WAUNAKEE UTILITIES COMMISSION

Waunakee Utilities Commission Meeting June 26, 2017 Members Present: Paul Endres Roxanne Johnson Steve Kraus Shirley Nelson John Roessler Chris Thomas Chris Zellner 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 Shirley Nelson, seconded by Steve Kraus, to approve the minutes of the May 22, 2017 Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by Chris Zellner, seconded by Shirley Nelson, to approve payment of the following bills: Vendor Description Total Ace Hardware Miscellaneous parts/supplies $ 125.60 Allan, Mark & Amanda Refund 246.27 Allen, L.W. Lift station and well maintenance 620.24 Altec Industries, Inc. Truck #21 maintenance 76.18 American Test Center Annual safety inspection on trucks 755.00 Anderson, Jill Refund 115.11 Boardman & Clark Legal: Verizon wireless water tower lease 1,941.00 Border States Inventory, URD maintenance & PPE 24,930.82 BP * Gasoline for trucks 258.48 Calderon, Brandy Refund 31.30 Cintas Corporation Uniforms 343.72 Crescent Electric Minor materials, URD maintenance and inventory 4,906.15 Dailey, Derek Refund 369.85 Darger, Scott & Barb Refund 676.00 Delta Dental Dental insurance premiums 1,556.53 Diggers Hotline Prepayment for 2nd half of 2017 2,243.20 Dish Network * Monthly service 96.67 Dixon Engineering, Inc. Review Verizon engineering plans 2,650.00 EFTPS * 941 taxes (3 payrolls) 40,926.16 Empower Retirement * Deferred Compensation & Roth 10,312.08 Exxon Mobil * Gasoline for trucks 1,605.93 Falk, Mary Refund 131.79 Fresco, Inc. Inventory 25,815.25 HD Supply Waterworks Inventory 322.50 Hellenbrand Glass, LLC Shop maintenance & window replacement 499.60 Hellenbrand, Inc. Water tests 100.00 Herlitzka, Tim Mileage reimbursement 53.00 Hi-Line Utility Supply Truck #21 maintenance 767.14 Hometown News Group Energy conservation ads 598.00 Infosend Billings costs (2 months) 5,122.51 Integrated Communications Answering service 313.59 J & R Underground South Century Ave. restoration and asphalt, turf restoration on Division St. 9,386.33 Krause Power Engineering North substation renovation and Division St. feeder #3 3,568.75 Master Graphics Ink for plotter/scanner 167.04 1 McClure, Brenda Refund 112.96 McCown, Kiley Refund 241.06 Meffert Oil Co. Gasoline for tractor 173.80 Meyer, Gina Refund 37.72 MG & E Boosters, wells, service building & lift stations 446.87 Niesen & Son Landscaping Soil for landscaping projects 325.00 Nord Gear Refund on deposit 1,760.94 Norona, Ilene Refund 28.15 Office Depot Office and shop supplies 270.92 Payroll * 5/26, 6/9 & 6/23 95,957.20 Piggly Wiggly MEUW meeting, office expenses 169.96 Pitz, Julie Refund 173.59 PSC Assessment to abandon & remove Alloy substation and OH line 404.32 Quinn, Richard & Diane Refund 155.35 Rauch, Shirley Refund 16.83 Red Arrow Electric Electric materials 1,317.20 Resco URD maintenance 525.72 Rhyme Business Products * Monthly lease payment and usage charges 486.64 Schwartz, Anthony & Jane Refund 130.71 Securian Financial Group * Life insurance premiums 694.73 SEERA, c/o Wipfil, LLP Focus program fee for May 3,703.30 Stafford Rosenbaum Legal: General corporate & water tower improvements 604.50 SBank of CP/Credit Card Pymt* Shop supplies, safety school expense, shelving for shop, safety manuals, 3,491.88 MEUW roundtable meeting expenses, paper, training registration, metering, office expenses Statz, Carl F. Truck parts/supplies 43.97 Steel Surgeon, LLC Fork lift maintenance 334.74 Stuart C. Irby Co. Inventory 24,693.00 TDS Telecom * Monthly phone & modem service 663.86 Unity Health Insurance Health insurance premiums 22,273.94 U.S. Cellular * Monthly cell phone service 314.37 USIC Locating Services, LLC Locating services 5,692.12 Village of Waunakee Flexplan, refuse/May, electric & water taxes and re-bills for: insurance, Alere 233,222.80 and mechanic Weaver Auto Parts Sewer camera and shop maintenance 10.48 Wil-Kil Pest Control Pest control 34.25 WI Dept of Natural Resources * Water use fees 125.00 WI Dept. of Revenue * State and sales taxes paid 43,606.56 WPPI Energy May power bill 739,004.94 WPPI Energy Energy assistance administration, hosted e-mail and financial and accounting 1,198.44 software, member network assessment & monitoring, shared meter technician, member network support & member/WPPI (WAN) WI Retirement System * Retirement - May 14,414.02 WI State Lab of Hygiene Water samples 25.00 Bills Received Subsequent to Packet Delivery 4 Control, Inc. Weed control at substations 200.39 American Water Works Assoc. Membership renewal 360.00 Border States Metering 552.00 Burke Truck & Equipment, Inc. Maintenance of water services 31.25 Crescent Electric Inventory 5,120.00 Dish Monthly service 96.67 HD Supply Waterworks Maintenance of mains - sewer, inventory and water meters 8,121.69 HG Signs Sewer camera trailer lettering 470.00 Hi-Line Utility Supply Truck #21 maintenance 11.78 Insight FS LP gas for forklift 90.20 Interstate Power Systems Shop, lift station, well and booster maintenance 4,625.00 NAPA Auto Parts Tractor and sewer camera trailer maintenance & water supplies 177.54 2 Office Depot Office supplies 2.79 Perkins Oil Oil for trucks 538.10 Pitney Bowes Equipment lease fee 142.95 Register of Deeds * Easement fee 30.00 Resco Inventory and transformers 56,881.96 Rhyme Business Products Monthly lease payment & usage charges 666.22 Weaver Auto Parts Truck parts, maintenance of mains & hydrants 122.31 Total Amount of Invoices Approved $ 1,416,759.48 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. Nepotism Policy The commission was presented a proposed nepotism policy which is intended to promote an environment where hiring and management decisions are executed with the highest degree of ethical considerations. The proposed policy is substantially identical to a policy recently approved by the village board. After a discussion, a motion was made by Chris Zellner and seconded by John Roessler to approve the proposed policy. Motion carried. Ordinance Amendment to Clarify Compliance with Rules A review of current operating rules and village code by the utility attorney has indicated that the utility does not currently have the ability to levy a fine if a customer denies access to their water meter or other utility equipment. As a result, a proposed Amendment to Chapter 74 of the Village Code was presented for the utility commission to consider a recommendation for the village board to approve. After a discussion, a motion was made by Steve Kraus and seconded by Shirley Nelson to approve a recommendation to the village board to authorize the Amendment to Chapter 74 of the Village Code. Motion carried. Electric Department Staffing Review, Creation of Assistant Electric Superintendent Position and Related Changes to Position Descriptions, and Addition of Second Lead Line Worker A review of the current electric department staffing levels and anticipated future staffing needs was presented to the commission, reflecting the added demands placed on the utility as a result of the growth in the community. Staff is recommending the addition of an assistant electric superintendent position and promoting a current line worker to the lead line worker position in order to better serve the needs of utility customers. A proposed position description for the assistant electric superintendent position was presented. Proposed changes to the current position description for the electric superintendent were also presented. After a discussion, a motion was made by Steve Kraus and seconded by Shirley Nelson to approve:  Hiring an assistant electric superintendent and approving the related position description  The revised electric superintendent position description  Promoting a current line worker to the position of lead line worker  Allowing the final salary and benefit details to be finalized between the commission president and general manager provided it’s within the range presented 3 Motion carried with Chris Zellner voting no. Billing System Conversion The commission was updated on the status of the utility billing system conversion. July Meeting Date The July meeting will be canceled. Village-Wide Construction Projects The commission was informed about several planned projects in the village. Electric Superintendent’s Report The electric superintendent provided an update on the Century Avenue and At Home Again projects, the LED street light conversion, and a recent outage. General Manager’s Report The general manager informed the commission about the status of the request for approval from the PSC to remove the Alloy Substation, retaining low-income CTC funds versus participating in the statewide program, a bankruptcy for $518.72, the status of the possible property acquisition adjacent to the Industrial Substation, and the proposed annual financial audit fee increase of 1% presented to the village finance director by the auditors. Financial Statements The cash and investment summary was presented but the May financial statements were not available due to the new billing system conversion process. A motion was made by Chris Zellner and seconded by Chris Thomas to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4