WAUNAKEE UTILITIES COMMISSION

Waunakee Utilities Commission Meeting December 21, 2016 Members Present: Paul Endres Steve Kraus John Roessler Roxanne Johnson Shirley Nelson Chris Thomas Chris Zellner Others Present: Tim Herlitzka Adam Bentley 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 Paul Endres, to approve the minutes of the November 28, 2016 Utilities Commission meetings. Motion carried. Bills The list of bills was reviewed. Moved by Shirley Nelson, seconded by Steve Kraus, to approve payment of the following bills: Vendor Description Total Ace Hardware Miscellaneous parts/supplies $ 768.67 AM Conservation Group, Inc. LED lights 393.00 Arlington Hardware Co., Inc. Well maintenance 27.32 Baures, Tyler Refund 293.08 Birkett, Dustin Refund 138.64 Boardman & Clark Legal: Verizon wireless water tower lease 2,736.00 Boldt, David & Ellen Refund on deposit 99.31 Border States PPE 681.81 BP * Gasoline for trucks 122.55 Cintas Corporation Uniforms 214.08 Collins, John Refund 126.29 Crescent Electric St. light maintenance, tools & W.O. materials 884.36 Delta Dental Monthly dental premiums 1,468.51 EFTPS * 941 taxes 13,341.93 Empower Retirement * Deferred Compensation & Roth 2,967.00 Exxon Mobil * Gasoline for trucks 1,211.28 Herlitzka, Tim Mileage reimbursement 50.00 Integrated Communications Answering service 133.07 Lunar Homes Refund 188.43 Madison & Main Refund 154.22 Meffert Oil Co., Inc. Fuel for trucks 98.80 MEUW Job training & safety program fees for 4th Qtr. 2016 2,644.50 Minuteman Press Bill stuffers 247.98 Minuteman Press Bill stuffers and laminated business cards 300.21 Napa Auto Parts Truck parts/supplies 45.00 Office Depot Office supplies 108.14 Payroll * 11/25 & 12/9 62,804.62 Pepsi Soda for machine 102.50 Pitney Bowes Machine rental & red ink for postage machine 224.38 Power System Engineering Electric mapping 2,875.00 Prairie Power Center Tools & equipment 1,131.93 PSC Application for a new load market pricing tariff 48.49 Register of Deeds Easement 30.00 Resco Inventory & minor mtls. 568.14 Rittmeyer, Julie Mileage reimbursement 14.04 Ruekert & Mielke, Inc. Annual mapping system hosting (split 50% with the village) 6,500.00 Securian Financial Group * Life insurance premiums 684.78 ServiceMaster Building Maint. Office cleaning 445.00 Stafford Rosenbaum Legal: Sewer camera purchase & general corporate 114.00 1  SBank of CP/Credit Card Pymt* W.O. materials, safety school exp., truck maint., 741.90 computer equipment & APPA school expenses Statz, Carl F. Snow blower for shop & wells 575.00 TDS Telecom * Monthly phone & modem service 1,018.87 Total Energy Systems, LLC Westbridge lift station maintenance 880.00 Tygum, Bill Refund on deposit 658.93 Tyndale Company Clothing 220.95 The UPS Store Shipping charges for bill stuffer 78.52 USA BlueBook Water meter maintenance 268.75 U.S. Cellular * Monthly cell phone service 333.57 Village of Waunakee Flexplan, electric & water taxes and re-bill for: Human Resource Services 57,162.81 Wakehauser, Ella Refund 7.35 Weaver Auto Parts Truck parts/supplies 165.18 Wesco Minor materials 638.00 Wil-Kil Pest Control Pest control 34.25 WI Dept. of Revenue * State and sales taxes paid 15,305.87 WPPI Energy November power bill 779,595.71 WPPI Energy Member network assessment & monitoring service, hosted e-mail service, 3,080.47 shared meter technician service, hosted financial & accounting software service, member network support services & computer supplies WI Retirement System * Retirement - November 12,883.02 WI Rural Water Association Membership renewal 40.00 WI State Lab of Hygiene Water samples 25.00 Bills Received Subsequent to Packet Delivery AVT Electric, Inc. Front entry opener outlets 500.00 Cintas Corp. Uniforms 71.36 C & M Hydraulic Tool Supply Repair broken battery tool 643.17 Crescent Electric Well & street light maintenance 992.89 EFTPS * 941 taxes 13,814.31 Empower Retirement * Deferred Compensation & WI Roth 2,966.00 HD Supply Waterworks Water meters & water main maintenance 2,443.80 Herlitzka, Tim Expense reimbursement 10.55 Infosend Monthly billing costs 2,606.49 MG & E Boosters, wells, service building & lift stations 1,014.18 Resco Minor materials 221.99 SEERA, c/o Wipfli Focus program fee for November 3,724.71 USA Bluebook Meter maintenance 35.98 USIC Locating Services, LLC Locating services 3,687.02 Village of Waunakee Flexplan and re-bills for: Mechanic, Alere & 4th Street project 59,757.65 Waunakee Chamber 2017 membership dues 242.00 Waunakee Chamber 2017 WaunaFest Run sponsor 750.00 Weaver Auto Parts Equipment supplies 12.45 WI Dept. of Revenue * State taxes paid 2,681.17 Total Amount of Invoices Approved $ 1,074,876.93 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. Commissioner Zellner Joined the Meeting. Replacement of Existing Water Main as Part of 2017 Highway Q Project The commission was presented with details on the sections of water main recommended for replacement by staff as part of the 2017 Highway Q project and the reasons for this recommendation. 2 After a discussion, a motion was made by John Roessler and seconded by Roxanne Johnson to:  Not replace water main between 8th Street and Woodland Drive.  Install new 10” main from 8th Street to Seventh Street.  Abandon the existing main from 7th Street to 4th Street since this area is not needed and already has adequate system looping.  Install new 8” main from 4th Street to 2nd Street.  Replace east-west water main crossings at 5th and 6th Streets with 8” main. Motion carried. Engineering Proposal for North Substation Project A proposal was received from KPE for the North Substation project. The proposal is for an amount not to exceed $48,000. After a discussion, a motion was made by Steve Kraus and seconded by Chris Zellner to approve the engineering proposal for an amount not to exceed $48,000. Motion carried. A request to increase the overall budget for this project will be presented at a future date. Policy on Remotely Calling in to Meetings A proposed policy was presented which would allow commissioners to have the ability to remotely attend meetings via a telephone conference or by using other electronic means. It is the intent of this policy to continue to encourage commissioners to attend in person on a regular basis. After a discussion, a motion was made by Steve Kraus and seconded by John Roessler to approve the policy with the general guideline that this policy should only be used two times per year for regular meetings as on an as-needed basis for special meetings. Motion carried. Main Street Water Tower Proposal and Possible Cost Sharing The general manager provided an update on the project. AT&T and US Cellular are working on plans to make improvements to the structure. 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 the Kilkenny project, the fact that the warm weather conditions are still allowing for electric services to be installed, and the status of the year-end inventory counting. General Manager’s Report The general manager discussed the preliminary fiscal year end financial audit work being performed this week and the final letter from the Public Service Commission of Wisconsin regarding the audit of the utility billing practices. Financial Statements The November financial statements were presented. Consolidated operating income is $48,000 over budget for the month and $91,000 over budget for the year to date. MMSD expense is $86,000 over budget for the year. 3 Employee Wage Adjustments and Manager Performance Evaluation The Commission reviewed a variety of salary data including benchmark information from other utilities. In addition, the status of manager goals for 2016 and proposed 2017 goals were discussed. A motion was made by John Roessler and seconded by Roxanne Johnson to approve a 2.25% salary adjustment for the water/sewer staff, lead water/sewer operator, electric line workers, and lead electric line worker, and to keep the meter technician wage $2 less than the line worker wage. Motion carried. A motion was made by John Roessler and seconded by Chris Zellner to approve a 2.25% salary adjustment plus 1.75% market adjustment for the customer service representative and accounting coordinator. Motion carried. A motion was made by Chris Zellner and seconded by Steve Kraus to approve a 2.25% salary adjustment plus a 4.83% market adjustment for the manager of customer service and billing. Motion carried. A motion was made by John Roessler and seconded by Rozanne Johnson to approve a 2.25% salary adjustment for the water/sewer manager. Motion carried. A motion was made by Steve Kraus and seconded by Shirley Nelson to approve a 2.25% salary adjustment for the electric superintendent plus a 2% market adjustment. Motion carried. A motion was made by Chris Zellner and seconded by Chris Thomas to approve a 2.25% salary adjustment for the general manager plus a 2.25% market adjustment. Motion carried. A motion was made by Chris Zellner and seconded by Roxanne Johnson to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4