WAUNAKEE UTILITIES COMMISSION

Waunakee Utilities Commission Meeting September 24, 2012 Members Present: Henry Kruschek, Jr. Steve Kraus Marvin Hellenbrand John Laubmeier Shirley Nelson John Roessler Roger Lee Others Present: Tim Herlitzka Dave Dresen John Roessler called the regular meeting of the Waunakee Utilities Commission to order at the Waunakee Utilities facility at 322 Moravian Valley Road. Minutes Moved by Steve Kraus, seconded by Henry Kruschek, Jr. to approve the minutes of the August 23, 2012 Utility Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by Shirley Nelson, seconded by Henry Kruschek, Jr., to approve payment of the following bills: Vendor Description Electric Water Sewer Total Advanced Concrete, Inc. Overhead maintenance $ 72.00 $ 72.00 Airgas USA, LLC Substation maintenance 44.24 44.24 Bernards, Doug Refund 53.73 53.73 Legal: Territory issues & water tower Boardman & Clark lease 51.00 $ 415.50 466.50 BP * Gasoline for trucks 1,345.24 1,333.94 $ 133.87 2,813.05 Cintas Corporation Uniforms 149.62 109.51 105.82 364.95 Classic Custom Homes Refund 128.68 128.68 Country Glen Apartments Refund 50.29 50.29 Crescent Electric Minor mtls., marking paint, W.O. mtls. & 1,353.86 72.80 1,426.66 UG maintenance Dean Clinic Pre-employment testing 10.00 10.00 20.00 EFTPS * 941 taxes 20,329.08 20,329.08 Employee Trust Funds * Health insurance premiums 13,436.80 13,436.80 Fastenal Company Personal protective equipment 771.21 771.21 First Supply Maintenance of mains 831.37 831.37 First Weber Group Refund 74.30 74.30 Francisco, Kyle Refund 99.27 99.27 General Communications Portable radio 116.33 116.33 116.34 349.00 Gordon Flesch Co., Inc. Lease payment & monthly service 354.30 259.24 250.60 864.14 Great West Retirement * Deferred Comp. 3,782.00 3,782.00 HD Supply Waterworks Inventory, mains & sewer maintenance 243.54 442.24 685.78 Herlitzka, Tim Mileage reimbursement 35.67 26.10 25.23 87.00 Hometown News Group Public Benefits/Energy Conserv. Ads 853.12 853.12 Hometown News Group Ads for public bidding on Well #1 53.14 53.14 ICS/Med. Telephone Answ. Answering service 57.02 41.72 40.34 139.08 Jahnke, Nicole Refund 115.67 115.67 Krause Power Engineering Substation projects 34,935.38 34,935.38 Mabie, Daniel Refund 86.48 86.48 Maly, Dale & Judy Refund 31.08 31.08 1 Matson & Associates, Inc. Refund 84.17 84.17 Meffert Oil Co., Inc. Gasoline for trucks 694.79 694.79 MEUW* Workshop registration 225.00 225.00 Annual conf. reg. & safety program MEUW costs 2,798.50 1,755.00 1,696.50 6,250.00 MG & E Booster, well, svc. bldg. & lift stations 17.33 115.74 54.84 187.91 Minnesota Life Insurance * Life Insurance 255.46 255.46 Office Depot Office supplies 54.81 40.11 38.77 133.69 Payroll * 9/7 & 9/21 53,939.10 53,939.10 Pepsi Cola Company Soda for machine 36.90 27.00 26.10 90.00 Postmaster * Postage for bills 657.22 480.89 464.86 1,602.97 R.B.'s Printing, Inc. Billl stuffers 489.60 489.60 Register of Deeds * Easement recording 30.00 30.00 Rendall, Chris & Ericka Refund 422.94 422.94 Resco Tools & PPE 560.58 560.58 RG Heating & A/C Boiler maint. and semi-annual testing 319.08 233.47 225.68 778.23 SEERA c/o Wipfli, LLP August Focus program fee 3,361.07 3,361.07 Servicemaster Office cleaning 177.12 129.60 125.28 432.00 Statz, Carl F. Well maintenance 135.95 135.95 Eng.: Well# 1, sewer flow monitoring, sewer & water comprehensive plan, Strand Associates, Inc. Main St. utility replacement 24,141.25 12,379.68 36,520.93 StressCrete, Inc. Poles & fixtures 23,172.50 23,172.50 Stuart C. Irby Co. Inventory & minor materials 23,260.10 23,260.10 TDS* Monthly service 311.06 227.61 220.02 758.69 Unemployment Insurance Special assessment billing 1.89 1.89 UPS Store Shipping costs 40.98 29.99 28.99 99.96 US Cellular * Monthly cell phone service 114.21 39.67 38.35 192.23 USIC Locating Services Locating services 1,034.23 436.67 415.71 1,886.61 Flex plan, electric/water taxes, refuse- Village of Waunakee July, 84,229.42 30,503.73 3.60 114,736.75 rebills for: Mary Jean Kennedy & Miller & Associates VISA * Clothing allowance & W.O. cost 9.38 149.88 149.88 309.14 Waunakee Manor Health Care Refund 18.32 18.32 Weaver Auto Parts Miscellaneous parts/supplies 26.15 92.26 6.40 124.81 Wesco Inventory & minor materials 7,683.00 7,683.00 Wildcat Youth Hockey Assoc. Donation 250.00 250.00 WI Dept of Revenue * State & sales tax paid 53,534.91 53,534.91 WPPI Energy August power bill 992,202.75 992,202.75 WI Retirement System * Retirement - August 9,531.62 9,531.62 Wisconsin Rural Water Assoc. Membership renewal 420.00 420.00 WI State Lab of Hygiene Water samples 40.00 40.00 Yahara Materials, Inc. Water maintenance 279.49 279.49 Bills Received Subsequent to Packet Delivery Airgas USA, LLC Shop torch supplies 38.77 28.37 27.43 94.57 Border States W.O. materials 1,060.11 1,060.11 Bruce Municipal Equipment, Inc. Vac truck maintenance 30.00 20.00 94.47 144.47 CCP Industries Wipes 60.12 43.99 42.52 146.63 Delta Dental Insurance premiums 1,157.89 1,157.89 Dish Network Monthly service 39.60 28.98 28.01 96.59 Energis High Voltage Resources Routine maintenance on regulators 9,005.50 9,005.50 2  Pitney Bowes Mail machine rental (quarterly) 41.82 30.60 29.58 102.00 Ruekert & Mielkle, Inc. Water & sewer mapping system 2,130.57 2,130.56 4,261.13 Siemens Energy, Inc. Substation breakers 75,990.00 75,990.00 Stafford Rosenbaum Legal: water ordinance 442.00 442.00 Strand Associates Eng.: Electrical service area maps, 310.70 785.20 1,414.10 2,510.00 Main St. sewer review & WIDOT storm sewer conflict review Tyco Integrated Security Annual charge for security system 282.79 206.92 200.03 689.74 U.S. Cellular Monthly modem service 16.96 12.41 11.99 41.36 Village of Waunakee Re-bills for: 7th Street & Klein Drive 33,759.50 24,914.96 58,674.46 Wesco Inventory 4,620.00 4,620.00 WI Dept of Natural Resources Water operator certification 45.00 45.00 Total Amount of Invoices Approved $ 1,430,524.82 $ 100,325.04 $ 45,892.75 $ 1,576,742.61 Pass-thru cost to utility. No net utility cost. Refund. (Refunds generally due to move in’s/out’s.) Motion carried. Public Comment There was no public comment. Bids for Well 1 Building Project One bid was received for the Well 1 building project from Joe Daniels Construction for $121,120. The project’s budget is believed to be estimated too low and staff is requesting an additional $30,000 be approved for the project for 2012. An additional budget request will be needed for the remaining exterior work in 2013. A motion was made by John Roessler and seconded by Shirley Nelson to approve the bid for an amount not to exceed $121,120 and increase the project budget by $30,000. Motion carried. (Commissioner Hellenbrand joined the meeting after this discussion). Underground Wire Replacement Project The 2009, 2010, and 2011 budgets each included $200,000 for the installation of conduit as the initial step in an underground wire replacement project. This was proposed to be done in conjunction with a TDS underground project to upgrade certain wire so each utility could share costs. However, in each of these years, TDS decided not to move forward with the project and the utility never spent the budgeted funds. The $200,000 was not included in the 2012 budget because it appeared that TDS was likely not going to move forward with the project. Utility staff has now been notified that TDS will be starting the project this year and as a result are requesting the Commission authorize staff to join with TDS in this project. Funding for this project will come from the capital improvement or savings accounts. After a discussion, a motion was made by Marvin Hellenbrand and seconded by John Roessler to authorize the project for an amount not to exceed $200,000. Motion carried. Proposed Electric Territory Agreement with Wisconsin Power and Light The proposed territory agreement with Wisconsin Power and Light (WPL) was presented, including an analysis of the costs associated with the acquisition of the facilities and customers. After discussion, a motion was made by John Roessler and seconded by Henry Kruschek, Jr. to authorize staff to negotiate a contract for the territory boundary and customer acquisition that will be brought back to the Commission at a future meeting for final approval. Motion carried. 3 Quotes for Control Buildings at Centennial and Division Street Substations The budget includes $200,000 for the control facilities at the Centennial and Division Street Substations. The utility consulting engineer, while working with several other communities, was able to obtain a volume-related discount for the purchase of prefabricated buildings from a supplier and a proposal was presented from Trachte for the purchase of the two building for a total of $84,218. After a discussion, a motion was made by Marvin Hellenbrand and seconded by Shirley Nelson to purchase the two buildings for an amount not to exceed $84,218. Motion carried. Other costs are still needed for pouring a cement pad for the buildings. Review Status of Division Street Substation Project An overview of the project status was discussed. Main Street Water/Sewer Project The Commission was provided information about the roundabout and mill and overlay project scheduled for 2014 and the utility work scheduled ahead of that project in 2013. Doing the utility work in 2013 will allow the road to be closed for a shorter amount of time in 2014 which will be less disruptive to businesses and residents. The current utility plan calls for water main replacement from South to Bacon Streets and sewer lining from O’Malley to West and from Madison Street east to the park. In addition, there may be some utility work near the roundabout which will need to be completed in conjunction with the DOT project. DOT is requesting the utility plans be substantially complete by November, 2012. The village engineer and Strand will be at the October meeting to provide a more detailed discussion about the project. Sick Leave Sharing Policy The Commission discussed a conceptual policy which would allow employees to share unused sick leave with employees under certain circumstances. After a discussion, the Commission asked utility staff to prepare a policy that would allow employees to share unused vacation or compensatory time instead of sick time. Village-Wide Construction Projects The current projects underway were discussed. Electric Superintendent’s Report The Electric Superintendent discussed the status of the Westbridge project and an electric outage. General Manager’s Report The General Manager discussed a recent meeting with ATC, the status of the Water Emergencies ordinance, and the recent election to the WPPI Executive Committee. Financial Statements The August financial statements were presented. Operating income of $152,000 for the month is $105,000 over budget. Operating income for the year-to-date is $670,000 over budget. Extreme weather conditions for the month of August had a significant impact on the financial results. A motion was made by Steve Kraus and seconded by Shirley Nelson to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4