WAUNAKEE UTILITIES COMMISSION

Waunakee Utilities Commission Meeting August 29, 2016 Members Present: Paul Endres Marvin Hellenbrand Roxanne Johnson Steve Kraus Shirley Nelson John Roessler Others Present: Tim Herlitzka Randy Dorn 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 June 28, 2016 Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by John Roessler, seconded by Marvin Hellenbrand, to approve payment of the following bills: July Vendor Description Electric Water Sewer Total Ace Hardware Miscellaneous parts/supplies $ 222.28 $ 152.57 $ 85.22 $ 460.07 Altec Industries, Inc. Truck maintenance 118.82 118.82 Boardman & Clark Legal: Water tower lease w/Nextel & T-Mobile 348.00 348.00 Border States Electric inventory 1,797.84 1,797.84 BP * Gasoline for trucks 109.35 113.82 223.17 Brummel, Ed & Sharon Refund 20.89 20.89 Cady, Andrew Refund 238.65 238.65 Cintas Corporation Uniforms 87.78 64.23 62.07 214.08 Civic Systems, LLC Semi-annual software support fees & symposium 1,636.72 1,197.60 1,157.68 3,992.00 registration Crescent Electric Inventory & street light maintenance 1,779.91 1,779.91 Dane Lumber URD maintenance 247.90 247.90 Delta Dental Monthly dental insurance premiums 1,367.38 1,367.38 EFTPS * 941 taxes 26,511.25 26,511.25 Employee Trust Funds * Health insurance premiums 23,737.10 23,737.10 Empower Retirement * Deferred Compensation & Roth 5,734.00 5,734.00 Exxon Mobil * Gasoline for trucks 833.72 943.59 147.74 1,925.05 Faith Technologies Annual infared scan 828.00 828.00 GZA Controls, LLC Gate operator system 2,830.23 2,070.90 2,001.87 6,903.00 Herlitzka, Tim Mileage reimbursement 41.41 30.30 29.29 101.00 Interstate All Battery Center Mini backhoe maintenance 105.95 105.95 Itron, Inc. Meter reading equipment maintenance 332.30 243.14 235.04 810.48 J & R Underground Boring work done at O'Malley & West and Eric Lane 22,157.56 22,157.56 KCJ Lighting Electric inventory 14,497.14 14,497.14 Krause Power Engineering System study (5-year plan) 1,094.29 1,094.29 Kuehn, Stefanie Refund 299.74 299.74 Madison Metro Sewerage Dist. 2nd Qtr. Serv. - Village $270,416.70, SPL $60,552.72 330,969.42 330,969.42 Marksberry, Nanita Refund 142.39 142.39 MG & E Boosters, wells, svc. bldg. & lift stations 42.03 161.43 120.10 323.56 Michels Corp. Joint boring work done at Simon Crestway 2,590.00 2,590.00 Midwest Meter, Inc. Water meter ert's 7,082.96 7,082.96 Millennium Work order materials 1,959.71 1,959.71 Minuteman Press Toilet rebate bill stuffer 472.47 472.47 Minuteman Press Bill stuffer/Renewable energy 501.13 501.13 NAPA Auto Parts Truck maintenance 106.53 106.53 Norsman, Sara Refund 45.55 45.55 Payroll * 7/8 & 7/22 62,265.47 62,265.47 Pepsi Madison Equipment rental & soda for machine 55.01 40.25 38.89 134.15 Perkins Oil Oil for trucks 405.12 296.43 286.55 988.10 Pitney Bowes, Inc. * Equipment rental 41.82 30.60 29.58 102.00 Power System Engineering Electric mapping expense 230.00 230.00 Resco URD maintenance, transformers & tools 8,999.12 8,999.12 Ruekert & Mielke, Inc. Sewer mapping expense 120.00 120.00 Schaaf, James Refund 91.85 91.85 Securian Financial Group * Life insurance premiums 590.94 590.94 SEERA, c/o Wipfli Focus program fee for June 3,722.48 3,722.48 ServiceMaster Building Maint. Office cleaning 182.45 133.50 129.05 445.00 1 Stafford Rosenbaum Legal: Assistance with easement question 19.50 19.50 SBank of CP/Credit Card Pymt* AICPA membership, office expenses 322.05 235.65 227.78 785.48 Statz, Carl F. Truck/equipment parts & new trailer 3,359.72 3.46 3.34 3,366.52 Strand Associates Engineering costs for Hwy. Q 175.76 175.76 351.52 Stuart C Irby Co. Tools 2,125.00 2,125.00 TDS Telecom * Monthly phone & modem service 415.60 304.11 293.96 1,013.67 USA BlueBook Chemical pump parts & water meter gaskets 188.37 188.37 U.S. Cellular * Monthly cell phone service 119.85 87.70 84.77 292.32 USIC Locating Services Locating services 2,398.06 1,266.04 821.16 4,485.26 Village of Waunakee Subscription costs/Economic Development 1,000.00 1,000.00 Village of Waunakee Flexplan, electric & water taxes and re-bill for: 92,029.44 37,930.41 899.39 130,859.24 Human Resource Services & refuse/June Weaver Auto Parts Truck & generator parts 24.60 8.97 33.57 Wil-Kil Pest Control Pest control 14.04 10.28 9.93 34.25 WI Dept. of Revenue * State & sales taxes paid 51,991.59 51,991.59 WPPI Energy June power bill 943,717.99 943,717.99 WPPI Energy Member network assessment & monitoring service, 958.90 519.85 502.53 1,981.28 hosted e-mail service, shared meter technician service, hosted financial & accounting software service, low-income administration service, member network support services & computer expense WI Retirement System * Retirement - June 13,063.60 13,063.60 WI State Lab of Hygiene Water samples 25.00 25.00 $ 1,300,137.15 $ 54,153.02 $ 338,440.09 $ 1,692,730.26 August Vendor Description Electric Water Sewer Total Ace Hardware Miscellaneous parts/supplies $ 355.27 $ 74.95 $ 52.62 $ 482.84 American Leak Detection Water lateral maintenance 555.00 555.00 Automatic Entrances of WI Automatic doors for front entrance 1,937.25 1,417.50 1,370.25 4,725.00 Badger Utility Truck maintenance 334.92 334.92 Bobcat of Madison, Inc. Equipment rental for water valve repairs 250.00 250.00 Border States Electric inventory, minor materials & PPE 14,573.38 14,573.38 BP * Gasoline for trucks 27.44 107.45 134.89 Bruce Equipment Vac truck maintenance 112.15 74.76 186.91 373.82 Buechner, Jackie Refund 145.21 145.21 Chippewa Valley Tech. Lineworker schooling 1,146.85 1,146.85 Chrisholm, Christine * Reimbursement for water damage 611.25 611.25 Cintas Corporation Uniforms 146.30 107.05 103.45 356.80 Crescent Electric Inventory, metering, minor mtls., tools/equipment & 5,867.24 5,867.24 URD, OH & street light maintenance - Dish Network * Monthly service 37.48 27.43 26.51 91.42 EFTPS * 941 taxes 26,332.31 26,332.31 Employee Trust Funds * Health insurance premiums 23,737.10 23,737.10 Empower Retirement * Deferred Compensation & Roth 4,934.00 4,934.00 Endres, Jeremy Refund 68.34 68.34 Exxon Mobil * Gasoline for trucks 908.47 864.59 116.51 1,889.57 Fresco, Inc. Inventory & street light maintenance 10,716.86 10,716.86 Generation 3 Media Program advertising 50.00 50.00 HD Supply Waterworks Inventory and water meters 6,909.15 6,909.15 Helt Diversified LLC Dump spoils 120.00 120.00 Herlitzka, Tim Mileage & expense reimbursement 72.88 48.00 46.40 167.28 Hometown News Focus on Energy ad 335.00 335.00 Infosend Monthly billing costs (2 mos.) 2,174.95 1,591.43 1,538.39 5,304.77 Insight FS Gasoline for fork lift 112.20 112.20 Integrated Communications * Answering service 180.37 131.98 127.57 439.92 Integrated Communications Answering service 57.26 41.90 40.51 139.67 Interstate Power Systems Wells & lift stations generator maintenance 2,004.00 3,410.80 5,414.80 Krause Excavating, Inc. Water main maintenance 4,408.46 4,408.46 Lakeside International, LLC Truck repair 456.03 456.03 Lutz, Russ Refund 247.42 247.42 Madison Metro Sewerage Dist. 2nd Qtr. Serv. - misc. lab samples 1,864.44 1,864.44 Martelle Water Treatment Chemicals for wells 3,534.00 3,534.00 Meffert Oil Co. Gasoline for trucks 8.07 8.07 MEUW Qtr. 2 & 3 safety mgmt. program fees 4,735.50 3,465.00 3,349.50 11,550.00 MG & E Boosters, wells, svc. bldg. & lift stations 33.21 135.58 101.32 270.11 NAPA Auto Parts Truck parts/supplies 15.12 15.12 Office Depot Office supplies 55.29 40.46 39.11 134.86 Payne & Dolan, Inc. Water main maintenance 432.74 432.74 Payroll * 8/5 & 8/19 62,517.14 62,517.14 Perkins Oil Oil for trucks & mini backhoe 1,243.50 387.28 1,630.78 Piggly Wiggly Soda for machine 11.83 8.66 8.37 28.86 Resco Inventory, transformers & minor materials 16,291.00 16,291.00 Rhyme Business Products * Monthly lease payment & usage charges 217.47 159.13 153.82 530.42 Ripley, Dale & Katie Refund 26.51 26.51 Schuster, Robert High school scholarship 250.00 250.00 Securian Financial Group * Life insurance premiums 590.94 590.94 SEERA, c/o Wipfli Focus program fee for July 3,731.54 3,731.54 ServiceMaster Building Maint. Office cleaning 182.45 133.50 129.05 445.00 Stafford Rosenbaum Legal: Easement work & Village code updates 117.52 42.04 40.64 200.20 SBank of CP/Credit Card Pymt* Door sign & hotel costs for meeting 121.44 75.64 73.12 270.20 2 TDS Telecom * Monthly phone & modem service 417.22 305.28 295.11 1,017.61 Tietz, Paul High school scholarship 250.00 250.00 United Laboratories Glass cleaner for shop 56.00 40.98 39.61 136.59 UPS Store Shipping charges for bill stuffers & handheld 133.32 97.55 94.29 325.16 U.S. Cellular * Monthly cell phone service 130.92 95.80 92.60 319.32 USIC Locating Services Locating services 2,589.62 1,259.66 845.46 4,694.74 Village of Waunakee Flexplan, electric & water taxes and re-bills for: 37,455.58 138,648.06 66,218.74 242,322.38 Fourth Street project & Kayser Automotive - Weaver Auto Parts Truck & booster parts & batteries 92.48 8.71 101.19 WI Dept. of Natural Resources Water operator exam application fee 25.00 25.00 WI Dept. of Revenue * State & sales taxes paid 56,609.46 56,609.46 WPPI Energy July power bill 1,013,885.88 1,013,885.88 WPPI Energy Member network assessment & monitoring service, 412.19 149.16 144.19 705.54 hosted e-mail service, shared meter technician service & hosted financial & accounting software service WI Retirement System * Retirement - July 13,195.61 13,195.61 WI State Journal * Annual subscription for paper 173.48 126.94 122.70 423.12 WI State Lab of Hygiene Water samples 25.00 25.00 Yahara Materials, Inc. Substation & water main maintenance 3,292.83 886.68 4,179.51 Bills Received Subsequent to Packet Delivery Border States Inventory 5,130.80 5,130.80 Capital City Cleaning & Supply Shop/office supplies 64.46 47.17 45.60 157.23 Conney Safety Safety glasses and first aid kits 521.28 521.28 Dish Monthly service 37.48 27.43 26.51 91.42 Liquid Engineering Corp. Water tower maintenance 1,275.00 1,275.00 Minuteman Press Bill stuffers - Tree program & Chalk Walk 507.08 507.08 Minuteman Press Bill stuffer 507.10 507.10 Overhead Door Company Front overhead door repair 36.90 27.00 26.10 90.00 Resco Transformer, inventory & transformer maint. 6,852.88 6,852.88 Rhyme Business Products Monthly lease payment & usage charges 241.27 176.54 170.66 588.47 USA BlueBook Tools 172.99 172.99 345.98 Village of Waunakee Refuse/July and re-bill for: Mechanic's time 54,206.17 896.57 896.58 55,999.32 Total Amount of Invoices Approved $ 1,382,000.10 $ 172,056.86 $ 81,979.14 $1,636,036.10 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. Sewer Televising Equipment Purchase The commission was informed about the dependability issues with the current camera system and the need to acquire a more reliable product and the work staff has done to review other system options. The communities involved in the original camera system purchase in 2011 are all in agreement that a different system needs to be acquired and each is in the process of obtaining 2017 budget approval for the purchase. After a discussion, a motion was made by Marvin Hellenbrand and seconded by Paul Endres to approve up to $85,000 in the 2017 budget for the purchase of a camera system, including exploring various financing and leasing options. Motion carried. Repairs for Well 4 Well 4 is due for pump and well work in 2016 and a proposal from CTW was presented for review. In addition, a variable frequency drive is requested as is replacement of the check valve for a total amount not to exceed $30,677. After a discussion, a motion was made by Steve Kraus and seconded by John Roessler to approve the CTW quote for an amount not to exceed $30,677 plus any additional cleaning as listed in the July 12, 2016 proposal if 3 deemed necessary by staff. Motion carried. Utility staff was asked to consider obtaining bids for the next well rehabilitation. Bond Refinancing The results of the bond refinancing were presented. The bonds sold to the low bidder for an all-in cost of 1.5057% which represents a 10.644% savings compared to the current bonds. Change to Personnel Handbook Regarding Retirement Plan The utility currently participates in the Wisconsin Retirement System (WRS). The current language in the Personnel Handbook states that the utility pays the entire (employer and employee) monthly retirement payment. The statement about the utility paying both the employer and employee retirement contributions was invalidated with the passage of Wisconsin Act 10 in 2011 and utility staff is recommending this be reflected in the handbook. This will have no impact on the utility or employees since the utility stopped paying for the employee portion of the plan in 2011. After a discussion, a motion was made by Steve Kraus and seconded by Shirley Nelson to modify the policy to say “The utility participates in the Wisconsin Retirement System.” Motion carried. Main Street Water Tower Cellular Equipment Modifications Two carriers are looking to make minor modifications to their leased area. The commission was provided an update on these modifications as well as overall structural matters regarding the tower. 2017 Highway Q Project The commission was provided an introduction to the 2017 Highway Q project which may include replacement of certain water and sewer infrastructure, installation of new street lighting, and the removal of existing overhead electric lines. Electric Utility Depreciation Expense Budget The electric depreciation expense recorded monthly in 2016 varies significantly from the budget, causing variances in the financial statements. As a result, staff is recommending a budget modification to address this variance. A motion was made by Steve Kraus and seconded by Shirley Nelson to approve a $97,400 annual increase in the depreciation expense budget. Motion carried. Village-Wide Construction Projects The commission was informed about the status of the Fourth Street project, the extension of Quinn Drive, and the activity in the Kilkenny Subdivision, including the installation of utilities in private roads. Electric Superintendent’s Report The general manager reported on behalf of the electric superintendent about the status of the Carriage Ridge and 2016 Highway Q projects. General Manager’s Report The general manager provided an update on having no recent bankruptcy write-offs, the WPPI member dividend report, the upcoming health insurance review committee meeting, a recent staff resignation, and possible projects to look into significant technology enhancements regarding metering, customer service, and outage management. 4 Financial Statements The July financial statements were presented. Consolidated operating income for the month is $29,000 over budget and $40,000 over budget for the year to date. A motion was made by Marvin Hellenbrand and seconded by Steve Kraus to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 5