Waunakee Utilities Commission

Waunakee Utilities Commission Meeting April 23, 2018 Members Present: Roxanne Johnson Chris Zellner Shirley Nelson Steve Kraus Sam Ballweg Excused: John Roessler Paul Endres Others Present: Tim Herlitzka Dave Dresen Jon Trautman Dave Minch A motion was made by Shirley Nelson and seconded by Roxanne Johnson to appoint Steve Krause to run the meeting in the absence of John Roessler and Steve Kraus called the regular meeting of the Waunakee Utilities Commission to order at the Waunakee Utilities facility at 322 Moravian Valley Road. Minutes Moved by Chris Zellner, seconded by Paul Endres, to approve the minutes of the February 26, 2018 Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by Shirley Nelson, seconded by Roxanne Johnson, to approve payment of the following bills: Total Vendor Description $ 168.12 Ace Hardware Miscellaneous parts/supplies 2,595.99 Action Battery Wholesalers, Inc. Substation maintenance 115.47 AFLAC * Monthly premiums 388.11 Allen, L.W. Thermostats for wells 26.26 Arkadin, Inc. * Conference calls billing 87.68 Barajas, John Refund 71.06 BP * Gasoline for trucks 37.18 B Rail, LLC Refund 211.09 Brooks Tractor Backhoe maintenance 1,490.87 Bruce Equipment Vac truck maintenance 332.58 Capital City Cleaning & Supply Shop/office supplies 164.91 Cintas Corporation Uniforms 502.00 Coverall North American , Inc. Cleaning service 9,623.80 Crescent Electric Inventory, OH & UG maintenance 1,556.53 Delta Dental Dental insurance premiums 101.92 Dish Network * Monthly service 147.70 Dorn, Randy Mileage reimbursement 105.43 Dorrance, Allison Refund 24,627.04 EFTPS * 941 taxes 410.73 Electrical Testing Lab Test rubber gloves 6,490.28 Empower Retirement * Deferred Compensation & Roth 2,038.67 Exxon Mobil * Gasoline for trucks 217.46 Hartman, Steve Mileage reimbursement 130.00 Hometown News Advertising 2,970.04 InfoSend Billing costs 922.97 Interstate Power Systems Well maintenance 876.63 Itron, Inc. Meter reading equipment maintenance 22.15 Madison & Main, LLC Refund 19.28 Meffert Oil Co. Kerosene for pressure washer 260.00 MEUW Annual conference registration 1,026.58 MG & E Boosters, wells, service building & lift stations 1,485.00 Michels Corp. Pull pipe on Cross St. 213.84 Midwest Homes Refund 121.61 Milwaukee Rubber Products Building maintenance 1,678.25 Minuteman Press Rate summary brochure & clothing order 100.00 Muscoda Utilities * Used re-closure structure 167.00 Neher Electric Supply, Inc. Street light maintenance 692.00 North Shore Bank * Deferred Compensation 237.60 Odden, Michael & Linda Refund 286.28 Office Depot Office supplies 64,737.41 Payroll* 3/30 & 4/13 138.90 Pepsi Madison Soda for machine & machine rental 24.64 Piggly Wiggly Shop/office supplies & meeting expense 230.00 Power System Engineering, Inc. Mapping expense 21,654.48 Quartz Health Insurance premiums 9,748.64 Resco Inventory 572.77 Rhyme Business Products * Monthly lease payment & usage charges 274.65 Jim Ripp Refund 482.09 Securian Financial Group, Inc. * Life insurance premiums 1  3,749.11 SEERA c/o Wipfli, LLP Focus program fee for March 163.03 Severson, Boone & Janelle Refund 22.26 Spreng, Kyle Refund 2,847.47 SBank of CP/Credit Card Pymt* Office expense, meter school expenses, new crew room expenses, water conference expenses, clothing, flags for bldg., well maintenance, apprentice school expenses 0.91 Carl F. Statz Truck supplies 5,755.41 Strand Associates, Inc. Water system study update & sanitary sewer system 146.80 T.A.S. Communications Answering service 904.73 TDS Telecom * Monthly phone & modem service 26.65 Thompson, Leroy Refund 1,500.00 Uniek * Incentive for purchasing electric car charging station 130.41 UPS Store Shipping charges for bill stuffers & valve turner 181.51 Urban Reinvestment Refund 363.05 U.S. Cellular * Monthly cell phone service 3,016.47 USIC Locating Services, LLC Locating services Refuse/Mar., flexplan, electric & water taxes & re-bills for: Mechanic 285,726.69 Village of Waunakee and Human Resources 72.98 Weaver Auto Parts Shop supplies 21,472.07 WI Dept. of Revenue * State and sales taxes paid 12,409.08 WI Dept. of Revenue Gross revenue license fee for 2018 38.99 WI Management Co. Refund 681,580.84 WPPI Energy March power bill 2,910.06 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, low-income admin. service, domain renewal & greennet switch 20,984.85 WI Retirement System * Retirement - March 25.00 WI State Lab of Hygiene Water samples 280.21 Yahara Materials, Inc. Materials for work order project Bills Received Subsequent to Packet Delivery 1,260.00 Alternative Technologies, Inc. Substation maintenance 1,500.50 Boardman Clark Legal: Territory matter 2,006.18 Border States Tools & test equipment 142.69 Brooks Tractor Tractor maintenance 54.97 Cintas Corporation Uniforms 2,160.00 Crescent Electric Electric inventory 138.00 Herlitzka, Tim Mileage reimbursement 84.15 Insight FS Fuel for fork lift 367,695.56 Madison Metro Sewerage Dist. 1st Qtr. Serv. -Village $303,796.67, SPL $61,873.30 and lab samples 50,853.00 MJ Electric Final payment for North substation upgrades 135.72 Napa Auto Parts Truck parts 140.00 Northern Lake Service, Inc. Water tests 304.07 Office Depot Office supplies 2,404.80 Resco Electric inventory 568.85 Rhyme Business Products Monthly lease payment & usage charges 97.64 WI Lift Truck Corp. Fork lift maintenance March Bills Presented in April 208.98 Ace Hardware Miscellaneous parts/supplies 76.98 AFLAC * Monthly premiums 40.00 Attoe, Steve Reimbursement for CDL 365.00 Boardman & Clark Legal: Utility regulation report, territorial matter and updated pole top drawings 350.00 Bond Trust Services Paying agent fee 1,598.54 Border States Meters, tool credit and OH maintenance 75.00 BP * Gasoline for trucks 157.27 Capital City Cleaning & Supply Shop/office supplies 274.85 Cintas Corporation Uniforms 502.00 Coverall North American , Inc. Cleaning service 55.49 Crescent Electric Fan light 420.00 Dane Lumber & Home Center Salt for shop/wells/boosters 1,629.10 Delta Dental Dental insurance 24,883.98 EFTPS * 941 taxes 6,290.28 Empower Retirement * Deferred Compensation & Roth 1,487.80 Exxon Mobil * Gasoline for trucks 5,061.14 General Engineering Company Cross connection services 37.00 Herlitzka, Tim Mileage reimbursement 315.00 Hometown News Advertising in Waunakee Community Guide 2,585.15 InfoSend Billing costs 405.90 Interstate All Battery Center Battery for portable generator 399.49 Kelley Williamson Company Truck maintenance 2,235.08 Lakeside International, LLC Truck maintenance 3,717.00 Martelle Water Treatment Chemicals for wells 1,224.37 MG&E Boosters, wells, service bldg. & lift stations 300.00 Monona Plumbing & Fire Protection Annual fire sprinkler inspection 32.60 Napa Auto Parts Truck supplies 290.00 Neher Electric Supply, Inc. Street light maintenance 352.02 Northeast WI Technical College * Apprentice class tuition 692.00 North Shore Bank * Deferred Compensation 63,930.04 Payroll* 3/2 & 3/16 142.95 Pitney Bowes Postage machine rental 598.44 Power System Engineering GIS system updates 23,158.04 Quartz Health Insurance 60.00 Register of Deeds * Easements 13,869.95 Resco Transformers 2  8,667.00 Schenck 2017 audit costs 666.69 Securian Financial Group, Inc. * Life insurance premiums 3,289.87 SEERA c/o Wipfli, LLP Focus program fee for February 100.00 Stafford Rosenbaum Legal: Water tower improvements 4,866.07 SBank of CP/Credit Card Pymt* School expenses, supplies for crew room, meter expense, clothing, safety school expense, electric equipment, first aid kits, parking, retirement card, sound system, thermostats, office supplies & chairs 27.73 Carl F. Statz Truck supplies 3,439.28 Strand Associates Water system study update, sanitary sewer system comprehensive & prepare drawings for GIS 492.97 Stuart C Irby Co. OH & street light maintenance 905.25 TDS Telecom * Monthly phone & modem service 529.78 U.S. Cellular * Monthly cell phone service 968.15 USIC Locating Services, LLC Locating services 105,678.22 Village of Waunakee Refuse/Feb., flexplan & re-bills for: Mechanic and insurance and youth baseball/softball sponsor 7.32 Weaver Auto Parts Trailer maintenance 34.25 Wil-Kil Pest Control Pest control 45.00 WI Dept. of Natural Resources Water operator certification 16,585.83 WI Dept. of Revenue * State and sales taxes paid 694,370.26 WPPI Energy February power bill 3,240.85 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, low-income admin. service, smartnet annual renewal ASA & WPPI Energy member website service annual fee 29,288.54 WI Retirement System * Retirement - January & February 25.00 WI State Lab of Hygiene Water samples 453.09 Yahara Materials, Inc. Materials for water main break $ 2,665,940.99 Total Amount of Invoices Approved Motion carried. Public Comment There was no public comment. 2017 Audit Report and Financial and Operating Highlights Jon Trautman and Dave Minch from Schenck presented the 2017 Audit Report and Management Communications letter. The utility has again received a clean audit opinion and there are no significant items noted in the Management Communications Letter. After a discussion, a motion was made by Chris Zellner and seconded by Shirley Nelson to accept the Audit Report and Management Communications Letter. Motion carried. Utility staff also presented a variety of graphs summarizing financial and operating highlights for 2017. Budget Modification for 2018 Utility Reconstruction Project A comparison of the low bid received on the Topeka/Santa Fe/Cheyenne project compared to the budget was presented. The water bid is over budget by an estimated $108,306 and the utility is required to accept the bid from the lowest responsible bidder. After a discussion, a motion was made by Shirley Nelson and seconded by Chris Zellner to approve an additional $108,306 in the 2018 water budget for the project. Motion carried. Pole Attachment Agreement A pole attachment agreement, drafted by the utility attorney, was presented. The agreement will be presented to Verizon who has asked to lease space on utility poles. After a discussion, a motion was made by Sam Ballweg and seconded by Roxanne Johnson to approve the agreement and allow additional changes to be authorized provided they are to the satisfaction of the utility attorney and general manager. Motion carried. 3 Budget Request to Purchase Substation Protective Equipment The utility has had several instances in the past where animals have come in contact with substation equipment leading to service interruptions and costly repairs. Protective cover-up equipment has been installed at several substations to limit the impact that wildlife coming into contact with our equipment can have on service reliability. A request to install certain additional equipment at two remaining substations was presented for an amount not to exceed $15,000. After a discussion, a motion was made by Chris Zellner and seconded by Roxanne Johnson to approve the budget request. Motion carried. Amendment to Current Underground Locating Services Contract The utility has been presented with an amendment to the current contract with USIC for locating services. The amendment only addresses changes in price. It’s projected the monthly cost for locating electric, water, sewer, and storm sewer will go up an estimated $742. Utility staff made inquiries about obtaining this service from another company and it appears those costs would be higher than what is included in the amendment. After a discussion, a motion was made by Sam Ballweg and seconded by Chris Zellner to approve the USIC budget amendment. Motion carried. Electric Territory Matter The commission was updated about the territory matter with a neighboring electric utility. Village-Wide Construction Projects A brief overview of various projects planned and underway was presented. Electric Superintendent’s Report The electric superintendent reported on recent employee training, the start of a new employee, and recent service interruptions. General Manager’s Report The general manager informed the commission about an article submitted for publication highlighting the impact that the recent federal tax law change will have on retail electric rates, the planned discussion about AMI metering at the May meeting, the M-Care implementation, and the status of the next round of customers to be transferred from WP & L. Financial Statements The March financial statements were presented. Consolidated operating income for the year is over budget but the sewer results are under budget due to increased MMSD expenses. A motion was made by Chris Zellner and seconded by Sam Ballweg to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4