WAUNAKEE UTILITIES COMMISSION

Waunakee Utilities Commission Meeting December 18, 2012 Members Present: Henry Kruschek, Jr. Steve Kraus Marvin Hellenbrand John Laubmeier John Roessler Shirley Nelson Roger Lee Others Present: Tim Herlitzka Phil Cosson, Ehlers 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 November 26, 2012 Utility Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by John Roessler, seconded by Steve Kraus, to approve payment of the following bills: Vendor Description Electric Water Sewer Total Ace Hardware Miscellaneous parts/supplies $ 134.92 $ 28.34 $ 20.20 $ 183.46 Ast, Bill Expense reimbursement 191.00 191.00 Badger Meter, Inc. Water meters 6,724.38 6,724.38 Border States W.O. materials (Div. St. substation) 2,186.40 2,186.40 BP * Gasoline for trucks 1,173.24 610.00 179.41 1,962.65 Cintas Corporation Uniforms & hats 179.82 131.58 127.16 438.56 Donelson, Amber Scholarship 250.00 250.00 EFTPS * 941 taxes 21,043.20 21,043.20 Fastenal Company W.O. materials (Div. St. substation) 64.55 64.55 Gordon Flesch Co., Inc. Monthly service & lease payments 362.84 265.49 256.66 884.99 Great West Retirement * Deferred Comp. 3,782.00 3,782.00 Public Benefits/Energy Conserv. Hometown News Group Ads 561.52 561.52 Liqui-Systems, Inc. Repairs to water treatment equipment 216.00 216.00 Meffert Oil Co., Inc. Truck maintenance 105.44 105.44 Payroll * 11/30 & 12/14 55,259.69 55,259.69 Pepsi-Cola Company Soda for machine 36.90 27.00 26.10 90.00 Postmaster * Postage for bills 659.79 482.77 466.68 1,609.24 R.B.'s Printing, Inc. Billl stuffers 489.60 489.60 Reserve Account Postage for machine 820.00 600.00 580.00 2,000.00 Rittmeyer, Julie Mileage reimbursement 5.92 4.33 4.18 14.43 Servicemaster Office cleaning 177.12 129.60 125.28 432.00 Springfield Welding Set control buildings at substations 375.00 375.00 TDS* Monthly service 311.63 228.02 220.42 760.07 US Cellular * Monthly cell phone service 113.89 39.43 38.11 191.43 USIC Locating Services Locating services 3,179.01 1,174.02 1,186.17 5,539.20 Flex plan, electric/water taxes & Village of Waunakee rebill for: 30,062.38 35,036.29 65,098.67 Strand Well#1 expense & batteries for VISA * server/scada 296.98 9.50 306.48 Weaver Auto Parts Miscellaneous parts/supplies 1.97 1.97 Wil-Kil Pest Control Pest control 13.12 9.60 9.28 32.00 WI Dept of Revenue * State taxes paid 6,699.19 6,699.19 WI Retirement System * Retirement - November 14,436.92 14,436.92 Bills Received Subsequent to Packet Delivery Legal: Territorial issues & misc. Boardman & Clark legal $ 2,736.85 $ 10.50 $ 10.15 $ 2,757.50 Capital City Cleaning & Supply Shop/office supplies 24.12 17.65 17.05 58.82 Cintas Corporation Uniforms 19.09 13.97 13.49 46.55 Crescent Electric Minor mtls., tools & W.O. materials 802.67 802.67 1  Daniels, Joe Construction Co. Well #1 project 25,718.00 25,718.00 Dorn, Randy Annual cell phone reimbursement 150.00 150.00 300.00 Employee Trust Funds * Health insurance premiums 14,815.60 14,815.60 General Engineering Company Cross connection inspection services 7,500.00 7,500.00 Elmborg, Richard & Ruth Refund 12.27 12.27 Greve, Ben Refund 88.31 88.31 Herlitzka, Tim Mileage reimbursement 17.22 12.60 12.18 42.00 Hofbauer, Peter Refund 79.68 79.68 ICS/Medical Telephone Answ. Answering service 50.75 37.13 35.90 123.78 Lawless, Brian & Tracey Refund 68.50 68.50 Gas for trucks & truck Meffert Oil Company, Inc. maintenance 228.53 446.53 675.06 MG & E Booster, well, svc bldg & lift station 317.04 400.30 263.82 981.16 Minnesota Life Insurance Life Insurance 255.46 255.46 Office Depot Office supplies 28.29 20.70 20.01 69.00 Concrete vaults for substation Oldcastle Precast projects 20,291.28 20,291.28 Pitney Bowes Mail machine rental (quarterly) 41.82 30.60 29.58 102.00 R.B.'s Printing, Inc. Residential cross connection surveys 107.90 107.90 Rhyme Office supplies 38.11 27.89 26.96 92.96 Roudebush Jr., Glen Refund 253.54 253.54 Ruekert & Mielke, Inc. Mapping updates 1,485.13 513.12 1,998.25 SEERA c/o Wipfli, LLP November Focus program fee 3,335.27 3,335.27 Stafford Rosenbaum Legal: Well #1 & WI statutes review 93.50 85.00 178.50 Strand Associates, Inc. Eng.: Well# 1, water system evaluation, 3,315.29 3,032.19 6,347.48 Main St. utility replacement, sewer maint. and assistance w/public vs. private matter USA BlueBook Disposable gloves 76.73 76.73 Village of Waunakee Refuse/Nov. 54,085.99 54,085.99 White Construction Co., Inc. TDS fiber project 9,366.00 9,366.00 WI Dept. of Revenue * Sales tax paid 14,303.28 14,303.28 WPPI Energy November power bill 760,659.76 760,659.76 WPPI Energy Computer support/renewals 231.51 169.40 163.75 564.66 Total Amount of Invoices Approved $ 1,025,124.98 $ 85,350.17 $ 7,612.85 $ 1,118,088.00 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. Issuance of Revenue Bonds and Refinancing of Existing Debt Phil Cosson from Ehlers summarized a proposed capital financing plan for the utilities which includes refinancing certain existing debt and providing funds for various upcoming projects. After discussion, a motion was made by John Laubmeier and seconded by Steve Kraus to recommend approval to the Village Board of the financing plan and authorizing the General Manager and Commission President, in conjunction with a review by Ehlers, to finalize whether or not to include 2015 water projects. Motion carried. 2013 Budget The proposed 2013 budget was presented. After discussion, a motion was made by Marvin Hellenbrand and seconded by John Roessler to approve the budget as presented and to allow staff to insert the final bond- related information when known. Motion carried. 2 Inclement Weather and Emergency Closing Policy A proposed Inclement Weather and Emergency Closing policy was presented which is substantially the same as the policy approved by the Village Board. After discussion, a motion was made by John Laubmeier and seconded by Marvin Hellenbrand to approve the policy as presented. Motion carried. The Commission expressed concerns about the ability of staff to use sick leave in the event of office closure and asked staff to present this policy for discussion again at a future meeting. Division Street Substation Project An overview of the project was discussed by the General Manager. Village-Wide Construction Projects There were no projects discussed this month. Electric Superintendent’s Report There was no report this month. General Manager’s Report The General Manager discussed the status of receiving consent forms for the WP & L customer transfer, the Well 1 project status, the annual payment in lieu of taxes to the Village general fund, an update on the tax exempt financing status, and an update on the matter regarding public versus private utilities in the Wind Poppy Way area. Financial Statements The November financial statements were presented. Operating income of $41,000 for the month is $54,000 over budget. Operating income for the year-to-date is $895,000 over budget. 2013 Wage Adjustments The Commission reviewed a variety of salary information including benchmark information from other utilities. In addition, the status of manager goals for 2012 and proposed 2013 goals were discussed. A motion was made by Marvin Hellenbrand and seconded by John Roessler to approve a 1.7% salary adjustment for the Electric Line Workers, Water Department Staff, Manager of Customer Service and Billing, Accounting Clerk, and Customer Service Representative, plus a $.38 market adjustment for the Electric Line Workers, a $.25 increase for the Customer Service Representative, and keeping the Meter Technician wage $2 less than the Line Worker wage. Motion carried. A motion was made by Marvin Hellenbrand and seconded by Shirley Nelson to approve a 1.7% salary adjustment for the Water/Sewer Department manager and Electric Superintendent. Motion carried. A motion was made by John Laubmeier and seconded by Roger Lee to approve a 1.7% salary adjustment and 3.3% market adjustment for the General Manager. Motion carried. A motion was made by Marvin Hellenbrand and seconded by Henry Kruschek, Jr. to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 3