WAUNAKEE UTILITIES COMMISSION

Waunakee Utilities Commission Meeting March 23, 2015 Members Present: Paul Endres Marvin Hellenbrand Roxanne Johnson Steve Kraus John Laubmeier Excused: Shirley Nelson John Roessler Others Present: Tim Herlitzka Randy Dorn Kent Straus A motion was made by Marvin Hellenbrand and seconded by John Laubmeier to have Steve Kraus run the meeting. Motion carried and Steve Kraus called the regular meeting of the Waunakee Utilities Commission to order at the Waunakee Utilities facility at 322 Moravian Valley Road. Minutes Moved by John Laubmeier, seconded by Marvin Hellenbrand, to approve the minutes of the February 23, 2015 Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by Paul Endres, seconded by Roxanne Johnson, to approve payment of the following bills: Vendor Description Electric Water Sewer Total Ace Hardware Miscellaneous supplies $ 101.72 $ 85.61 $ 53.70 $ 241.03 Allied 100 LLC AED - safety equipment 1,285.35 940.50 909.15 3,135.00 Boardman & Clark Legal: Utility regulation report subscription for 2015 51.25 37.50 36.25 125.00 Bond Trust Services Corp. Paying agent services 525.00 525.00 1,050.00 Border States Inventory, minor mtls., electric meters & metering 9,488.23 9,488.23 BP * Gasoline for trucks 57.43 5.26 62.69 Capital City Cleaning & Supply Shop/office supplies 43.05 31.50 30.45 105.00 Cintas Corporation Uniforms 81.14 59.36 57.37 197.87 Crescent Electric Supply Co. Minor materials, inventory & shop lights 2,245.41 189.03 182.74 2,617.18 Dane Lumber & Home Center Shop supplies 221.24 161.89 156.49 539.62 EFTPS * 941 taxes 22,843.64 22,843.64 Employee Trust Funds * Health insurance premiums 20,626.30 20,626.30 Esri, Inc. Water/sewer mapping system 5,000.00 5,000.00 10,000.00 Exxon Mobil * Gasoline for trucks 430.30 420.43 850.73 Great West Retirement * Deferred Compensation 5,404.00 5,404.00 Hanes, Donald Refund 66.12 66.12 HD Supply WaterWorks Water meters 2,930.59 2,930.59 Hometown News Energy conservation ads 290.00 290.00 Infosend Billing costs 1,035.02 757.34 732.09 2,524.45 Integrated Communications Answering service 42.88 31.37 30.33 104.58 Karls, Dana Mileage reimbursement 20.04 14.66 14.18 48.88 Koppes, Marty Mileage reimbursement 190.90 190.90 Krause Power Engineering Guardian project 241.25 241.25 Minnesota Life Ins. Co. * Life Insurance premiums 391.34 391.34 Minuteman Press Bill stuffers & Energy Fair flyers 420.65 420.65 Minuteman Press Bill stuffers 133.00 97.32 94.08 324.40 Monona Plumbing & Fire Prot. Annual fire sprinkler inspection 123.00 90.00 87.00 300.00 Office Depot Office supplies 117.78 82.21 79.46 279.45 Payroll * 3/6 & 3/20 53,060.03 53,060.03 Piggly Wiggly Shop supplies 5.12 3.75 3.62 12.49 Pitney Bowes Mailing system equipment charge 41.82 30.60 29.58 102.00 PSC Changes to street lighting tariff 53.54 53.54 Resco Inventory, tools & minor materials 2,951.52 2,951.52 Schenck 2014 audit 4,920.00 3,600.00 3,480.00 12,000.00 SEERA, c/o Wipfli Focus program fee for February 3,569.80 3,569.80 ServiceMaster Building Maint. Office cleaning 182.45 133.50 129.05 445.00 Stafford Rosenbaum Legal: Review sewer main cost recapture options 475.00 475.00 Statz, Carl F. Well parts 12.64 12.64 Strand Associates, Inc. Octopi waste stream review & Cent. & Saus. Drive sewer 3,096.32 3,096.32 investigations TDS Telecom * Monthly modem service 34.15 24.99 24.15 83.29 TDS Telecom Monthly phone service 363.78 266.18 257.31 887.27 Tym, Thomas J. Electric mapping project 405.00 405.00 Tyndale Company, Inc. PPE 1,906.80 1,906.80 United Labs Sewer trailer maintenance 293.55 293.55 UPS Store Shipping charges to Infosend 18.20 13.31 12.87 44.38 U.S. Cellular * Monthly cell phone service 71.96 52.66 50.90 175.52 USIC Locating Services Locating services 126.33 278.82 106.44 511.59 Village of Waunakee * PILOT payment 70,400.00 72,200.00 142,600.00 Village of Waunakee Refuse/Feb., flexplan, electric & water taxes & re-bills 112,926.28 46,701.65 15,771.27 175,399.20 for: insurance & Dean Clinic 1  VISA * Training expenses, conference registration, safety 1,049.39 378.41 307.65 1,735.45 equipment, tool bag, giveaway for high school event, receipt printer, paper, safety school expenses & tools Waunakee/Westport Lions Club Tote bags for energy fair 268.40 268.40 Weaver Auto Parts Truck parts/supplies 12.76 107.70 9.02 129.48 WI Dept. of Natural Resources Water operator certification 45.00 45.00 WI Dept. of Revenue * State & sales taxes paid 19,924.49 19,924.49 WPPI Energy February power bill 761,551.27 761,551.27 WPPI Energy Member network assessment & monitoring service, 810.73 288.50 278.88 1,378.11 Dynamics financial & accounting software service, hosted e-mail service, member network support services, shared meter technician service, low-income admin. service & computer expenses WI Retirement System * Retirement - February 11,753.15 11,753.15 WI Rural Water Association * Conference registrations 630.00 630.00 WI State Lab of Hygiene Water samples 40.00 40.00 Bills Received Subsequent to Packet Delivery Airgas USA Substation maintenance 136.58 136.58 L.W. Allen, Inc. Maintenance of Div. St. booster 177.18 177.18 Alphagraphics Post it Notes for giveaways 609.75 609.75 Bond Trust Services Corp. Paying agent services 350.00 350.00 Crescent Electric Tools 47.52 47.52 Delta Dental Dental insurance premiums 1,201.54 1,201.54 First American Refund 425.00 425.00 HD Supply Waterworks Water meters 2,479.78 2,479.78 Herlitzka, Tim Mileage reimbursement 50.02 36.60 35.38 122.00 MG & E Boosters, wells, svc. bldg. & lift stations 612.29 671.48 505.21 1,788.98 Resco Transformers & UG maintenance 41,315.04 41,315.04 USA BlueBook Chemical testing equipment 892.52 892.52 Village of Waunakee Re-bill for chainsaw repair 14.23 14.22 28.45 E.H. Wachs Valve turning equipment 30,745.00 30,745.00 Total Amount of Invoices Approved $ 1,157,294.98 $ 171,284.06 $ 32,679.49 $ 1,361,258.53 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. 2014 Audit Report Tom Karman of Schenck presented the 2014 Annual Financial Statements and Management Communications Report. The utility received a clean audit opinion and no significant deficiencies were noted. After a discussion, a motion was made by John Laubmeier and seconded by Marvin Hellenbrand to accept the Audit Report. Motion carried. Sewer Issues Related to New School Site, Sewer Main Extension, Agreement with Waunakee Community School District The Commission was informed about various issues impacting the Waunakee Community School District (District) site on West Woodland Drive near the Aldora Lane intersection. The property is located in the Town of Westport but will be provided electric, water, and sewer services by the utility. Existing electric and water facilities near the site appear adequate and these services should be able to be extended without significant problems. Costs to extend utilities to the property will be paid for by the District. There are several issues related to providing sewer service to the site as it is located in an area where no sewers currently exist. The original plan for sewer for this general area includes having the sewer flow in a southeasterly direction, crossing Highway Q, and traveling through the Kilkenny Subdivision where the Utility Commission paid for the sewer to be oversized for this purpose. Since no sewers have been constructed yet between the proposed school site and the Kilkenny area, the possibility of having the sewer flow north to the existing sewers on Aldora Lane and beyond has been explored. Having the intermediate school added to this flow stream is forecasted to cause an over-capacity issue on this line without modifications being made to the existing sewer system. 2 Future areas to the west of Westview Meadows are also scheduled to flow through this same sewer. Again, an over-capacity issue exists without modifications being made to the existing sewer system. One possible solution to the overcapacity issue is to divert a portion of the sewer flow between Eric Lane and Holiday Drive. This would require construction of a sewer main between these two streets and would divert flow from certain existing areas, the intermediate school, future lands west of Westview Meadows, and the future middle school. The cost to make these improvements is estimated at $59,302. Additionally, in order to have capacity for the future middle school and areas west of Westview Meadows, additional sewer main improvements between Holiday Drive and Pasadena Parkway and west of Sausalito Drive may also be necessary. The cost to make these improvements is estimated at $175,084. A consideration could be to have the school temporarily send flow to the north on the Aldora Lane sewer but require a connection to the sewer that would flow through Kilkenny once connecting sewers are constructed. Engineering for Phase I of this project is estimated to be $5,800. A tentative conceptual agreement with District officials has been reached regarding these issues. The agreement states that the Utility and Village engineering departments will coordinate construction of the Eric Lane/Holiday Drive sewer main project and the District will be required to pay for a portion of the project based on their proportionate share of the total incremental sewer flow from the intermediate school and lands west of Westview Meadows. After a discussion, a motion was made by John Laubmeier and seconded by Marvin Hellenbrand to approve the following:  Adding the Eric Lane/Holiday Drive sewer main extension to the 2015 projects list for an amount estimated to be $59,302.  Additional engineering estimated by Strand to be $5,800 (included in the $59,302 estimate).  Proposed conceptual agreement with the District, which requires the District to pay 30.23% of the Eric Lane/Holiday Drive sewer main costs, including authorizing the General Manager to execute a final agreement with the District provided it’s substantially the same as the conceptual agreement and is reviewed by the Utility attorney.  Deferring the remaining costs of the project not paid for by the District and requiring payment from the first developer of the property west of Westview Meadows, plus interest charges at a rate equal to the current sewer utility cost of borrowing. Motion carried with Roxanne Johnson abstaining. Wage Scale for Apprentice Line Worker A proposed wage scaled for an apprentice line worker positon was presented. The scale is similar to the one which had previously been approved when the union existed at the utility and starts the apprentice at 60% of the line worker wage with 5% increases in the scale every six months. The proposed scale also allows an apprentice who has successfully completed the Electrical Power Distribution course from a qualified school with a 3.0 grade point average or higher to be eligible to start at the one year rate. A motion was made by Marvin Hellenbrand and seconded by Roxanne Johnson to approve the wage scale. Motion carried. Sampling for High Strength Sewer Customer The Commission was updated on the discussions with the Octopi Brewery representatives regarding sampling of high strength wastewater coming from the facility. 3 Village-Wide Construction Projects No projects were discussed this month. Electric Superintendent’s Report The General Manager reported on behalf of the Electric Superintendent on the status of tree trimming and another possible joint project with TDS to replace underground wire. General Manager’s Report The General Manager discussed the status of the emergency plan, the recent Energy fair, the Guardian Glass Company expansion project, a review of outstanding debt issues to see if a refinancing or prepayment is economical, the upcoming public hearing regarding requested changes to the deferred payment agreement rules, two planned sewer extensions into the Town of Westport, and the status of hiring in the electric department. Financial Statements The February financial statements were presented. Operating income for the month is $8,000 under budget due exclusively to the water department being $22,000 under budget. The water utility experienced lower industrial sales and higher maintenance expenses for the month compared to budget. A motion was made by Marvin Hellenbrand and seconded by John Laubmeier to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4