Waunakee Utilities Commission

Waunakee Utilities Commission Meeting April 22nd, 2019 Members Present: Paul Endres Chris Zellner John Roessler Roxanne Johnson Shirley Nelson Steve Kraus 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 John Roessler, seconded by Chris Zellner, to approve the minutes of the March 12th, 2019 Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. Moved by Steve Kraus, seconded by Paul Endres, to approve payment of the following bills: Total Vendor Description $ 7,302.42 ABB, Inc. Industrial substation transformers maintenance 62.78 Abresch, Jeff Refund 76.60 Ace Hardware Miscellaneous parts/supplies 268.65 AFLAC * Monthly premiums 19.70 Arlington Hardware Co. Water meter expense 806.00 Boardman Clark Legal: WPL customer acquisition 400.00 Bond Trust Services Corporation Paying agent fee 26,388.80 Border States Electric inventory 62.95 BP * Gasoline for trucks 330.24 Cintas Corporation Uniforms 10,850.55 City of Lodi * Inventory 4,500.00 CliftonLarsonAllen, LLP 2018 Audit final billing 185.56 C & M Hydraulic Tool Supply Tool 611.94 Conney Safety PPE 50,413.49 Core & Main Water meters and meter expenses 502.00 Coverall North American, Inc. Cleaning service 880.14 Crescent Electric Shop outlets, well & transformer maintenance 1,658.18 Delta Dental * Monthly dental insurance premiums (April) 1,658.18 Delta Dental Monthly dental insurance premiums (May) 107.17 Dish Network * Monthly service 160.66 Dorn, Randy Mileage reimbursement 38,948.95 EFTPS * 941 taxes (3 payrolls) 9,967.28 Empower Retirement * Deferred Compensation & Roth (3 payrolls) 10,000.00 Esri Annual license agreement 1,535.22 Exxon Mobil * Gasoline for trucks 35,874.24 Fresco, Inc. * Poles and fixtures 626.50 Hometown News Low income and SCADA system bidding ads, and Kids n Design ad 12,000.00 Honeywell/Elster Solutions Support services for water & sewer AMI 151.46 Hyland, John & Sharon Refund 2,634.35 Infosend Billing costs 195.34 Karls, Dana Mileage reimbursement 80.62 Kirch, Dennis Construction Refund 105.00 Krause Power Engineering URD maintenance 407,895.77 Madison Metro Sewerage Dist. 1st Qtr. Serv. - Village $336,490.59, SPL $71,405.18 250.00 McGowan, Patrick EV charger rebate 173.49 McIlhone, Brian & Amy Refund 7,066.70 MEUW Regional safety program, seminar & workshop registrations and conference registration 1,626.93 MG & E * Boosters, wells, service building & lift stations 755.81 MG & E Boosters, wells, service building & lift stations 1  1,222.98 Minuteman Press Bill stuffers and door hangers 25.95 NAPA Auto Parts Truck parts/supplies 29.00 Noltner, Kim Mileage reimbursement 79.20 Northern Lake Service, Inc. Sewer samples (Octopi) 1,095.00 North Shore Bank * Deferred Compensation 2,500.00 North Shore Bank * Additional HSA contribution for employee 773.65 Office Depot Office supplies 100,487.86 Payroll* 3/15, 3/29 & 4/12 31.65 Pepsi Madison Equipment rental 17.45 Piggly Wiggly Office supplies 175.22 PSC Authority to defer undepreciated meter costs 16,011.42 Quartz * Monthly health insurance premiums (April) 16,011.42 Quartz Monthly health insurance premiums (May) 7,516.31 Resco Inventory, URD maintenance & minor materials 2,000.00 Reserve Account * Postage for machine 539.10 Rhyme Business Products * Monthly lease payment & usage charges 9,121.40 Ruekert & Mielke, Inc. Mapping services 584.74 Securian Financial Group * Life insurance premiums 3,873.07 SEERA c/o Wipfli, LLP * Focus program fee for February 20.21 Sriram, Vikram Refund 5,008.11 SBank of CP/Credit card payment * Magazine subscription, airfare for WPPI Energy rating agency trip, seminar registration, hotel for WI Rural water conference, clothing, conference registrations and expenses, truck maintenance, scheduling software for AMI project & school exp. 6,585.95 Strand Associates, Inc. SCADA system upgrades 31,727.57 Stuart C Irby Inventory 97.95 T.A.S. Communications * Answering service 915.50 TDS Telecom * Monthly phone & modem service 365.58 Trace, Sam Mileage & expense reimbursement 422.90 Tyndale Company, Inc. PPE 63.60 UPS Store Shipping costs for bill stuffers to Infosend 406.90 U.S. Cellular * Monthly cell phone service 1,553.50 USIC Locating Services Locating services 252,900.00 Village of Waunakee * Electric & water taxes for Jan. thru Mar. 120,684.73 Village of Waunakee Flexplan, refuse/Feb. & Mar., youth baseball sponsor and re-bills for: Mechanic, Dean Health & Human resource services 750.00 Waun. Area Chamber of Commerce * WaunaFest Run sponsorship 36.00 Wil-Kil Pest Control Pest control 45.00 WI Dept. of Natural Resources Water operator certification 37,278.46 WI Dept. of Revenue * State & sales taxes paid 10,466.96 WI Dept. of Revenue 2019 gross revenue May assessment/license fee 2,098.39 WI Dept. of Transportation Water main maintenance 305.00 WICPA Membership renewal 639,413.65 WPPI Energy March power bill 9,873.20 WPPI Energy Hosted e-mail & financial and accounting software, member network assessment & monitoring, utility billing & customer information software, member/ WPPI WAN , member network support , cyber security, shared meter technician, meter data collection & mgmt., Verizon charges, computer, energy assistance admin. & computer equipment 35,392.92 WI Retirement System * Retirement - February & March 26.00 WI State Lab of Hygiene Water samples 1,823.40 Wolf Paving Water main break materials 157.54 Woodring, Dotti Refund 4,470.63 Work Truck Stuff, Inc. * Truck maintenance Bills Received Subsequent to Packet Delivery $ 1,996.08 Core & Main Water meters for AMI project 405.24 Crescent Electric URD maintenance 183.00 Herlitzka, Tim Mileage reimbursement 3,020.06 Infosend Billing costs 911.70 Itron, Inc. Meter reading equipment maintenance 4,513.80 Madison Investment Advisors Quarterly management fee 2,097.99 Madison Metro Sewerage Dist. Lab samples from SPL 3,840.00 Maly Roofing Company Building roof repair 2  202.59 Resco URD maintenance 539.10 Rhyme Business Products Monthly lease payment & usage charges 250.00 Rickett, Jeffrey EV charger rebate 3,883.65 SEERA c/o Wipfli, LLP Focus program fee for March 1,952.01 Squire, Robert & Diane Refund 207.08 T.A.S. Communications Answering service 84,300.00 Village of Waunakee Electric & water taxes $ 2,070,421.04 Motion carried. Public Comment There was no public comment. SCADA Project Bids The bids received for the project from the April 2nd bid opening are as follows: L.W. Allen, Inc. – $166,568 Integrated Process Solutions, Inc. – $240,000 The low bid was below the opinion of probable construction cost. After a discussion, a motion was made by Chris Zellner and seconded by Roxanne Johnson to accept the apparent low bid from L.W. Allen, Inc. for $166,568. Motion carried. Updated Cash Reserves Analysis and 2018 Operational Statistics 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 this using December 31, 2018 audited balances. Cash reserves for all three utilities were reported at or above their benchmarks. 2018 operational statistics were also presented. Electric Reliability Project The utility has experienced several widespread service interruptions in the past couple years in a specific part of the service territory. Due to repeated occurrences of these service interruptions, staff presented a plan to replace the open-style cabinets with closed-style cabinets in this area. The cost of this project is estimated to be $250,000. $50,000 is already included in the 2019 budget. Staff is proposing to fund the remaining portion by transferring $100,000 from the Overhead Wire and Pole Replacement budget which will not be used in 2019, and adding $100,000 to the Cabinet Upgrades budget. After a discussion, a motion was made by John Roessler and seconded by Paul Endres to replace the cabinets, with the funding plan proposed by staff. Motion carried. Underground Wire Replacement Budget A contractor for a local communication services provider is installing underground equipment in the service territory and has offered the utility a deeply discounted price to install conduit in conjunction with the project. In order to have conduit installed in all the areas where the contractor is working, staff is recommending an additional $100,000 be added to the 2019 wire replacement budget. After a discussion, a motion was made by Chris Zellner and seconded by Steve Kraus to increase the wire replacement budget by $100,000. Motion carried. 3 Substation Maintenance Project Staff presented a proposed plan as recommended by the consulting engineer to perform in-depth maintenance and testing on each of the four substations on a rotating basis. As a result, staff has recommended that $43,000 be added to the substation maintenance budget in 2019. After a discussion, a motion was made by John Roessler and seconded by Roxanne Johnson to increase the 2019 substation maintenance budget by $43,000. Motion carried. Advanced Metering Infrastructure Project Utility staff provided an update on the project. Village-Wide Construction Projects Utility staff provided an update on various projects in the service territory, including a review of the plans for the Golden Ponds Addition to Westbridge. Operations Report The status of the water tower and reservoir inspection project, current electric projects, and recent service interruptions were discussed. General Manager’s Report The general manager discussed the status of the next phase of customer acquisitions from WP&L, an easement issue at the site of the new Laurel Apartments, and disconnections for non-payment of electric services. Financial Statements The March financial statements were presented. Consolidated operating income for the month is $51,000 lower than budget but $83,000 higher than budget for the year. Current monthly income was impacted by insurance and training costs. A graph showing March power costs trending lower for five consecutive years was also discussed. A motion was made by Chris Zellner and seconded by John Roessler to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4