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PUBLIC WORKS COMMISSION MEETING of WEDNESDAY, MAY 8, 2019 8:30 A.M. AGENDA I. REGULAR BUSINESS A. Call to Order B. Approval of A

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PUBLIC WORKS COMMISSION MEETING of WEDNESDAY, MAY 8, 2019 8:30 A.M. AGENDA I. REGULAR BUSINESS A. Call to Order B. Approval of A DARSWEIL L. ROGERS, COMMISSIONER FAYETTEVILLE PUBLIC WORKS COMMISSION WADE R. FOWLER, JR., COMMISSIONER 955 OLD WILMINGTON RD EVELYN O. SHAW, COMMISSIONER P.O. BOX 1089 D. RALPH HUFF, III, COMMISSIONER FAYETTEVILLE, NORTH CAROLINA 28302-1089 DAVID W. TREGO, CEO/GENERAL MANAGER TELEPHONE (910) 483-1401 WWW.FAYPWC.COM PUBLIC WORKS COMMISSION MEETING OF WEDNESDAY, MAY 8, 2019 8:30 A.M. AGENDA I. REGULAR BUSINESS A. Call to order B. Approval of Agenda II. CONSENT ITEMS (See Tab 1) A. Approve Minutes of meeting of April 24, 2019 END OF CONSENT III. REVIEW PROPOSED CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET FOR THE FISCAL YEAR 2020-2025 Presented by: David W. Trego, CEO/General Manager & PWC Staff IV. REVIEW FISCAL YEAR 2020 OPERATING BUDGET Presented by: David W. Trego, CEO/General Manager Rhonda Haskins, Chief Financial Officer & PWC Staff V. GENERAL MANAGER REPORT (See Tab 2) A. Open Commission Requests VI. COMMISSIONER/LIAISON COMMENTS BUILDING COMMUNITY CONNECTIONS SINCE 1905 AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER Page 2 May 8, 2019 VII. REPORTS AND INFORMATION (See Tab 3) A. Monthly Cash Flow Report - March 2019 B. Recap of Uncollectible Accounts – March 2019 C. Investment Report – March 2019 D. Purchase Orders February 2019 March 2019 April 2019 E. Personnel Report – April 2019 F. Approved N.C. Department of Transportation Encroachment Agreement(s): Encr. # 18806 – install. of fire line @ McArthur Road and Ramsey Street G. Approved Utility Extension Agreement(s): Water & sewer to serve Georgetown Estates Phase II, located at McKinnon Farm Rd & Fisher Rd Water & sewer to serve Dirtbag Brewery, located at 5435 Corporation Dr Water & sewer to serve Cypress Lakes Phase 10, located at Man-O-War Drive and Cypress Lakes Rd Electric, water and sewer to serve City of Fayetteville Fire Station #12, located at 911 Hope Mills Rd H. Actions by City Council during the meeting of April 23, 2019, related to PWC: Approved Bid Recommendation – Prefabricated Relay Control Houses for College Lakes and Hogan Street Substations VIII. CLOSED SESSION PURSUANT TO G.S. 143-318.10(E), 143-318.11(C), 143- 318.11(A)(1), 143-318.11(A)(3), AND 133-33 IN ORDER TO REVIEW AND APPROVE CLOSED SESSION MINUTES FROM COMMISSION MEETINGS ON THE FOLLOWING DATES: AUGUST 8, 2018, JANUARY 23, 2019, AND APRIL 24, 2019 IX. ADJOURN D-R-A-F-T PUBLIC WORKS COMMISSION MEETING OF WEDNESDAY, APRIL 24, 2019 8:30 A.M. Present: Darsweil L. Rogers, Chairman Evelyn O. Shaw, Vice-Chairwoman D. Ralph Huff, III, Secretary Wade R. Fowler, Jr., Treasurer Others Present: David W. Trego, CEO/General Manager Kathy Jensen, City Council Liaison Melissa Adams, Hope Mills Town Manager/Liaison PWC Staff Absent: Michael Boose, Cumberland County Liaison Telly Whitfield, Assistant City Manager Media REGULAR BUSINESS Chairman Rogers called the meeting of Wednesday, April 24, 2019, to order. APPROVAL OF AGENDA Upon motion by Commission Huff, seconded by Commissioner Shaw, the agenda was unanimously approved. PRESENTATIONS Presentation of North Carolina City & County Communicators’ (NC3C) Excellence in Communications Awards Presented by: Carolyn Justice-Hinson, Communications & Community Rel. Officer Ms. Justice-Hinson stated the North Carolina City & County Communicators (NC3C) is dedicated to the professional development and networking of local governmental communications professionals. It has been in existence since 2007. She stated PWC was among 28 governmental organizations to earn recognition. A record 248 entries were received. The judges were communications professionals from the Texas Association of Municipal Information Officers. PWC received 6 awards. They were: 2nd Place - Printed Publications - PWC Conservation Calendar 2nd Place - Printed Publications - Employee Newsletter 2nd Place - Service Delivery - Building Business Rally 1st Place - TV, Video, Streaming - Regular Programming – PWC On Board 1st Place -Best Campaign Use of Social Media for a One-Time Event - Hurricane Florence 1 D-R-A-F-T Chris Coulsen Communicator of the Year Award – Carolyn Justice-Hinson Ms. Justice-Hinson stated the City and County also won an award together for Crisis Communications and she was proud we worked so well together. She stated without her staff (Communication Associates; Nicole Stiff, Courtney Lucas, Lamont Hinson, and Admin. Assistant, Franny Gerald) none of the above awards would be possible. Mr. Trego stated when you look at the breadth of the awards, every single aspect of our communications, from the leading edge to the general communications to our employees and public, we won in every area. CONSENT ITEMS Upon motion by Commissioner Shaw, seconded by Commissioner Huff, Consent Items were unanimously approved. A. Approve Minutes of meeting of April 10, 2019 B. Approve RSM Audit Contract And Supporting Arrangement Letter The Finance Division Fiscal Management Section of the NC Department of State Treasurer and Local Government requires the Governing Board of each Local Government Unit approve the audit contract as defined in NCGS 159-34 prior to approval by the LGC. The auditor may not engage in audit services before approval by the LGC. C. Approve Water Resources Additional Five Years - CIP Planning Summary Attached exhibit A is a summary of the water and wastewater projects and their estimated costs covering PWC’s Fiscal Years 2025-2029 that will extend the current CIP to a 10- year Capital Improvement Program plan for Water Resources. In order to comply with the informational request of the DWI, and to thus improve PWC’s standing in the evaluation process under the State Revolving Fund Program, approval of this list is needed to move PWC’s loan applications through the April 30 review process. Staff recommends that the Commission authorize that the projects listed in exhibit A, that are consistent with the analysis that was the basis for the water/wastewater rates approved by the Commission on March 13, 2019, be included as a planning addendum, without financial commitment, to the CIP Budget that was presented to the Commission on May 23, 2018, and approved on June 13, 2018 (Ordinance PWCORD2018-16). END OF CONSENT DEMONSTRATION OF RECENTLY IMPLEMENTED ENHANCEMENTS TO CUSTOMER PORTAL (PHASE II) 2 D-R-A-F-T Presented by: Susan Fritzen, Chief Corporate Services Officer Ms. Fritzen stated we initially installed and rolled out our customer portal on October 31, 2018. We have been working since then to make enhancements. This is our second phase which was purposely updated to provide TOU information. There will be a third phase which will be surrounded around water. She then presented Letitia Cisco-Smith. Ms. Cisco-Smith provided a demonstration of the enhancements to the portal. She highlighted the TOU Dashboard, which displays the customer’s historic usage. As time goes, it will display the customer’s actual usage. There is also a TOU video and a help option. Ms. Cisco-Smith explained the graph, the color-coding and how to estimate an energy bill based on on-peak and off-peak usage. The updated portal also provides the monthly average temperature as well as the daily average temperature. Staff responded to questions and comments from Commissioners. GENERAL MANAGER REPORT Fleet Transition Mr. Trego stated we had a second meeting with the City and Vector regarding the transition of the City’s Fleet to the contractor. Ms. Fritzen stated the target date is July 1st. The City and Vector have confirmed they are still on tract. She stated the meeting went smoothly and she is optimistic everything will work well. The staff also discussed parts and computer equipment we currently use and the costs associated with them. Ms. Fritzen stated we are still waiting for some vehicles to be delivered. Vendors are historically late in submitting invoices. Rhonda Haskins, PWC CFO stated she has had discussions with the City’s CFO regarding how to handle the costs that need to be shared by the City. COMMISSIONER/LIAISON COMMENTS Commissioner Huff thanked PWC for ensuring the sewer was in order in time for the opening of the Baseball Stadium. Council Liaison Jensen thanked Mr. Trego and Mr. Brown for discussing the TOU Rates and PWC Incentive Programs at the Council Meeting on last evening. PRESENTATION BY GDS ASSOCIATES Chris Dawson and Gary Brunault, GDS Associates, provided a background/history on their efforts over the past two years. Mr. Dawson stated because of PWC’s option with their current Power Supply Agreement with Duke, they can give a five year termination notice. He stated that option has value because it allows PWC to look around and evaluate their 3 D-R-A-F-T arrangement with Duke as well as alternatives. He stated GDS has been looking at resource alternatives; how much they cost; and the benefits. They have also looked at the Butler Warner facility and have completed a technical inspection to determine if it is a valuable resource to service over the next 15-20 years. GDS has also provided to the Commission a whitepaper regarding power supply alternatives. Today, they will bring the Commission up to date on recent developments; things that have transpired since January when they last met. Commissioner Fowler motioned to go into closed session under the rules set by the Commission under Resolution PWC2017-13 consistent with North Carolina General Statute 133-33 which allows for cost estimates and bidders lists associated with the letting of Public Contracts to be kept confidential. The motion was seconded by Commissioner Huff and unanimously approved at 8:59 a.m. Following discussion, upon motion by Commissioner Fowler and seconded by Commissioner Shaw, the Commission returned to open session at 10:19 a.m. REPORTS AND INFORMATION The Commission acknowledges receipt of the following reports and information. A. Monthly Incident Summary – March 2019 B. Position Vacancies C. Approved N.C. Department of Transportation Encroachment Agreement(s): Encr.
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