BE IT FURTHER RESOLVED that the Utility has legal authority under its Articles of Incorporation to enter into the grant agreement in accordance with the provisions of 7 CFR Part 4280. BE IT FURTHER RESOLVED , that the Board of Directors of the Utility agrees to provide matching funds of $60,000 which will enable the Utility to enhance their RLF by $360,000; and, BE IT FURTHER RESOLVED that a loan in the amount of $360,000 would be made to Madison County Dental Partners, LLP d/b/a Winterset Dental to help finance the proposed construction project in Winterset, IA. BE IT FURTHER RESOLVED that the Board of Directors of the Utility strongly endorses the project included in the grant application and believes the completed project would benefit rural economic development and community development efforts that are ongoing; and, BE IT FURTHER RESOLVED that the Utility does hereby certify that the project complies with §4280.27 (regarding Ineligible Purposes of loans) and §4280.30 (regarding Restrictions on the uses of loans) of 7 CFR Part 4280, and that there is no conflict of interest, potential conflict of interest, or appearance of a conflict of interest known of by the Utility; and,  BE IT FURTHER RESOLVED that the Board of Directors of the Utility authorizes the organization’s General Manager to execute any and all certifications necessary for this application including Form 1049 relating to Winterset Municipal Utilities being a Drug Free Workplace; and, BE IT FURTHER RESOLVED that the Board of Directors of the Utility authorizes the organization’s General Manager and/or President and/or Vice President and/or Treasurer to requisition the $300,000 in grant funds that is applied for in this application. That said resolution has not been amended, altered, rescinded or modified, and is presently in full force and effect. IN WITNESS WHEREOF , I have executed this certificate and attached a corporate seal of Winterset Municipal Utilities this 18th day of March 2024. Wendy Frost, Secretary Mr. Ham was asked to give his report on the Water Department. Mr. Ham reported that several curb stands have been repaired. Mr. Ham stated that they helped Park & Rec repair a service leak at Giffin Fields. Mr. Ham discussed replacing leaking O- rings in both reverse osmosis trains and replaced prefilters. Mr. Ham reported that they performed maintenance at the plant and rental house. Mr. Johnson was asked to give his report on the Electric Department. Mr. Johnson reported that they have been servicing all equipment. Mr. Johnson stated that the new fence at the plant has been completed. Mr. Johnson reported that the primary and secondary wire has been installed on West Madison St. Mr. Johnson stated that the west shed at the utility shop has been refurbished. Mr. Johnson stated that WMU has purchased a small piece of property in the alley behind Madison County Medical to set transformers. Trustee Montross stated that he had reviewed the claims. Trustee Montross moved to approve the following list of claims. Seconded by Trustee Frost. Roll call vote: AYES: Montross, Frost, Emmert NAYS: None UTILITIES ELECTRIC PLANT: Bomgaars, hdw supplies 5.34 Card Services, mtg expenses/camera monitoring 611.90 Carquest of Winterset, equip maintenance 105.99 CenturyLink, phone service 226.36 CINTAS First Aid & Safety, first aid supplies 146.59 City of Winterset, salaries 1,006.74 City of Winterset, salaries 2,073.47 Crystal Clear Water, safety supplies 28.81 Force Fitters, safety clothes 416.95 Granite Telecommunications, phone service 100.02 Harold K Scholz Co, drawing conversion 3,024.48 Iowa Utilities Board, assessment fee 62.50 MidAmerican Energy, gas service 557.23 SIMECA, purchase power 224,386.40 Wiegert Disposal, garbage service 36.75 Winterset Oil Co, gasoline 77.90 DISTRIBUTION: Bomgaars, safety coat 128.39 Breedings Hardware, hdw supplies 264.49 Brittains Std Parts, equip maint 157.89 Carquest of Winterset, equip maint 165.09 CenturyLink, phone service 67.11 CINTAS First Aid & safety, first aid supplies 73.69 City of Winterset, salaries 19,766.04 City of Winterset, salaries 21,299.59 Dans Overhead Doors, door repairs 589.67 Granite Telecommunications, phone service 32.74 MidAmerican Energy, gas service 129.87 Ohalloran International equip repairs 55.92 Safety-Kleen Systems Inc., oil filter waste 29.50 Sundown Equipment, equip repairs 21.36 Superior Home Improvements, roof repairs 46,015.00 Van Wert Co, line supplies 2,218.36 WESCO, line supplies 7,379.15 Wiegert Disposal, garbage service 30.00 Winterset Oil Co, gasoline 608.65 ACCOUNTING/COLLECTION: Austin Town, deposit refund/interest 125.63 Blake Martin, deposit refund/interest 125.63 Chad Halverson, deposit refund/interest 125.63 Chase Wilson, deposit refund/interest 125.63 City of Winterset, reimb internal 797.99 City of Winterset, reimb sewer/reimb garbage 23,585.12 City of Winterset, salaries 1,662.08 City of Winterset, salaries 2,178.27 Clearent LLC, CR/DB fees 3,244.46 Clearent LLC, CR/DB fees 3,381.41 Coy Butner II, deposit refund/interest 125.63 Drew Harris, deposit refund/interest 128.78 Farmers & Merchants State Bank, deposit slips 48.76 Jesse Harris, deposit refund/interest 125.63 Madison Carter, deposit refund/interest 125.63 Postmaster, postage 771.71 Pricella Jurado, deposit refund/interest 125.63 Robert Helton, deposit refund 126.13 Robert Swanson, deposit refund/interest 126.66 Seth Jimerson, deposit refund/interest 125.48 Stacy Rinkert, deposit refund/interest 126.26 Winterset Municipal Utilities, deposit refund/interest 632.55 ADMINISTRATION: City of Winterset, benefits 11,631.87 City of Winterset, benefits 4,169.87 City of Winterset, reimb HRA 3,011.02 City of Winterset, reimb internal 797.98 City of Winterset, salaries 2,296.43 City of Winterset, salaries 3,208.93 City of Winterset, transfer 16,810.00 Integrity Financial Group, add’l premium 205.00 Madison Co Chamber of Commerce, EVP contribution 468.75 Water Fund, reimb utilities 7,298.70 Winterset Madisonian, pub 89.28 TRANSFERS: Electric Revenue Bond Sinking, transfer 27,278.34 ELECTRIC REVENUE BOND SINKING FUND DEBT SERVICE: UMB Bank NA, interest 24,000.00 ELECTRIC SYSTEM IMPROVEMENT FUND DISTRIBUTION: Boldman Survey Consultants, survey 860.00 Echo Group Inc., alley project 16,343.69 T & R Electric, transformers 21,538.30 WATER PLANT: Agriland FS Inc., gasoline 127.44 Bomgaars, hdw supplies 7.68 Breedings Hardware, hdw supplies 80.84 Calgon Carbon Corp, chemicals 2,094.29 Card Service, camera monitoring/flag/software/testing fee 119.49 CCP Industries, paper products 149.24 Chem-Sult Inc., chemicals 9,013.93 CINTAS First Aid & Safety, first aid supplies 177.62 City of Winterset, salaries 3,896.91 City of Winterset, salaries 7,257.28 DSM Hoist inspection 1,255.00 Granite Telecommunications, phone service 222.23 Iowa Rural Water Assn, membership dues 405.00 MidAmerican Energy, gas service 129.86 Municipal Supply Inc., line supplies 164.30 Onsite Service Solutions LLC, maint contract 10,715.00 PVS DX Inc, chemicals 1,572.22 Smart Sights, maint contract 1,120.00 State Hygienic Laboratory, lab testing 267.00 USA BlueBook, testing supplies/replacement gaskets 2,770.65 Van Wert Co, line supplies 2,378.31 Verizon, data service 68.70 Village Bootery, safety boots 135.96 Volco Co Inc., heater 1,303.06 Wiegert Disposal, garbage service 60.00 Winterset Municipal Utilities, utilities 5,851.70 DISTRIBUTION: Agriland FS Inc., gasoline 127.44 Bomgaars, discharge hoses 554.32 Breedings Hardware, hdw supplies/tools 95.55 Brittains Std Parts, equip maint 43.20 Carquest of Winterset, equip maint 156.32 CenturyLink, phone service 67.11 CINTAS First aid & Safety, first aid supplies 68.00 City of Winterset, salaries 10,007.29 City of Winterset, salaries 7,929.72 Contractor Solutions, shoring/unit calibration 345.00 Granite Telecommunications, phone service 32.73 Municipal Supply Inc., tap kit/line supplies 5,231.53 Quality Car Care, tires 772.52 Van Wert Co, line supplies 16,597.24 Wiegert Disposal, garbage service 30.00 Winterset Municipal Utilities, utilities 1,447.00 Winterset Oil Co, gasoline 100.92 ACCOUNTING/COLLECTION: Card Services, software 106.99 City of Winterset, reimb internal 797.99 City of Winterset, salaries 1,662.10 City of Winterset, salaries 2,178.29 Clearent LLC, CR/DB fees 3,244.45 Clearent LLC, CR/DB fees 3,381.41 Farmers & Merchants State Bank, deposit slips 48.76 Postmaster, postage 771.71 ADMINISTRATION: City of Winterset, benefits 3,201.06 City of Winterset, benefits 7,729.03 City of Winterset, reimb HRA 3,261.98 City of Winterset, reimb internal 797.98 City of Winterset, salaries 2,296.43 City of Winterset, salaries 3,208.94 City of Winterset, transfer 1,190.00 Madison Co Chamber of Commerce, EVP contribution 156.25 Winterset Madisonian, pub 90.28 TRANSFERS: Water Revenue Bond Sinking Fund, transfer 54,932.50 Water System Improvement Fund, transfer 5,000.00 TOTAL REVENUE ELECTRIC: $611,868.05 WATER: $247,023.61 The date of the next regular meeting was set for 8:30 AM, Monday, April 15th, 2024, at Light Plant. Being no further business, the Chairman declared the meeting was now adjourned.  Wendy Frost, Chairman Attest: ____________________________________ Steve Benshoof, General Manager