Waunakee Utilities Commission

Waunakee Utilities Commission Meeting May 29, 2018 Members Present: Roxanne Johnson Chris Zellner Shirley Nelson Steve Kraus Sam Ballweg John Roessler Paul Endres Others Present: Tim Herlitzka Dave Dresen Randy Dorn Joe Zitzelsberger 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 Steve Kraus, seconded by Shirley Nelson, to approve the minutes of the April 23, 2018 Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by Shirley Nelson, seconded by Paul Endres, to approve payment of the following bills: Total Vendor Description $ 209.05 Ace Hardware Miscellaneous parts/supplies 76.98 AFLAC * Monthly premiums 94.37 Arkadin, Inc. Conference calls billing 1,342.00 Boardman Clark Legal: Pole attachment agreement & WPL issue 33,838.41 Border States Electric inventory 57.12 BP * Gasoline for trucks 6,528.09 Bruce Equipment Vac truck maintenance 281.03 Cintas Corporation Uniforms 276.00 CJ's Lawn & Snow Services Lawn maintenance 436.80 Conney Safety PPE 500.00 Control Works, Inc. Building maintenance 1,923.12 Core & Main Water inventory 502.00 Coverall North American , Inc. Cleaning service 101.92 Dish Network * Monthly service 14.10 Dyer, Tim & Megan Refund 280.98 Edwards, Patricia Refund 36,318.81 EFTPS * 941 taxes 9,135.42 Empower Retirement * Deferred Compensation & Roth 1,397.28 Exxon Mobil * Gasoline for trucks 70.50 Ganser Construction Refund 216.91 Hartman, Steve Mileage reimbursement 387.00 Herlitzka, Tim Mileage & expense reimbursement 2,577.87 InfoSend Billing costs 3,000.00 Infrastructure Technologies Service contract for sewer TV equipment 148.55 Ingalls, Stephen Refund 19,605.42 J & R Underground Joint work done at Baker & Water Streets and Woodland Dr., Maier Rd., Dorn Dr. & Peaceful Valley Pkwy. 32.00 Kluver, Wendy Refund 853.37 Kosmeder, Bill Mileage reimbursement 5,964.58 Krause Power Engineering North substation renovation 36.64 Lewellyn, Kerryn Mileage reimbursement 4,385.59 Madison Investment Advisors, Inc. Quarterly management fee 79.23 Mathews, Clarence Refund 6,126.70 MEUW Safety management program fees for 2nd Qtr. 12,940.00 Miller-Bradfor & Risberg, Inc. New water trench box 531.87 Minuteman Press Bill stuffers & laminated cards and numbers 258.21 Miranda, Enid Refund of deposit 1  336.96 Municipal Wholesale Power Group 2018 Member dues 146.60 Murphy, Mary Jo Refund 30.26 NAPA Auto Parts Truck maintenance 5,332.50 Northern Lake Service, Inc. Water samples for EPA 692.00 North Shore Bank * Deferred Compensation 346.00 North Shore Bank Deferred Compensation 94,846.96 Payroll* 4/27, 5/11 & 5/25 68.40 Pellitteri Data shred 41.93 Piggly Wiggly Ice for water samples & meeting expense 258.54 PLH & Associates Refund 21,654.48 Quartz Health Insurance premiums 1,434.87 Resco Electric inventory 200.00 RG Heating & A/C Spring maintenance 3,321.75 Ruekert & Mielke, Inc. GIS annual services 4,158.00 Schenck, SC Audit of financial statements for 2017 358.61 Securian Financial Group, Inc. * Life insurance premiums 3,723.42 SEERA c/o Wipfli, LLP Focus program fee for April 296.13 Springfield Welding Materials for trench box 160.00 Stafford Rosenbaum Legal: Water tower improvements 3,518.38 SBank of CP/Credit Card Pymt* Truck maintenance, batteries, safety glasses, apprentice school expenses, tools, safety school expense, new entry doorbell, WICPA membership renewal and office expenses 1,758.68 Strand Associates 2018 water system study update 905.02 TDS Telecom * Monthly phone & modem service 958.95 Tyndale Company PPE for Sam 90.35 UPS Store Shipping charges for bill stuffers & valve turner 57.00 USA BlueBook Water chemicals 387.00 U.S. Cellular * Monthly cell phone service 5,752.12 USIC Locating Services, LLC Locating services 224,017.90 Village of Waunakee Refuse/April, flexplan, electric & water taxes & re- bills for: Mechanic, insurance & Pomps Tire 109.23 Wallace, Judy Refund 675.00 Waunakee Area Chamber Golf Classic 5.00 Weaver Auto Parts Maintenance of mains 28.12 Wetzel, Colton Refund 350.00 Williamson Surveying & Assoc. Utility easement 38,880.66 WI Dept. of Revenue * State and sales taxes paid 604,950.55 WPPI Energy April power bill 4,119.16 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 and computer equipment 13,348.53 WI Retirement System * Retirement - April 25.00 WI State Lab of Hygiene Water samples 1,005.07 Yahara Materials, Inc. Electric & water maintenance Bills Received Subsequent to Packet Delivery 265.58 4 Control, Inc. Weed spraying at substations 76.98 AFLAC Monthly premiums 35.50 Altec Industries, Inc. Truck parts 3,462.90 Bruce Equipment Vac truck maintenance 213.00 Burke Truck & Equipment, Inc. Water main maintenance 55.04 Cintas Corporation Uniforms 2,805.14 Core & Main Water leak at street dept. & water meters 3,855.64 Crescent Electric Electric inventory, shop/office & URD maint. 1,997.68 Delta Dental Dental insurance premiums 101.92 Dish Network Monthly service 509.45 Jefferson Fire & Safety Fire extinguisher testing 175.20 JFTCO, Inc. Mini backhoe maintenance 2,030.00 MEUW Registrations for training sessions & conference 594.91 MG & E Boosters, wells, service building & lift stations 183.50 Minuteman Press Door hangers & shirts for new employee 2,993.72 Resco Electric inventory and OH & UD maintenance 603.94 Rhyme Business Products Monthly lease payment & usage charges 56,524.31 Stuart C Irby Co. Substation equipment, inventory & st. lighting 2  115.94 T.A.S. Communications, Inc. Answering service 60.33 Utility Sales and Service Truck parts 679.54 Village of Waunakee Re-bills for: Mechanic, Dean & flexplan 291.72 Weaver Auto Parts Truck & booster maintenance 36.00 Wil-Kil Pest Control Pest control $ 1,266,544.99 Total Amount of Invoices Approved Motion carried. Public Comment There was no public comment. Updated Cash Reserves Analysis The cash reserve policy requires an annual update to be made to the utility commission of the cash reserves compared to the 135 day benchmark and utility staff presented the commission with this using December 31, 2017 audited balances. Cash reserves for all three utilities were reported at or above their benchmarks. Advanced Metering Infrastructure (AMI) Project Utility staff presented information about current metering practices, detailed information about what AMI is, the benefits it brings to customers and the utility, and the cost, rate impact and proposed project financing. Utility staff also discussed the undepreciated cost of the current metering system. Combined, the 2018-2019 budgets include $1.9 million for an AMI investment. Commissioner Zellner excused himself from the meeting at this point to attend another village meeting. After a discussion, a motion was made by Shirley Nelson and seconded by Steve Kraus to proceed with the AMI project for the budgeted $1.9 million and have staff bring a detailed project plan to the next commission meeting. Motion carried. Option to Opt-in to Statewide Public Benefits Low-Income Program The utility annually receives a notice from the DOA of the option to join the statewide Public Benefits Low- Income program. Utility staff is again recommending against this. Retaining control of the program by the utility allows the customer funds to remain local and provides the utility greater flexibility in running the program. After a discussion, a motion was made by Sam Ballweg and seconded by Roxanne Johnson to decline the option to participate in the statewide program. Motion carried. Compliance Maintenance Annual Report (CMAR) and Resolution The utility is required to file a CMAR with the DNR annually. The report for 2017 has been completed with no significant deficiencies noted. After a discussion, a motion was made by Sam Ballweg and seconded by John Roessler to approve the report and Resolution 18-0529, Acknowledging Review of the 2017 DNR Compliance Maintenance Annual Report. Motion carried. Vehicle Purchase Quotes were reviewed for the replacement of the 1995 flatbed. A Symdon Chevrolet quote of $38,364 for a 2018 vehicle without a box and a Zimbrick Chevrolet quote of $41,990 for a new 2017 vehicle with the flatbed box were presented. 3 After a discussion, a motion was made by Sam Ballweg and seconded by Paul Endres to approve the purchase of the Zimbrick quote for an amount not to exceed $41,990. Motion carried. The addition of the radio, lettering, wire racking, tubing, and other equipment, in total, is anticipated to be below the overall $55,000 budget. Utility Related Items in the Woodland West Pre-Annexation Agreement The commission was informed about the utility related items in the pre-annexation agreement including the requirement that the developer will need to pay for various downstream sewer improvements and the timing of when the looped water main must be installed. 2017 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 be made available to all customers. Village-Wide Construction Projects A brief overview of various projects planned and underway was presented. Electric Superintendent’s Report The electric superintendent reported on current projects underway, two apprentice line workers passing the journey electric line worker exam, and the number of services installed thus far in 2018. General Manager’s Report The general manager informed the commission about a recent water main break, upcoming changes to the employee evaluation process, and initial information regarding health insurance for 2019. Financial Statements The April financial statements were presented. Consolidated operating income for the year is over budget but the sewer results are slightly under budget due to increased MMSD expenses. The average power cost of $.06554 was the lowest it has been in the past five years. A motion was made by John Roessler and seconded by Roxanne Johnson to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4