Waunakee Utilities Commission

Waunakee Utilities Commission Meeting February 26, 2018 Members Present: Paul Endres Roxanne Johnson John Roessler Chris Thomas Chris Zellner Excused: Steve Kraus Shirley Nelson 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 Paul Endres, seconded by Chris Zellner, to approve the minutes of the January 22, 2018 Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by John Roessler, seconded by Paul Endres, to approve payment of the following bills: Total Vendor Description $ 443.37 Ace Hardware Miscellaneous parts/supplies 189.85 Blang, Mike Refund 780.00 Boardman & Clark Legal: Carriage Ridge and MG&E territory matter 1,050.00 Bond Trust Services Bond compliance services 4,369.74 Bruce Equipment Vac truck yearly maintenance 56.45 Capital City Cleaning & Supply Cleaning supplies 219.88 Cintas Corporation Uniforms 309.75 Conney Safety Clothing 515.00 Core & Main Hydrant extension 502.00 Coverall North American , Inc. Cleaning service 3,011.13 Crescent Electric Street lights, marking tags, shop light, tools, outlets for crewroom and label maker tape 1,629.10 Delta Dental Dental insurance 78.48 Dorn, Randy Mileage reimbursement 223.34 Dresen, Dave Mileage reimbursement 10,000.00 Esri License fee for mapping system 1,400.00 Greiber Heating & Sheet Metal, Inc. Crew room air duck work 23.14 Gronna, Rose Refund 240.36 Hartman, Steven Mileage reimbursement 107.00 Herlitzka, Tim Mileage reimbursement 2,569.00 InfoSend Billing costs 4,381.17 Madison Investment Advisors First quarter management fee 575.00 MEUW Watt-Hour Meter Workshop registration 1,971.62 MG&E Monthly gas bill 3,600.00 Michels Corp Installation of ducts 12,086.18 Midwest Meter Inc. Water meters 1,254.51 Minuteman Press Clothing order, bill stuffer and safety vest 42.89 Napa Auto Parts Oil filter and wiper blades 84.00 Northern Lake Service, Inc. Quarterly water sampling 190.75 O'Donnell, Greg Mileage reimbursement 65,306.63 Payroll* 2/2 & 2/16 210.40 Perkins Oil Oil 161.48 Pitney Bowes Mail supply ink 115.00 Power System Engineering GIS support 449.00 Prairie Power Center Chainsaw 26,165.16 Quartz Health Insurance 400.00 Redford, Seth and Keri Sewer adjustment refund 1  17,312.92 Resco Transformers, wire and OH maintenance 5,111.68 Sewer Equipment of Illinois Sewer camera repair 80.00 Stafford Rosenbaum Legal: Contract review 2,552.47 SBank of CP/Credit Card Pymt* Work pants, fuel filter, phone stand for conf. room, charger, file cabinets, refrigerator, painting supplies, chain saw maint., supplies for office, school expenses, meter test bench & equipment, conference hotel, and linemen training 3,751.52 Strand Associates Water and sewer system comprehensive plan update 531.43 Stump, Leah Refund 151.87 T.A.S. Communication, Inc. Answering service 109.67 TJK Build Design Refund 53,491.00 Trachte Building for North Substation project 714.00 United Laboratories Rodent repellant and hand sanitizer 91.92 UPS Store Bill stuffers and office supplies 935.75 USIC Locating Services, LLC Locating services 55,478.41 Village of Waunakee Human resource services, refuse & flexplan 25.00 WI State Lab of Hygiene Water samples 764,360.83 WPPI Energy January power bill 10,388.20 WPPI Energy Hosted e-mail & financial and accounting software, member network assessment & monitoring, utility billing & customer information software, member/WPPI WAN , member network support, shared meter technician & misc. computer expenses 600.00 WRWA Annual technical conference registration 350.00 YourMemerbship, Inc. Ad for MEUW Executive Director Bills Received Subsequent to Packet Delivery 76.98 AFLAC * Monthly insurance premiums 81.81 BP * Gasoline for trucks 231.25 Crescent Electric Tools & reference book 101.92 Dish Network * Monthly service 101.92 Dish Network Monthly service 24,952.29 EFTPS * 941 taxes 6,090.28 Empower Retirement * Deferred compensation & Roth 1,946.31 Exxon Mobil * Gasoline for trucks 90.00 Helt Diversified, LLC Maintenance of mains - spoils dumping 129.27 Integrated Communications Service * Answering service 3,293.33 MEUW JT & S program sessions 692.00 North Shore Bank * Deferred compensation 321.07 Office Depot Office supplies 33.08 O'Reilly Auto Parts Truck maintenance 2,000.00 Reserve Account * Postage 591.15 Rhyme Business Products * Monthly lease payment & usage charges 584.70 Rhyme Business Products Monthly lease payment & usage charges 666.69 Securian Financial Group * Life Insurance premiums 3,769.74 SEERA c/o Wipfli, LLP Focus program fee for January 905.43 TDS Telecom * Monthly phone & modem service 96.79 Therma-Stor, LLC Well maintenance 11,582.20 Tierney, Don Refund on deposit 233.35 U.S. Cellular * Monthly cell phone service 399.19 Village of Waunakee Re-bills for: Flexplan, Dean & mechanic 19,730.54 WI Dept. of Revenue * State & sales taxes paid $ 1,139,449.34 Total Amount of Invoices Approved Motion carried. Public Comment There was no public comment. 2 Sewer Rate Adjustment A review of the adequacy of existing sewer rates indicates a $184,800 (9.6%) increase is needed to maintain a financially strong utility and revised rates were presented for the commission to consider. Of the total increase needed, $162,000 is projected to be from increases in the cost to treat wastewater from MMSD. The commission discussed the proposed rates, the impact they will have on customers, and a comparison of rates to other local communities and the county and statewide averages. Sewer rate adjustments must be approved by the village board and after further discussion a motion was made by John Roessler and seconded by Chris Thomas to recommend to the village board that the proposed rates be approved. Motion carried. Well #3 Maintenance The utility has a policy to perform maintenance on the five wells once every eight years and Well #3 is scheduled for routine maintenance in 2018. A quote to perform this work was received from CTW for an amount not to exceed $15,082. Options for televising, brushing and bailing the well, and servicing the electric motor were also provided but will only be selected if deemed necessary. Utility staff also provided the commission with information regarding inquiries made to several other utility managers to determine the reasonableness of the proposal price. After a discussion, a motion was made by Chris Zellner and seconded by Paul Endres to approve the CTW proposal for the base price not to exceed $15,082 plus the options listed for televising, brushing and bailing the well, and servicing the electric motor if deemed necessary by staff during the project. Motion carried. Electric Territory Matter The commission was updated about the territory matter with a neighboring electric utility. Woodland West Annexation Area The commission was updated on the land southwest of the intersection of Woodland Drive and Highway Q planned for annexation to the village and the impacts this could have on the utility. Specifically, the commission was informed about the planned ways that water and sewer might serve the area and certain off-site improvements that might be needed to handle the added sewer customers. Replacement of Sewer Main in 2018 Reconstruction Project The sewer main on Santa Fe Trail, Cheyenne Pass, and Topeka Trail is no longer recommended for replacement based on viewing the video of the sewer main. The water main will be replaced as originally planned. March Utility Commission Meeting Date The March meeting is now scheduled for the 21st. Village-Wide Construction Projects No projects were discussed this month. Electric Superintendent’s Report The electric superintendent reported on schooling for two employees, the status of the LED street light conversion and tree trimming projects, and new computers now being used in the field. 3 General Manager’s Report The general manager informed the commission about the upcoming retirement of one of the lead line workers and finding a replacement, the possibility of hiring a limited term employee while an employee is on an extended leave, two recent sewer billing refunds to customers, the upcoming Energy Fair, the completion of the annual financial audit, and the status of hiring the limited term employee for the office. Financial Statements The January financial statements were not presented. A motion was made by Chris Zellner and seconded by Roxanne Johnson to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4