WAUNAKEE UTILITIES COMMISSION

Waunakee Utilities Commission Meeting May 27, 2014 Members Present: Marvin Hellenbrand Steve Kraus John Laubmeier Paul Endres John Roessler Roxanne Johnson Shirley Nelson 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 Shirley Nelson, seconded by Steve Kraus, to approve the minutes of the April 21, 2014 Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by John Roessler, seconded by Shirley Nelson, to approve payment of the following bills: Vendor Description Electric Water Sewer Total Ace Hardware Miscellaneous parts/supplies $ 126.85 $ 106.32 $ 32.51 $ 265.68 Action Battery Wholesalers Battery for Centennial substation 827.94 827.94 L.W. Allen, Inc. Sewer - electric pumping equipment 2,834.00 2,834.00 Ast, Bill Mileage reimbursement 227.36 227.36 Batteries Plus Office alarm system & well control panels 27.84 131.97 19.69 179.50 Border States Minor materials, inventory & meters 4,344.90 4,344.90 BP * Gasoline for trucks 173.66 5.84 179.50 Capital City Cleaning & Supply Office/shop supplies 30.75 22.50 21.75 75.00 CCL Management Refund 31.07 31.07 Cintas Corporation Uniforms 127.82 93.55 90.38 311.75 CJ's Lawn & Snow Services Fertilize lawn 106.60 78.00 75.40 260.00 Crescent Electric Supply Co. Tools, inventory, UG maint. & mtls. for W.O. 6,172.98 6,172.98 Delta Dental Dental insurance premiums 1,303.76 1,303.76 DiSalvo, Micah Reimbursement for underground wire problem 72.00 72.00 Dish Network * Monthly service (Due May 8th) 35.30 25.83 24.97 86.10 Dish Network Monthly service (Due June 7th) 35.30 25.83 24.97 86.10 EFTPS * 941 taxes 21,894.53 21,894.53 Elite Embroidery Clothing 176.35 129.04 124.73 430.12 Employee Trust Funds* Health insurance premiums 21,978.30 21,978.30 Exxon Mobil * Gasoline for trucks 1,179.30 1,026.27 128.00 2,333.57 Fastenal Company Tools & materials for W.O. 209.42 209.42 Generation 3 Media Ad - Waunakee section of Div 1 track sectional 50.00 50.00 Gordon Flesch Monthly service & lease payment 389.37 284.91 275.42 949.70 Great West Retirement * Deferred Compensation 4,550.00 4,550.00 Hahn, Dave * Flammable cabinet for shop 133.25 97.50 94.25 325.00 HD Supply Waterworks Water inventory & water service maintenance 2,719.89 2,719.89 Herlitzka, Tim Mileage reimbursement 98.81 72.30 69.89 241.00 Infosend Billing costs 1,027.57 751.88 726.82 2,506.27 ICS/Medical Answering Serv. * Answering service 45.09 32.99 31.90 109.98 Jefferson Fire & Safety Wells, trucks & shop/office maintenance 172.14 195.43 48.23 415.80 Kalscheuer, Father Henry Refund 48.24 48.24 Kemp, Sabine & Scott Refund 139.16 139.16 Krause Power Engineering Engineering - substation projects 19,252.22 19,252.22 LMS Construction Water lateral maintenance (Re-bill Premier Builders) 310.00 310.00 Meffert Oil Co. Gasoline for trucks 76.03 76.03 MEUW Job training & safety program registrations 480.00 480.00 MG & E Boosters, wells, svc. bldg. & lift stations 282.63 375.76 272.08 930.47 Minnesota Life Insurance * Life insurance premiums 490.54 490.54 Minuteman Press Phone scam notice 156.30 156.30 Minuteman Press Plant a Tree flyer 468.89 468.89 Northern Lake Service, Inc. Water samples 245.00 245.00 Office Depot Office supplies 26.56 19.44 18.79 64.79 Payroll * 5/2 & 5/16 50,704.78 50,704.78 Pellitteri Waste Systems Shred data 35.06 25.65 24.79 85.50 Premier Builders Refund 35.15 35.15 Resco Tools & PPE 903.87 903.87 RG Heating & A/C Spring maintenance on building A/C 143.50 105.00 101.50 350.00 Ruekert & Mielke, Inc. Water mapping services 725.00 725.00 Rykal, Brian Refund 242.75 242.75 Schenck SC Balance of fee for 2013 audit 594.50 435.00 420.50 1,450.00 SEERA, c/o Wipfli Focus program fee for April 3,463.78 3,463.78 ServiceMaster Building Maint. Office cleaning 177.12 129.60 125.28 432.00 Sexton, Meagan Refund 52.16 52.16 Stafford Rosenbaum Legal: Techline easement matter & Cent. Substation 504.00 504.00 contract review Carl F. Statz Truck parts 13.61 13.61 1  Strand Associates Main St. utility replacement & erosion permit 484.50 388.21 872.71 application assistance TDS * Monthly phone & modem service 418.87 306.49 296.26 1,021.62 Tyndale Company, Inc. PPE 657.90 657.90 UPS Store Shipping charges for electric/water depts. 14.64 30.70 45.34 USA BlueBook Water safety equipment 238.96 238.96 U S Cellular * Monthly cell phone & modem service 155.34 62.44 60.36 278.14 Village of Waunakee Flexplan, electric/water taxes, refuse/April and 95,783.78 36,293.03 92.01 132,168.82 rebill from: Alere Village of Waunakee Economic development funding 1,000.00 1,000.00 VISA * WICPA membership renewal, gift card for Mat, tablet 2,262.53 302.10 150.23 2,714.86 computer/equipment for electric dept., electric metering, paper, memory card, cab fee, engraved plates for commission plaque, safety school expenses, sump pump for well# 1, lineman school fees/expenses Waunakee Touchdown Club Football program 145.00 145.00 Weaver Auto Parts Truck parts/supplies 65.99 65.99 Wesco PPE 149.25 149.25 Williamson Surveying & Assoc. Easement in Pleasant/Hillcrest area 300.00 300.00 WI Dept. of Revenue * State & sales taxes paid 38,930.78 38,930.78 WPPI Energy April power bill 738,348.25 738,348.25 WPPI Energy Public Benefits/Low Income administrative fee 200.75 200.75 WPPI Energy Member network assessment & monitoring service, 192.94 141.17 136.47 470.58 NorthStar utility billing & customer information & Dynamics financial & acctg. software service WI Retirement System * Retirement - April 11,952.25 11,952.25 WI State Lab of Hygiene Water samples 20.00 20.00 Yahara Materials, Inc. Material to fix up water main breaks 191.10 191.10 Bills Received Subsequent to Packet Delivery L.W. Allen, Inc. Electric pumping equip. for lift station 3524.00 3524.00 American Enterprises Reset pump at Lexington pump station 90.00 90.00 Cintas Corporation Uniforms 19.70 14.42 13.93 48.05 Conney Safety Water/sewer safety equipment 3,405.21 3,405.21 6,810.42 Gehrke, Kristine * Refund 170.00 170.00 Kuehn, Stephanie Refund 158.11 158.11 Tyndale Company, Inc. PPE 492.90 492.90 U.S. Cellular Monthly modem service 17.03 12.46 12.04 41.53 Total Amount of Invoices Approved $ 1,035,759.62 $ 49,666.79 $ 13,276.36 $ 1,098,702.77 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. Trencher Bids The 2014 budget includes $80,000 for the purchase of a trencher. Bids have been obtained and are summarized as follows: Ditch Witch $65,650 Vermeer $73,676 Toro $82,199 Utility staff is recommending the Vermeer bid be accepted after working with each of the three products. In addition, staff is recommending that the articulating plow currently used for trenching be sold. A motion was made by Paul Endres and seconded by Marvin Hellenbrand to accept the Vermeer bid and dispose of the articulating plow on the Wisconsin Surplus Online Auction website. Motion carried. Main Street Project Change Orders and Project Status An update was provided on the status of the Main Street project. A summary of all change orders was also presented. Overall there have been several change orders, the most significant one requiring a large section of sewer main on South Street to be replaced. Due to the sewer being replaced and the age of the water main (1920’s), the water main was also replaced. The net change order additions and deletions to date are estimated to be $47,317. 2 After discussion, a motion was made by John Laubmeier and seconded by Paul Endres to approve all change orders incurred to date and the following change order policy for the remainder of the project:  Change orders $5,000 and under are able to be approved by the General Manager.  Change orders over $5,000 and up to $50,000 must be approved by both the Commission President and General Manager.  Change orders over $50,000 must be approved by the Utility Commission.  A summary of all change orders will be presented to the Utility Commission as needed. Motion carried. Cellular Phone Reimbursement Policy The Commission reviewed the proposed policy. The policy is substantially the same as one recently approved by the Village Board and pays employees a stipend for their cell phone use versus the current plan where employees reimburse the utility for personal use. Under this new plan, employees will be required to purchase their own phone and equipment. A motion was made by Shirley Nelson and seconded by Marvin Hellenbrand to approve the proposed policy with the modification that this plan will only apply to management employees. Motion carried. Centennial Park Substation Project The Electric Superintendent provided an update on the project. Contribution to Main Street Project The utility has been asked to consider making a contribution to fund a series of historic kiosks which are planned in conjunction with the Main Street Project. This kiosk project is part of the overall Downtown Streetscape Sponsorship program created to solicit financial contributions for funding things such as benches, planters, etc. from local residents and businesses. After a discussion, a motion was made by Roxanne Johnson and seconded by Shirley Nelson to approve funding one kiosk and spending up to $1,000 for something related to energy conservation, such as a bike rack or bicycle changing station. Motion carried with John Roessler voting no. Solar Garden Pilot Project Concept The Commission discussed the Solar Garden pilot program being created by WPPI. There was no widespread support for this project. Village-Wide Construction Projects There were no projects to discuss. Electric Superintendent’s Report The Electric Superintendent provided an update on various projects. General Manager’s Report The General Manager discussed the 2013 Water Quality Report that’s being distributed to customers, the upcoming open house regarding the proposed ATC line, a billing matter with a customer who had a water leak, and an upcoming meeting with U.S. Representative Mark Pocan. 3 Financial Statements The April financial statements were presented. Operating income for the year-to-date is $166,000 over budget. A motion was made by Steve Kraus and seconded by Marvin Hellenbrand to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4