WAUNAKEE UTILITIES COMMISSION

Waunakee Utilities Commission Meeting May 26, 2015 Members Present: Paul Endres Marvin Hellenbrand Roxanne Johnson Steve Kraus John Laubmeier Shirley Nelson John Roessler 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 Marvin Hellenbrand, seconded by Paul Endres, to approve the minutes of the March 23, 2015 Utilities Commission meeting. Motion carried with John Roessler and Shirley Nelson abstaining. 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 supplies $ 124.36 $ 112.91 $ 53.13 $ 290.40 Alberg, Lisa Refund 89.54 89.54 L.W. Allen, Inc. Sewer computer expense 213.00 213.00 Alternative Technologies, Inc. Substation testing 1,260.00 1,260.00 American Cancer Society * Donation 250.00 250.00 Attoe, Steve Mileage reimbursement 199.53 199.53 Border States Inventory, transformers, tools & OH maint. 24,647.89 24,647.89 BP * Gasoline for trucks 121.39 63.83 185.22 Bruce Municipal Equipment Vac truck maintenance 34.95 23.30 58.24 116.49 Capital City Cleaning & Supply Shop/office supplies 104.04 76.13 73.59 253.76 Cintas Corporation Uniforms 155.33 113.66 109.87 378.86 CJ's Lawn & Snow Services, Inc. Lawn maintenance 108.65 79.50 76.85 265.00 Crescent Electric Supply Co. Minor materials, inventory, tools & URD maint. 4,138.90 4,138.90 Dresen, Dave Mileage reimbursement 105.80 105.80 EFTPS * 941 taxes 25,599.94 25,599.94 Electrical Testing Lab, LLC Glove testing & new gloves for employees 1,186.53 1,186.53 Employee Trust Funds * Health insurance premiums 23,170.30 23,170.30 Empower Retirement * Deferred Compensation & Roth 6,604.00 6,604.00 Encore Construction Refund 208.03 208.03 Endres, Peter Refund 572.38 572.38 Exxon Mobil * Gasoline for trucks 630.41 807.76 115.56 1,553.73 Gordon, Gregory Refund 210.83 210.83 Herlitzka, Tim Mileage reimbursement 83.23 60.90 58.87 203.00 Hometown News LP Energy conservation ad 120.00 120.00 Infosend Billing costs 1,057.02 773.43 747.64 2,578.09 Integrated Communications * Answering service 57.72 42.23 40.82 140.77 Jefferson Fire & Safety, Inc. Test fire extinguishers 136.02 269.04 43.34 448.40 Liska, Jennifer Refund 188.87 188.87 Madison Gas & Electric Co. Miscellaneous assistance 899.87 899.87 Meffert Oil Co. Gasoline for trucks 107.37 136.95 244.32 MEUW Safety management program fees 2,255.00 1,650.00 1,595.00 5,500.00 MG & E Boosters, wells, svc. bldg. & lift stations 84.74 174.20 134.82 393.76 Minnesota Life Ins. Co. * Life Insurance premiums 485.75 485.75 Minuteman Press Tree power bill stuffer 648.81 648.81 Minuteman Press Utility rates bill stuffer 266.01 194.64 188.16 648.81 New Era Graphics Check order 76.06 55.65 53.79 185.50 Northern Lake Service, Inc. Water samples 65.00 65.00 Office Depot Office supplies 5.39 5.39 Payroll * 5/1 & 5/15 58,454.79 58,454.79 Ice for water samples, get well card, lunch for Piggly Wiggly new employees & shop/office supplies 90.68 79.92 64.13 234.73 Pitney Bowes Ink for postage machine 50.18 36.71 35.49 122.38 Power System Engineering, Inc. Electric mapping system 8,797.50 8,797.50 PSC Tariff changes related to deferred payments 33.95 33.95 67.90 Resco Inventory, tools, minor materials, OH, URD & 5,473.18 5,473.18 transformer maint. SEERA, c/o Wipfli Focus program fee for April 3,548.69 3,548.69 ServiceMaster Building Maint. Office cleaning 182.45 133.50 129.05 445.00 1  Stafford Rosenbaum Legal: Contract w/school district (sewer) 266.00 266.00 Statz, Carl F. Miscellaneous supplies 19.49 19.49 Strand Associates, Inc. Engineering services for: MMSD sewer 2,382.13 2,382.13 ordinance review & Centennial sewer survey, design, permitting &bidding Stuart C Irby Electric inventory 33,945.40 33,945.40 TDS Telecom * Monthly phone & modem service 414.64 303.39 293.28 1,011.31 Tyndale Company, Inc. PPE 1,067.90 1,067.90 U.S. Cellular * Monthly cell phone service 73.71 53.93 52.13 179.77 USDA Rural Development Refund 341.72 341.72 USIC Locating Services, LLC Locating services 2,260.38 1,402.86 934.35 4,597.59 Refuse/Apr., flexplan, electric & water taxes & Village of Waunakee re-bills for: 98,369.29 36,116.82 16.26 134,502.37 Boardman & Clark and McFarlanes Training expenses, tools, truck chargers for VISA * tablets, clothing, APPA safety manual, 1,832.26 311.17 305.53 2,448.96 WICPA dues, truck & building expenses Waunakee Public Library * Lucky Day Collection contribution 200.00 200.00 Weaver Auto Parts Truck parts/supplies 68.61 29.60 27.73 125.94 Wil-Kil Pest Control Pest control 13.53 9.90 9.57 33.00 WI Dept. of Revenue * State & sales taxes paid 42,172.32 42,172.32 WI Management Refund 20.11 20.11 WPPI Energy April power bill 740,784.79 740,784.79 Member network assessment & monitoring WPPI Energy service, Dynamics financial & accounting 1,266.61 695.28 672.11 2,634.00 software service, hosted e-mail service, member network support services, shared meter technician service, low-income admin.service & computer expenses WI Retirement System * Retirement - April 12,313.09 12,313.09 WI State Lab of Hygiene Water samples 20.00 20.00 Yahara Materials, Inc. Water lateral & URD maintenance 197.68 406.08 603.76 Bills Received Subsequent to Packet Delivery Border States Inventory & minor materials 1,305.82 1,305.82 Chapman Metering Meter test bench certification 810.00 810.00 Cintas Corporation Uniforms 26.17 19.15 18.51 63.83 Delta Dental Dental insurance premiums 1,344.93 1,344.93 Dish Monthly service 35.36 25.88 25.01 86.25 HD Supply Waterworks Water meters 1,721.00 1,721.00 Northern Lake Service, Inc. Water samples 952.00 952.00 Rhyme Business Products Monthly service & lease payment 219.28 160.45 155.09 534.82 Ruekert & Mielke, Inc. GIS conversion 5,779.75 4,605.20 10,384.95 Waunakee Chamber of Comm. Golf Classic 550.00 550.00 Waunakee Community Found. Wauktoberfest donation 250.00 250.00 Waunakee Touchdown Club Donation to game day program 50.00 50.00 Waunakee Touchdown Club Donation to game day program 110.00 110.00 Yahara Materials, Inc. Water maintenance 199.28 199.28 Total Amount of Invoices Approved $ 1,112,669.68 $ 53,189.75 $ 13,573.74 $ 1,179,433.17 April Bills List Vendor Description Electric Water Sewer Total Ace Hardware Miscellaneous supplies $ 1,064.77 $ 190.99 $ 75.58 $ 1,331.34 Inventory, minor mtls., electric meters & URD Border States maint. 19,464.29 19,464.29 BP * Gasoline for trucks 120.01 5.57 125.58 Bruce Municipal Equipment Vac truck maintenance 17.70 11.80 29.50 59.00 CDL Electric Refund 52.30 52.30 Cintas Corporation Uniforms 102.40 74.90 72.40 249.70 Crescent Electric Supply Co. Minor materials, inventory & street light bulbs 7,539.75 7,539.75 DeGolier Printing Energy savings brochures 186.34 186.34 Delta Dental Monthly premiums 1,343.84 1,343.84 DesRochers, Dave Expense reimbursment - work clothes 39.55 39.55 79.10 Dish * Monthly service 35.36 25.88 25.01 86.25 Dish Monthly service 35.36 25.88 25.01 86.25 Dorn, Randy Mileage reimbursement 81.37 81.36 162.73 EFTPS * 941 taxes 24,100.48 24,100.48 Employee Trust Funds * Health insurance premiums 23,446.30 23,446.30 Empower Retirement * Deferred Compensation & Roth 5,404.00 5,404.00 Envirotech Equipment Sewer camera maintenance 394.92 394.92 Exxon Mobil * Gasoline for trucks 577.43 606.38 81.98 1,265.79 Fabco Equipment Ashlawn lift station maintenance 2,724.75 2,724.75 Fastenal Company Minor materials 10.47 10.47 Ferguson Waterworks Leak detector 450.00 450.00 Frontier FS Fuel for forklift 43.15 43.15 Hanes, Donald Refund 196.33 196.33 Herlitzka, Tim Mileage & expense reimbursement 89.44 62.70 60.61 212.75 Infosend Billing costs 1,055.71 772.47 746.72 2,574.90 Integrated Communications * Answering service 40.66 29.75 28.77 99.18 Meter reading software/hardware Itron maintenance 268.29 196.31 189.77 654.37 2  Kennedy, Susan Refund 115.39 115.39 Krause Power Engineering Electric mapping project 2,444.53 2,444.53 Kust, Marietta & Rober Tucker Refund 905.19 905.19 Lincoln Contractors Supply Tool maintenance 473.97 473.97 Madison Metro Sewerage Dist. 1st Qtr. Serv. - Village $219,576.33, SPL 289,609.45 289,609.45 $68,366.12 & misc. lab samples Martelle Water Treatment Chemicals for wells 2,310.30 2,310.30 Meffert Oil Co. Truck fuel 61.16 61.16 MG & E Boosters, wells, svc. bldg. & lift stations 292.71 376.17 296.90 965.78 Minnesota Life Ins. Co. * Life Insurance premiums 391.34 391.34 NAPA Auto Parts Truck maintenance 249.46 249.46 Nassco, Inc. Shop expense 44.28 32.40 31.32 108.00 Northern Lake Service, Inc. Water samples 140.00 140.00 Office Depot Office supplies 85.28 62.41 60.33 208.02 Payroll * 4/3 & 4/17 55,893.59 55,893.59 Pepsi Cola Co. Soda machine rental & soda 53.30 39.00 37.70 130.00 Power System Engineering, Inc. Electric mapping system 13,300.30 13,300.30 PSC Changes to street lighting tariff 119.17 119.17 Radian Research, Inc. Electric metering expense 328.84 328.84 Inventory, tools, minor materials & URD Resco maint. 8,450.62 8,450.62 Reserve Acct. * Postage for postage machine 820.00 600.00 580.00 2,000.00 Rhyme Business Products * Monthly service & lease payment 230.08 168.35 162.73 561.16 Rhyme Business Products Monthly service & lease payment 197.69 144.65 139.82 482.16 Ruekert & Mielke, Inc. GIS maintenance & GIS conversion 8,751.04 2,508.96 11,260.00 Schenck 2014 audit 984.00 720.00 696.00 2,400.00 SEERA, c/o Wipfli Focus program fee for March 3,560.99 3,560.99 ServiceMaster Building Maint. Office cleaning 182.45 133.50 129.05 445.00 Statz, Carl F. Miscellaneous supplies 3.25 15.60 18.85 Steel Surgeon, LLC Shop expense 26.26 19.21 18.57 64.04 Strand Associates, Inc. Engineering services for: Octopi waste stream 10,251.91 10,251.91 review, Centennial/Sausalito Dr. sewer investigations, design permitting & bidding TDS Telecom * Monthly phone & modem service 394.39 288.57 278.96 961.92 Terex Services Truck parts 151.59 151.59 Tyndale Company, Inc. PPE 680.65 680.65 USA BlueBook Lab equipment 100.85 100.85 UPS Store Shipping charges 62.27 20.19 19.51 101.97 U.S. Cellular * Monthly cell phone service 71.90 52.61 50.86 175.37 USIC Locating Services, LLC Locating services 520.17 447.24 195.30 1,162.71 Village of Waunakee Refuse/Mar., flexplan, electric & water taxes, 103,600.36 39,973.55 9,266.44 152,840.35 misc. reimbursements & re-bills for: insurance & human resources services Village of Waunakee Sponsorship for Little League team 300.00 300.00 VISA * Training expenses, tools, safety school 419.19 372.10 372.09 1,163.38 expenses, clothing & office supplies Warren, Johanna Refund 16.19 16.19 Waunakee Manor Refund 60.20 60.20 Weaver Auto Parts Truck parts/supplies 18.68 29.80 13.22 61.70 Wieczorek, Tony CDL reimbursement 41.26 41.26 Wil-Kil Pest Control Pest control 13.53 9.90 9.57 33.00 WI Dept. of Natural Resources Water operator certification 45.00 45.00 WI Dept. of Revenue * State & sales taxes paid 21,068.08 21,068.08 May 2015 License fee assessment and WI Dept. of Revenue payment 9,184.89 9,184.89 WPPI Energy March power bill 778,889.75 778,889.75 WPPI Energy Member network assessment & monitoring 784.14 355.83 343.96 1,483.93 service, Dynamics financial & accounting software service, hosted e-mail service, member network support shared meter technician service, low-income admin. service & computer expenses WI Retirement System * Retirement - March 11,721.73 11,721.73 Yahara Materials, Inc. Water lateral maintenance 205.58 205.58 Total Amount of Invoices Approved $ 1,101,683.77 $ 58,710.83 $ 319,648.58 $ 1,480,043.18 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. 3 Sewer Rate Analysis A detailed review of the adequacy of sewer rates was completed and discussed. The review indicates that rates appear adequate for the remainder of 2015. Due to increasing wastewater treatment expenses from MMSD, rates will likely need to be increased for 2016. After a discussion, a motion was made by Roxanne Johnson and seconded by Steve Kraus to not adjust sewer rates for the remainder of 2015. Motion carried. Refinancing or Paying off Existing Debt Issues Options for refinancing or prepaying existing debt issues were discussed. Additional information will be presented at a future meeting. Bucket Truck Purchase Quotes for the purchase of a bucket truck have been solicited from three companies selling competing products:  Versalift $125,255  Terex $130,317  Altec Declined to submit a quote A motion was made by Steve Kraus and seconded by Paul Endres to accept the Versalift quote for an amount not to exceed $125,255 and sell the current vehicle on the Wisconsin Surplus Online Auction website once the new vehicle is received. Motion carried. Electric Utility Depreciation Expense Budget The electric depreciation expense recorded monthly in 2015 varies significantly from the budget, causing variances in the financial statements. As a result, staff is recommending a budget modification to address this variance. After discussion, a motion was made by John Roessler and seconded by Marvin Hellenbrand to approve a modification to the 2015 electric budget to increase depreciation expense by an annual total of $181,200. Motion carried. 2015 Utility Projects and Budget Modification The low bid for the 2015 street and utility projects has been awarded by the Village Board and the sewer costs are over budget by an estimated $17,415. A motion was made by Marvin Hellenbrand and seconded by Paul Endres to approve an additional $17,415 in the sewer budget for the 2015 projects. Motion carried. Electric Utility Disconnection Polices The Commission was provided a summary of the rules prescribed by the Public Service Commission of Wisconsin regarding disconnection of electric service for nonpayment of bills. A formal written policy will be presented for consideration at a future meeting. The use of door hangers as the standard means to notify customers of a pending disconnection is in the process of being replaced by a system that uses automated calls. Long Term Power Supply Contract Extension with WPPI Energy The Commission had a preliminary discussion regarding a possible power supply contract extension with WPPI Energy. Final authorization of a contract extension must be approved by the Village Board. 4 Village-Wide Construction Projects No projects were discussed. Electric Superintendent’s Report The Electric Superintendent reported on the Dormal Heights underground replacement project. General Manager’s Report The General Manager discussed the recent acquisition of certain customers from Alliant Energy, the level of fluoride in the water system, information that no water main breaks occurred during the winter months, and a review of water rates which is currently underway. Financial Statements The April financial statements were presented. Operating income for the month is $72,000 under budget. A motion was made by John Laubmeier and seconded by Roxanne Johnson to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 5