Waunakee Utilities Commission

Waunakee Utilities Commission Meeting June 22, 2020 Members Present: Paul Endres Chris Zellner Roxanne Johnson John Roessler Shirley Nelson Steve Kraus Gary Herzberg Others Present: Tim Herlitzka Randy Dorn Dave Dresen Kent Straus (Strand) Mike Forslund (Strand) John Roessler called the regular meeting of the Waunakee Utilities Commission to order at the Waunakee Utilities facility at 322 Moravian Valley Road. Minutes A motion was made by Chris Zellner and seconded by Steve Kraus to approve the minutes of the May 26, 2020 Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. A motion was made by Paul Endres and seconded by Shirley Nelson to approve payment of the following bills: Total Vendor Description $ 313.83 Ace Hardware Miscellaneous parts/supplies 462.00 Advanced Concrete, Inc. Transformer maintenance 350.00 Baker Tilly Research embedded cost credit regulations 130.00 Boardman Clark Legal: Misc. legal expense 3,100.34 Border States Inventory & OH maintenance 52.72 BP * Gasoline for trucks 484.92 Cintas Corporation Uniforms 460.59 C & M Hydraulic Tool Supply, Inc. Tool repair 502.00 Coverall North American, Inc. Cleaning service 1,724.53 Delta Dental Monthly dental insurance premiums 27,168.47 EFTPS * 941 taxes 7,720.00 Empower Retirement * Deferred Compensation & Roth 1,347.03 Exxon Mobil * Gasoline for trucks 10,684.00 GLS Utility, LLC Locating services 158,316.00 Honeywell AMI meters 134.56 Interstate Billing Service, Inc. Truck maintenance 709.45 Jefferson Fire & Safety Test fire extinguishers in office, wells & trucks 26,964.50 J & R Underground Boring work on Sawmill/Mill Rd. 133.25 Lakeside International, LLC Truck maintenance 410.00 LMS Construction, Inc. Electrical trench for Westview Meadows 550.00 MEUW Management training program registrations 262.56 MG & E Boosters, wells, service building & lift stations 1,331.66 Minuteman Press Bill stuffers 102.50 MKD Group/Trending Now Promotions Safety equipment 1,000.00 North Shore Bank * Deferred Compensation 67,793.60 Payroll* 6/5 & 6/19 868.00 Pellitteri Waste Systems Data shred 60.64 Piggly Wiggly Office/shop expenses 142.95 Pitney Bowes Equipment rental 1  98.00 Power System Engineering Electric mapping expense 1,649.27 Public Service Commission Rate case costs 17,285.96 Quartz Health Benefit Plans Corp. Monthly health insurance premiums 1,883.00 Red Arrow Electric Light pole/base work 1,222.07 Resco Inventory & OH maintenance 1,948.00 Ruekert & Mielke, Inc. Sewer mapping expense 795.25 Securian Financial Group * Life insurance premiums 3,974.94 SEERA c/o Wipfli, LLP Focus program fee for May 3,944.61 SBank of CP/Credit card payment * Office supplies, truck tool, computer expenses, retractable belts for lobby & new battery and pads for the AED's and stop the bleed kits 14.79 Carl F. Statz & Sons Lawn trimmer maintenance 140.40 T A S Communications Answering service 966.43 TDS Telecom * Monthly phone & modem service 316.66 The UPS Store Shipping charges for bill stuffers and meters 323.77 U.S. Cellular * Monthly cell phone service 190.87 Valentine, Twila Refund 375.00 Valk, Jennifer Water quality report-layout and design 138,102.35 Village of Waunakee Flexplan, refuse/May & electric & water taxes 2,000.00 Waunakee Neighborhood Connection Donation from WPPI COVID recharge program 51.99 Weaver Auto Parts Truck parts/supplies 46,167.47 WI Dept. of Revenue * State & sales taxes paid 768,283.90 WPPI Energy May power bill Hosted e-mail & financial and accounting 5,669.77 WPPI Energy software, member network assessment & monitoring, utility billing & customer information software, WPPI WAN, cyber security, shared meter technician, meter data collection & mgmt., Verizon charges, low-income administrative service fee & retail billing services 15,353.88 WI Retirement System * Retirement - May 26.00 WI State Lab of Hygiene Water samples Bills Received Subsequent to Packet Delivery $ 382.00 American Water Works Association Membership renewal 159.28 Border States OH maintenance 276.00 CJ's Lawn & Snow Services, Inc. Lawn maintenance 199.43 Hellenbrand Glass, LLC Glass window in reception area/counter 17,285.96 Quartz Health Benefit Plans Corp. Monthly health insurance premiums 572.85 Strand Associates, Inc. Water storage sizing & siting project 5.25 Trending Now Promotions Facemask 1,000.00 Village of Waunakee Donation for park concert series/WPPI COVID 7.32 Weaver Auto Parts Trailer maintenance $ 1,343,952.57 Motion carried. Public Comment 2 There was no public comment. Utility Matters Related to the Heritage Hills Subdivision and Proposal for Engineering Services Related to Improvements to the Lexington Booster Station Kent Straus and Mike Forslund from Strand lead a discussion about the various water and sewer utility matters at the Heritage Hills subdivision. Water A Strand water supply evaluation report was presented and discussed. Ground elevations require water service to be provided through the boosted water system and improvements will be needed at the Lexington Booster Station to be able to adequately serve the area and future areas to the north and east. The cost of these improvements is estimated to be $211,000, which includes all construction costs, engineering, and contingencies. These improvements are recommended to be completed in 2021. The Strand report also analyzed the option of constructing a new booster station in the subdivision. However, since the cost of this option is estimated to range from $750,000 to $1,000,000, it was not pursued. Additional improvements are planned in conjunction with the extension of North Division Street adjacent to Water Tower Park. There is a water main in this undeveloped area that may be in conflict with the proposed new road. Sewer A Strand report summarizing the sewer issues was presented and discussed which primarily relates to capacity issues downstream from the development. Strand is recommending the development be split into two tributary regions. The west side of the subdivision is planned to flow through existing sewers leading west of the area. No capacity issues are anticipated from this. Full development of sewer from the east side of the subdivision and future lands to the north and east will exceed downstream capacity and improvements will be needed. The cost of these improvements is estimated to be $673,000. The timing of the project will be contingent on the buildout of the subdivision, but improvements could be needed in as few as three to five years. Cost Recapture from the Heritage Hills Developer and Future Developers of Adjacent Lands The development agreement for the subdivision stipulates the developer must pay a proportionate share of the costs the utility will incur related to water and sewer improvements that benefit the subdivision. The agreement requires the developer to initially pay the utility $1,000 per lot based on the estimated cost of the water and sewer improvements at the time the agreement was finalized. A true-up of costs will be made when the final costs are known. It’s anticipated the utility will also be able to recapture the portion of the costs that will benefit lands north and east of the Heritage Hills subdivision since the improvements will provide future benefits to these areas. Furthermore, there does not appear to be a limit to the amount of time the utility has to recapture these costs from future developers. Proposal for Engineering Services Related to Improvements to the Lexington Booster Station A Strand proposal for engineering services for this project was presented for an amount not to exceed $35,800. This not-to-exceed fee includes all design, bidding, and construction administration and observation services. If approved by the commission, engineering for the project will begin soon, with bidding and construction starting in 2021. After a discussion, a motion was made by John Roessler and seconded by Shirley Nelson to approve the engineering proposal. Motion carried. 3 Water Storage Sizing and Siting Evaluation Report Mike Forslund presented the results of the report analyzing the water storage needs of the utility. The report suggests a reservoir and booster station should be constructed at the Well 5 site (North Madison and Easy Street) by the end of 2022 and that the utility should secure a one-acre site for a future well facility near the Woodland Drive/Highway Q area. A new well will likely be needed between 2030 and 2040. The commission discussed various other options for storage which will be considered before issuing the final draft of the report. Hiring Water/ Sewer Department Employee A water/sewer department employee will be retiring from the utility August 21st. Applications are being accepted for a replacement employee and staff is recommending the new employee be allowed to start one to three weeks in advance of the retirement date to allow the new employee to be trained as quickly as possible and fully integrated with the department. Staff is also recommending the following wage scale if the successful candidate is not fully licensed, which is based on the same step increases as was found in the old union contract and which was also offered to an employee in 2015: Upon hire – 80.40% of licensed wage After six months – 82.71% of licensed wage After one year – 85.14% of licensed wage After a discussion, a motion was made by Gary Herzberg and seconded by Paul Endres to authorize the new employee start date to be one to three weeks in advance of the August 21st retirement, approve the pay scale proposed above, and allow for a vacation allotment greater than what is offered to regular first year employees if needed as long as it’s approved by President Roessler. Motion carried. July Meeting Date The July meeting planned for Tuesday the 21st will be moved back to the normal date of Monday the 27th. Advanced Metering Infrastructure Project The commission was provided an update on the project. Village-Wide Construction Projects There were no projects to discuss this month. Operations Report Various operational items were discussed including recent pump failures at lift stations due to inappropriate materials entering the sanitary sewer system. General Manager’s Report The general manager discussed the planned reopening of the lobby and the status of the electric rate case. Financial Statements The May financial statements were presented. A motion was made by Gary Herzberg and seconded by Chris Zellner to adjourn the meeting. Motion carried. 4 Respectfully submitted: _____________________________ Commission Secretary 5