WAUNAKEE UTILITIES COMMISSION

Waunakee Utilities Commission Meeting April 24, 2017 Members Present: Paul Endres Roxanne Johnson John Roessler Chris Thomas Chris Zellner Excused: Steve Kraus Shirley Nelson Others Present: Tim Herlitzka Randy Dorn 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 Paul Endres, seconded by John Roessler, to approve the minutes of the March 27, 2017 Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by Chris Zellner, seconded by Chris Thomas, to approve payment of the following bills: Vendor Description Total Ace Hardware Miscellaneous parts/supplies $ 485.48 Boardman & Clark Legal: Verizon wireless water tower lease 501.50 Border States Inventory & URD maintenance 23,329.58 BP * Gasoline for trucks 61.61 Bristol Bay LLC Refund 143.23 Brooks Tractor Tractor maintenance 422.27 Cintas Corporation Uniforms 316.76 Cooper Power Systems W.O. materials 1,682.35 Crescent Electric Minor materials, OH & URD maintenance and shop/office lights 2,042.80 Delta Dental Dental insurance premiums 1,468.51 Dorn, Randy Mileage reimbursement 149.80 EFTPS * 941 taxes 27,433.51 Electrical Testing Lab Gloves and sleeves tested 416.31 Empower Retirement * Deferred Compensation & Roth 6,354.72 Exxon Mobil * Gasoline for trucks 1,682.63 Herlitzka, Tim Mileage reimbursement 269.00 Insight FS Fuel for forklift 84.15 Integrated Communications Answering service 128.27 Itron, Inc. Meter reading equipment maintenance 842.90 Jefferson Fire & Safety Annual inspection 448.85 Karls, Dana Mileage reimbursement 13.59 KCJ Lighting W.O. materials 3,617.85 Koppes, Marty Mileage reimbursement 184.04 Lewellyn, Kerryn Mileage reimbursement 27.18 LMS Construction Water service maintenance 1,009.63 Lokken, Kari Refund 112.66 Madison Metro Sewerage Dist. 1st Qtr. Serv. -Village $290,938.99, SPL $55,667.78 346,606.77 MEUW Regional safety program fees 5,948.25 MG & E Boosters, wells, service building & lift stations 768.74 Minuteman Press Bill stuffers 527.03 Minuteman Press Business cards 26.34 Municipal Wholesale Power Grp 2017 member dues 603.97 NAPA Auto Parts Truck parts/supplies 192.24 Neher Electric Supply, Inc. * Street light bulbs 740.00 New Era Graphics Check order 188.10 O'Brien, Tim Homes Refund 143.58 Office Depot Office supplies 122.67 Payroll * 3/31 & 4/14 65,048.41 Pepsi Equipment rent 31.65 Piggly Wiggly Shop/office supplies 4.13 PSC Assessment fees 487.48 Quality Cellular Phone accessory 29.99 Register of Deeds * Recording fee 90.00 Resco Inventory , W.O. materials, OH & UG maintenance 7,587.50 Ruekert & Mielke, Inc. Sewer mapping expense 625.60 Schenck 2016 audit 2,750.00 Securian Financial Group * Life insurance premiums 625.00 1 SEERA, c/o Wipfil, LLP Focus program fee for March 3,734.03 ServiceMaster Building Maint. Office cleaning 104.00 Spahn, Inc. Maintenance of water main 585.00 SBank of CP/Credit Card Pymt* Clothing, hotel exp. for Rural Water conference & meter conference, 2,398.23 conference expenses, shop supplies, safety school expense, tools, conference registration Statz, Carl F. Truck parts/supplies 26.62 Staufacher, Patricia Refund 72.96 Stuart C. Irby Co. Minor materials and OH maintenance 808.50 TDS Telecom * Monthly phone & modem service 940.15 Unity Health Insurance Health insurance premiums 22,273.94 The UPS Store Shipping charges for bill stuffers 74.27 U.S. Cellular * Monthly cell phone service 312.91 USIC Locating Services, LLC Locating services 2,792.55 Village of Waunakee Flexplan, refuse/Mar., electric & water taxes and youth baseball sponsor 131,045.65 Williamson Surveying Easement 350.00 WI Dept. of Natural Resources Water operator certification 45.00 WI Dept. of Revenue * State and sales taxes paid 20,535.03 WI Dept. of Revenue 2017 gross revenue assessment & license fee notice 11,111.93 WPPI Energy March power bill 712,149.01 WPPI Energy Energy assistance administration, hosted e-mail and financial and accounting 900.89 software, member network assessment & monitoring, shared meter technician and member/WPPI wide-area-network WI Retirement System * Retirement - March 21,563.68 WI State Lab of Hygiene Water samples 25.00 Yahara Materials, Inc. Electric & water maintenance 431.00 Bills Received Subsequent to Packet Delivery Alternative Technologies, Inc. Substation maintenance 1,260.00 Border States Inventory 2,576.00 Dish Monthly service 96.67 Fresco, Inc. Inventory 1,827.45 Hometown News Advertising 150.00 Infosend Monthly billing costs 2,559.20 Krause Power Engineering North substation renovation, Division St. feeder & URD maintenance 12,741.67 Madison Metro Sewerage Dist. Miscellaneous lab samples for 1st Qtr. 1,947.22 McLain, John Mileage reimbursment 252.52 Northern Lake Service, Inc. Water samples 126.00 RG Heating & Air Conditioning Building maintenance 350.00 Rhyme Business Products Monthly lease payment and usage charges 645.72 Ruekert & Mielke, Inc. Sewer mapping expense 156.25 Strand Associates, Inc. Eng.: Century Ave. lighting, water storage evaluation & GIS mapping 3,907.48 Village of Waunakee Re-bills for: Flexplan, Dean and mechanic 432.87 Yahara Materials, Inc. W.O. materials and water maintenance 2,166.44 Total Amount of Invoices Approved $ 1,469,852.47 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. Contract for Cleaning Services The contract with ServiceMaster for cleaning the utility building expired and the office is currently being cleaned by staff from the Village Center on a temporary basis. A cleaning proposal from Coverall Cleaning System was presented. The scope is substantially the same as the previous cleaning company and the price is $502 per month. After a discussion, a motion was made by Roxanne Johnson and seconded by John Roessler to approve the contract with Coverall Cleaning System with the condition that any changes to the draft contract presented are able to be approved by the general manager in consultation with the utility attorney. Motion carried. 2 Mini Backhoe Purchase The Commission approved the purchase of a mini backhoe and trailer in the 2017 budget for an amount not to exceed $95,000. Quotes have been received as follows: John Deere $64,900 Bobcat $65,363 Vermeer $70,885 Caterpillar $76,764 Utility staff recommended the commission approve the Caterpillar quote as the crew felt it best fits the needs of the utility due to the way it operates and its power. The cost of the new trailer is not included in the above price and will be purchased separately. Combined, the backhoe and trailer costs are estimated to be approximately $8,000 less than budget. Staff also recommended that the existing trencher be sold on the Wisconsin Surplus Online Auction website. After a discussion, a motion was made by Chris Zellner and seconded by Chris Thomas to approve the Caterpillar quote and sell the existing trencher as proposed by staff. Motion carried. Vacuum Truck Replacement Account The commission was presented a recommendation to establish a replacement account for the vacuum truck. After a discussion, a motion was made by John Roessler and seconded by Chris Thomas to approve the account with a $3,000 monthly deposit. Motion carried. 2016 Operating Statistics The commission reviewed information about the top utility customers and graphs summarizing electric line losses, water losses, and the sewer gallons billed versus treated by MMSD. 2016 Drinking Water Quality Report The commission was provided a copy of the annual drinking water quality report. There were no samples taken that violate state and federal drinking water requirements and a copy of the report will now be made available to all customers. Declaration of Official Intent to Reimburse Expenditures from Proceeds of Borrowing The utility may need to consider reimbursing 2017 water project costs with proceeds of a future borrowing and the commission was presented a Declaration of Official Intent to Reimburse Expenditures from Proceeds of Borrowing resolution. This resolution gives the utility the option of using future borrowing proceeds to pay for 2017 project costs but does not bind the utility to do so. After a discussion, a motion was made by Chris Zellner and seconded by Roxanne Johnson to recommend approval of the Declaration of Official Intent to Reimburse Expenditures from Proceeds of Borrowing resolution. Motion carried. Future Land Needs for Electric Substation and Storage The commission was provided an overview of land currently available for sale near the Industrial Substation. Village-Wide Construction Projects No projects were discussed this month. 3 Electric Superintendent’s Report The electric superintendent provided an update on the Century Avenue project, boring work at the Division Street Substation, and electric service installations. General Manager’s Report The general manager discussed a sidewalk sinking issue, the upcoming due date of the bids for the North Substation project, the status of the new website and billing system, and the transformer at the Alloy property. Financial Statements The March financial statements were presented. Consolidated operating income is $57,000 under budget for the month but $70,000 over budget for the year-to-date. A motion was made by Chris Thomas and seconded by Chris Zellner to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4