WAUNAKEE UTILITIES COMMISSION

Waunakee Utilities Commission Meeting November 26, 2012 Members Present: Henry Kruschek, Jr. Steve Kraus Marvin Hellenbrand John Laubmeier John Roessler Roger Lee Excused: Shirley Nelson Others Present: Tim Herlitzka Dave Dresen Ken Endres Kent Straus Dick Pilsner Sally Pilsner Mary Gernetzke Claire Merkt Jack Palmer John Murphy Richard Pilsner Ellen Twing Paul Gottschalk Jeanette Acker Steve Sachtjen Shari Sachtjen Alan Langeteig Kent Strank Karen Jeatran Peg Jones Barbara Brady Randy Dorn Kevin Even 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 Marvin Hellenbrand to approve the minutes of the October 22, 2012 Utility Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by Steve Kraus, seconded by Henry Kruschek, Jr., to approve payment of the following bills: Vendor Description Electric Water Sewer Total Ace Hardware Miscellaneous parts/supplies $ 96.68 $ 69.15 $ 26.99 $ 192.82 Anchor Bank Refund 51.07 51.07 BAC Field Services Corp. Refund 46.79 46.79 Alliant territory acquisition/sales tax Baker Tilly matter 1,976.00 1,976.00 Legal: Territorial issues & vac. leave Boardman & Clark policy 4,669.13 26.25 25.37 4,720.75 Border States W.O. materials 24,243.36 24,243.36 BP * Gasoline for trucks 1,305.31 959.80 248.00 2,513.11 Bpi Paper for plotter 38.85 28.43 27.47 94.75 Brandt, Tim Real Estate LLC Refund 62.31 62.31 Cannery Row Refund 16.55 16.55 Cintas Corporation Uniforms 173.70 67.21 64.93 305.84 Cooper Power Systems Substation materials 171,144.00 171,144.00 Crescent Electric Substation materials & minor materials 17,175.05 17,175.05 EFTPS * 941 taxes 20,224.59 20,224.59 Employee Trust Funds * Health insurance premiums 13,936.70 13,936.70 Epping, Gary Refund 40.52 40.52 Gallina Mgmt. Refund 35.87 35.87 Gordon Flesch Co., Inc. Monthly service & lease payments 682.77 499.58 482.95 1,665.30 Great West Retirement * Deferred Comp. 3,782.00 3,782.00 Guerrera, Mark Refund on deposit 439.02 439.02 HD Supply Waterworks Inventory 3,282.00 3,282.00 Herlitzka, Tim Mileage reimbursement 21.32 15.60 15.08 52.00 Hometown News Group Public Benefits/Energy Conserv. Ads 853.12 853.12 ICS/Med. Telephone Answ. Answering service 65.46 47.90 46.31 159.67 Larry's Tire, Inc. Tire patch & new tires on truck 20.00 578.72 598.72 Lynch, John & Lori Wild Refund 171.39 171.39 Martelle Water Treatment Chemicals for wells 3,352.50 3,352.50 Meffert Oil Co., Inc. Gasoline for trucks 289.34 37.38 93.46 420.18 MEUW Webinar training 75.00 75.00 MG & E Booster, well, svc bldg. & lift station 198.08 325.19 184.76 708.03 Middleton Power Center Tool repair 64.42 64.42 64.43 193.27 Minnesota Life Insurance * Life Insurance 255.46 255.46 Neumetal Substation materials 42,007.00 42,007.00 Northern Lake Service, Inc. Water samples 205.00 205.00 Office Depot Office supplies 95.68 70.01 67.67 233.36 Overhead Door Company Repair overhead door in shop 79.13 57.90 55.97 193.00 1  Payne & Dolan, Inc. Asphalt patches for street repairs 19,947.50 3,750.00 23,697.50 Payroll * 11/2 & 11/16 53,572.60 53,572.60 Piggly Wiggly Office expense 3.99 3.99 Postmaster * Postage for bills 658.54 481.86 465.80 1,606.20 R.B.'s Printing, Inc. Billl stuffers 489.60 489.60 R.B.'s Printing, Inc. Bill stuffers 489.60 489.60 Resco Minor materials 665.46 665.46 Reynolds, Edward Refund 282.46 282.46 Rural Insurance Refund 56.06 56.06 Servicemaster Office cleaning 177.12 129.60 125.28 432.00 Legal: Well 1 contract & village code Stafford Rosenbaum review 27.88 200.00 19.72 247.60 Steuerwald, Jim Refund 162.28 162.28 Strand Associates, Inc. Eng.: Well# 1, Main St. utility replacement, 4,718.84 5,285.51 10,004.35 water system evaluation & AT&T antenna TDS* Monthly service 312.32 228.53 220.90 761.75 Terra Spatial Annual maintenance contract 4,550.00 4,550.00 USA BlueBook Water meter maintenance 259.00 259.00 US Cellular * Monthly cell phone service 105.42 33.23 32.12 170.77 USIC Locating Services Locating services 7,983.89 2,868.83 2,500.44 13,353.16 Flex plan, electric/water taxes, refuse- Village of Waunakee Aug. 84,336.47 30,507.50 7.25 114,851.22 and rebills for: Strand & 3rd false alarm VISA * Well#1 expense, safety school expense 85.78 24.10 109.88 Waunakee Apartment Assoc. Refund 21.88 21.88 Waunakee Lawn & Landscape Refund 50.00 50.00 Waunakee Manor Retirement Refund 17.92 17.92 Weaver Auto Parts Miscellaneous parts/supplies 55.66 12.92 12.48 81.06 Wesco Inventory & minor materials 11,510.26 11,510.26 WI Dept of Revenue * State & sales tax paid 16,867.88 16,867.88 October power bill, wireless router, Dynamics 2012 annual support & NorthStar 2012 data & application WPPI Energy maintenance 761,093.04 1,001.57 968.19 763,062.80 WI Retirement System * Retirement - October 9,637.41 9,637.41 Bills Received Subsequent to Packet Delivery Action Battery Wholesalers, Inc. Substation batteries 13,712.87 13,712.87 Border States W.O. materials (Div. St. substation) 689.39 689.39 Crescent Electric Supply Co. Tools & metering 594.34 594.34 Daniels, Joe Construction Co. Div. St. substation 95,562.00 95,562.00 Delta Dental Insurance premiums 1,157.89 1,157.89 Dish Network Monthly service 39.60 28.98 28.01 96.59 Envirotech Equipment Co. Repairs to sewer televising system 263.60 263.60 Fastenal Company Div. St. substation materials 1,287.85 1,287.85 Ferguson Waterworks Locator repair 555.32 555.32 Office Depot Office supplies 25.40 18.58 17.96 61.94 Reynolds Transfer & Storage Div. St. substation 6,250.00 6,250.00 Ruekert & Mielke, Inc. Mapping updates 474.50 474.50 SEERA c/o Wipfli, LLP October Focus program fee 3,311.56 3,311.56 Suttle-Straus Envelopes 2,010.05 1,470.77 1,421.74 4,902.56 U.S. Cellular Monthly modem service 16.96 12.41 11.99 41.36 Village of Waunakee Refuse/Oct. and re-bill for flexplan chg. 54,020.65 25.77 24.91 54,071.33 White Construction Co., Inc. TDS fiber project 74,710.50 74,710.50 Total Amount of Invoices Approved $ 1,530,885.75 $ 56,489.35 $ 12,809.29 $ 1,600,184.39 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. Public Versus Private Utility Facilities A discussion was held regarding the ownership of the utilities in the Prairie Condo’s area. The Development Agreement from 2004 for this area was also discussed. Utility and village staff, in conjunction with the Village Attorney, will continue to review the original agreements for this development to determine ownership of the utilities. 2 Modifications to Main Street Project Plan The plans for repairs to the sections of sewer mains were discussed. These repairs will now be bid as part of the 2013 project. Oversizing of Sewer Main in Kilkenny Farms Subdivision While working on the comprehensive water/sewer study, Strand identified certain areas that are currently planned to be 12” sewer main in the subdivision that they are recommending be increased to 15”. The 12” planned by the developer appears to be adequate to serve the Kilkenny Farms subdivision. However, when areas west of Highway Q develop the wastewater from that area may need to flow through the Kilkenny Farms subdivision and without the larger size installed now the Village may be limited in allowing growth in that area due to inadequate sewers. The Commission discussed having the developer’s excavator install the larger size pipe and the Commission would then pay the incremental costs for the larger pipe. Strand was able to review a series of bid tabs that included both 12” and 15” pipe size. The fully installed incremental price difference was $10.34 per foot. At an estimated 4,260 feet, the price to the utility using this method would be $44,048. After discussion, a motion was made by John Laubmeier and seconded by Steve Kraus to have the utility contribute an amount not to exceed $44,048 for the oversizing costs and to collect this amount from the first entity to connect to this main on the west side of Highway Q. Interest will also be charged based on the utility’s cost of borrowing. Motion carried. 2013 Budget The Commission discussed the draft 2013 budget. The final budget document will be presented at the December meeting. Policy Regarding On-Call Pay for Snow Shoveling The current on-call policy was discussed which addresses the need for the on-call employee to perform the snow shoveling. This policy is based on the size of utility property from a number of years ago. The amount of utility property has increased significantly since the policy was originally approved. After discussion, a motion was made by Steve Kraus and seconded by Henry Kruschek, Jr. to remove the sentence “and snow shoveling of designated utility property” from the existing policy. Motion carried. Division Street Substation Project An overview of the project was discussed by the Electric Superintendent. Village-Wide Construction Projects No projects were discussed this month. Electric Superintendent’s Report The Electric Superintendent discussed the project to bury conduit in conjunction with the TDS underground project, the status of the Westbridge Project, and a couple recent outages. General Manager’s Report The General Manager provided a reminder that the next meeting is Tuesday, December 18th, gave an update on the vacation sharing policy, noted the resignation of the MEUW Executive Director, informed the Commission of the upcoming holiday party, gave an update on the status of the WP & L territory agreement, and discussed the needed repairs to the sewer lateral at the Waunakee Manor. 3 Financial Statements The October financial statements were presented. Operating income of $105,000 for the month is $81,000 over budget. Operating income for the year-to-date is $841,000 over budget. 2013 Salary Adjustments The Commission had a preliminary discussion about 2013 salary adjustments. A motion was made by Steve Kraus and seconded by Henry Kruschek, Jr. to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4