Waunakee Utilities Commission

Waunakee Utilities Commission Meeting July 23, 2018 Members Present: Roxanne Johnson Chris Zellner Shirley Nelson Steve Kraus Sam Ballweg John Roessler Paul Endres Others Present: Tim Herlitzka Adam Bentley Vikki Dolezal – North Shore Bank 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 Sam Ballweg, to approve the minutes of the June 25, 2018 Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by John Roessler, seconded by Steve Kraus, to approve payment of the following bills: Total Vendor Description $ 628.25 Ace Hardware Miscellaneous parts/supplies 76.98 AFLAC * Monthly premiums 243.19 Allen, L.W. Well maintenance 2,118.16 Border States Metering 199.79 Bowers Construction * Refund 248.03 Cintas Corporation Uniforms 502.00 Coverall North American , Inc. Cleaning service 2,432.32 Crescent Electric Inventory, UG maintenance & metering 11,512.01 EFTPS * 941 taxes 3,045.14 Empower Retirement * Deferred Compensation & Roth 1,688.25 Energis High Voltage Resources Battery bank tested at North substation 2,315.30 Exxon Mobil * Gasoline for trucks 27.69 Garcia, Karen Refund 40.92 Green, Yvonne Refund 122.58 Hansen, Bryan Refund 75.38 Hellenbrand, Ron Refund 201.51 Hi-Line Utility Supply Tools 208.16 Hipskind, Stacy & Thomas Refund 200.11 Hoenecke, Henry & Rachel Refund 2,573.08 InfoSend Billing costs 158.53 Jandt, Timothy Refund 155.87 Jensen, Gregory Refund 2,006.50 J & R Underground Marshall Drive & Division Street directional boring 143.56 Majerus, Henry & Julie Refund 4,153.86 Michels Corp. Westbridge & Bright Star Senior Living 203.44 Myers, Glenn Refund 91.33 NAPA Auto Parts Truck, generator & air compressor maintenance 510.00 Niesen & Son Landscaping, Inc. Landscaping at shop & other areas 346.00 North Shore Bank * Deferred Compensation 29,902.70 Payroll* 7/6 31.65 Pepsi Madison Equipment rental 239.66 PSC AMI project 20,703.93 Resco Inventory, transformers & UG maintenance 1  127.26 Rotelli, Leo Refund 587.32 Securian Financial Group, Inc. * Life insurance premiums 81.69 Springfield Welding Water maintenance 785.77 SBank of CP/Credit Card Pymt* Membership renewal, new truck expenses, office supplies and expenses, and PPE 5,422.70 Stuart C Irby Co. Inventory & UG maintenance 775.24 TDS Telecom * Monthly phone service 390.60 U.S. Cellular * Monthly cell phone service 151.91 Village of Waunakee Flexplan 160.00 Waunakee Touchdown Club Donation 2,377.61 WI Dept. of Revenue * State taxes paid 953,912.76 WPPI Energy June power bill 2,798.80 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 and low-income admin. service 25.00 WI State Lab of Hygiene Water samples 199.39 Witt, Ben & Janel Refund 505.88 Yahara Materials, Inc. Water maintenance Bills Received Subsequent to Packet Delivery 738.00 Boardman Clark Legal: General legal & pole agreement 55.04 Cintas Corporation Uniforms 276.00 CJ's Lawn & Snow Services, Inc. Lawn maintenance 2,830.00 Core & Main Water meters 2,679.51 Crescent Electric Inventory 1,837.69 Delta Dental Dental insurance premiums 1,450.00 Dixon Engineering, Inc. Design & structural review for Ripp tank 11,660.77 EFTPS * 941 taxes 3,045.14 Empower Retirement * Deferred compensation & Roth 157.48 Interstate Power Systems Building/office maintenance 876.63 Itron, Inc. Meter reading equipment maintenance 384,337.22 Madison Metro Sewerage Dist. 2nd Qtr. Serv. - Village $316,771.06, SPL $65,334.15 and lab samples 67.71 Meffert Oil Co., Inc. Gasoline for trucks 227.67 MG & E Boosters, wells, service building & lift stations 346.00 North Shore Bank Deferred compensation 131.72 Perkins Oil Truck maintenance 455.09 Prime Mechanical of WI Building/office maintenance 22,991.22 Quartz Health insurance premiums 4,572.15 Ruekert & Mielke GIS data maintenance for Kilkenny & Westbridge 3,789.67 SEERA c/o Wipfil, LLP Focus program fee for June 100.00 Stafford Rosenbaum Legal: Water tower improvements 10,782.69 Strand Associates Water St., 2018 water and sewer system study 1,900.00 Stuart C. Irby Inventory 133.41 TDS Telecom Monthly modem service 64.32 Utility Sales & Service Truck maintenance 131,253.36 Village of Waunakee Refuse/June, electric & water taxes and flexplan 100.00 Waunakee Wrestlebackers Donation 50,342.37 WI Dept. of Revenue * State and sales taxes paid 13,800.79 WI Retirement System * Retirement - June 264.55 Yahara Materials Maintenance of mains $ 1,706,674.01 Total Amount of Invoices Approved Motion carried. Public Comment There was no public comment. 2 Change in the Personnel Handbook Relating to Retiree Sick Leave The commission discussed a proposed change to the current sick leave policy including implementing a Health Reimbursement Account/Arrangement (HRA) for those employees eligible for the conversion of unused sick leave time at retirement. The proposed HRA is substantially the same as the policy recently approved by the village board and will also include eligible retirees. North Shore Bank is the recommended plan administrator and two agreements similar to the agreements approved by the village board were discussed; a Retiree Healthcare Trust and Trust Agreement, and a Retiree Healthcare Reimbursement Arrangement Plan. These agreements outline details of the relationship with the utility, employees, and North Shore Bank. After a discussion, a motion was made by Chris Zellner and seconded by Steve Kraus to approve the changes to the Personnel Handbook, the Retiree Healthcare Trust and Trust Agreement, and Retiree Healthcare Reimbursement Arrangement Plan. Motion carried. Personnel Evaluation Policy and Process The commission discussed a revised employee evaluation policy and process designed to strengthen the current system being used. The proposed policy and process is substantially the same as what was previously adopted by the village board. After the discussion, a motion was made by Chris Zellner and seconded by Paul Endres to approve the policy and process. Motion carried. Commercial Driver’s License/Operation of Vehicles Policy The commission was presented a modified Operation of Vehicles Policy which includes language allowing the utilities flexibility to accommodate an employee in the event they lose their CDL. After the discussion, a motion was made by John Roessler and seconded by Shirley Nelson to approve the proposed Operation of Vehicles Policy provided what was originally presented is modified to include language that when accommodation is proposed to the employee who has lost their CDL that it must be approved by the general manager, village human resources manager, commission president, and utility attorney. Motion carried. Vacation Policy The commission discussed a proposed modification to the Vacation Policy which allows for an additional carryover of unused hours at year end with the approval of the commission president. After the discussion, a motion was made by Shirley Nelson and seconded by Roxanne Johnson to approve the change. Motion carried. Vehicle Purchase The following quotes were reviewed for the purchase of a Chevy Bolt, a replacement for the 2001 Ford Ranger used by the office staff: Zimbrick - $31,931 Bergstrom - $33,104 Ballweg - $33,854 A motion was made by Sam Ballweg and seconded by John Roessler to accept the Zimbrick quote. Motion carried. Advanced Metering Infrastructure Project The commission was informed that the gatekeepers and an initial round of electric meters have been ordered. 3 Village-Wide Construction Projects A brief overview of various projects planned and underway was presented. Electric Superintendent’s Report The general manager reported on behalf of the electric superintendent about the status of various projects. General Manager’s Report The general manager informed the commission about the status of the water main replacement project and an electric reliability issue with a commercial customer. Financial Statements The June financial statements were presented. Consolidated operating income is $215,000 over budget for the year but the sewer results are $13,000 under budget due to increased MMSD expenses. A motion was made by Sam Ballweg and seconded by Shirley Nelson to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4