Waunakee Utilities Commission

Waunakee Utilities Commission Meeting December 19, 2023 Members Present: John Roessler Roxanne Johnson Steve Kraus Paul Endres Joe Zitzelsberger Kristin Runge Shirley Nelson Others Present: Tim Herlitzka John Roessler called the regular meeting of the Waunakee Utilities Commission to order. Public Comment There was no public comment. Minutes A motion was made by Kristin Runge and seconded by John Roessler to approve the minutes of the November 27, 2023 Waunakee Utilities Commission meeting. Motion carried. Bills The list of bills was reviewed. A motion was made by Paul Endres and seconded by Steve Kraus to approve payment of the following bills: Total Vendor Description $ 162.85 Ace Hardware Office and operational supplies 103.14 Aflac* Monthly premiums 1,458.15 Altec Industries, Inc. Digger maintenance 482.58 APG (Adams Publishing Group)* Web and energy assistance ads 74.96 Auto Value Parts 291.00 Badgerland Metal Building Erectors Inspect and repair roof leak 200.01 Blanca Wible* Refund on account 1,145.76 Border States Supplies 1,000.00 Brittan Severson Refund on account 470.46 Cintas Corporation Uniform service 2,162.39 Core & Main Meter maintenance 502.00 Coverall North America, Inc. * Cleaning service 377.07 Crescent Electric Materials 40.00 Dean Jasper CDL reimbursement 1,450.00 Dixon Engineering, Inc. Engineering services for water tower lease 30,963.63 EFTPS * Taxes 9,212.90 Empower Retirement * Deferred compensation and Roth 1,973.15 Forster Electrical Engineering, Inc. Substation projects 15,031.59 Fresco, Inc. Inventory, street lights 7,000.00 General Engineering Company Cross connection inspections 285.78 GFC Leasing Copier lease 7,733.30 GLS Utility Locating services 3,467.78 Ilene Kohlman Refund on account 198.17 Insight FS Gas cylinders 2,340.00 J & R Underground Bore 1" duct 1  250.00 Jie Ding EV charger rebate 91.77 John McLain Mileage reimbursement 2,369.92 Lake Ridge Bank (credit card payment)* Google, Adobe, Microsoft charges, training, equipment repairs, tools, office supplies, landscaping 678.34 Macqueen Equipment Vac truck parts 780.00 Midwest Testing * Meter testing 214.87 Napa Auto Parts Parts for backhoe 2,300.00 North Shore Bank * Deferred compensation 814.88 NWTC Bookstore Apprentice training 88,039.12 Payroll* November 3,660.00 Paragon Development Systems, Inc. Computer tablets for water department 216.63 Pitney Bowes Postage machine lease 1,400.72 Resco Minor materials 477.00 Ruekert-Mielke Mapping system modifications (re-billed to developer) 639.62 Sam Trace Mileage and school reimbursements 550.51 Securian Financial Group* Life insurance premiums 88.00 Stafford Rosenbaum Legal services 250.00 Steve Williams EV charger rebate 38,519.32 Stuart Irby Inventory, minor materials, tools 1,009.29 TDS Telecom* Monthly phone and modem service 143.95 Tyndale Enterprises, Inc. Clothing 249.40 U.S. Cellular * Monthly cell phone service 751.34 USA Bluebook Water testing, water meter parts 75,403.36 Village of Waunakee Flex plan, mechanic, refuse billings, re-bills 657.57 Wachs, E.H. Parts 2,461.81 Wex Bank (Exxon Mobil)* Fuel 5,480.11 WI Dept. of Revenue * Withholding tax 45.00 Wisconsin Rural Water Association Membership dues 479.05 Wisconsin School Music Association Incentive payment for LED project 28.00 Wisconsin State Lab Lab fees 750,236.30 WPPI Energy Meter data collection & mgmt., utility billing & CIS, shared meter technician, low- income admin. service fee, hosted e-mail & financial and accounting software, cyber security, member network assessment & monitoring, member network support, member/WPPI WAN and Verizon charges Bills received Subsequent To Packet Delivery 14.99 Ace Hardware Supplies 246.00 Alan Adler Refund on account 1,175.00 Baker Tilly Assistance with sewer rate calculations 17.00 Chris Schaeffer Mileage reimbursement 1,765.69 Delta Dental Monthly dental premiums 2  1,712.37 Friends of Schumacher Farms Refund on project 285.78 GFC Leasing Copier lease 15.98 Harmony Construction Refund on project 3,800.78 Infosend Bill print services 1,771.78 JFTCO, Inc. (Fabick Cat) Equipment maintenance 1,291.91 Madison Gas & Electric Natural gas 5,314.56 Martelle Water Treatment Chemicals for wells 315.00 Monona Plumbing & Fire Protection Sprinkler inspection 14.20 Napa Auto Parts Filters 155.08 Northern Lake Service Inc. Testing of water samples 2,750.00 PC Connection Server backup 215.36 Pepsi Cola of Madison Soda 22,824.74 Quartz Health insurance 4,771.06 SEERA Focus on Energy* Focus on Energy Program fees 50.00 State Farm Insurance Bond for notary 7,342.00 Strand Associates Reservoir and pumping station engineering 396.00 Stuart Irby Minor materials 94.74 Susan & Clyde Moon Refund on account 82.00 Tim Herlitzka Mileage reimbursement 438.72 Village of Waunakee Flex med, dependent care 20.00 WI. Dept. of Financial Institution Notary license fee 14,581.54 WI Dept. of Revenue * Sales and use tax 500.00 Wisconsin & Southern Railroad Permit to review project $ 1,138,374.83 Total Amount of Invoices Approved Motion carried. 2024 Budget The 2024 budget was presented. After a discussion of the various items contained in the budget, a motion was made by John Roessler and seconded by Paul Endres to approve the 2024 budget. Motion carried. Purchase of Wire Reel Trailers The 2024 budget includes $50,000 for the purchase of two wire reel trailers. Three quotes were received: Vermeer – $11,840 per unit. Felling – $16,874 per unit. Sauber Manufacturing – $20,000 per unit. After a discussion, a motion was made by Roxanne Johnson and seconded by Kristin Runge to purchase the Vermeer trailers for an amount not to exceed $23,680. Motion carried. Changes to Bereavement and Vacation Policies The Commission discussed proposed changes to the bereavement and vacation policies. After a discussion, a motion was made by Joe Zitzelsberger and seconded by Kristin Runge to approved the changes as presented by staff. Motion carried with John Roessler voting no. 3 2024 Utility Commission Meeting Schedule The 2024 meeting schedule was presented. Village-Wide Construction Projects A brief update was provided on the final plat for the Heritage Hills 6th Addition. Operations Report Various operational items were discussed. General Manager’s Report The General Manager discussed the decision by the Board to opt out of the PFAS settlements and the status of the incident where a contractor drilled into our underground wires. Financial Statements The November financial statements were presented. Employee Wage Adjustments and Manager Performance Evaluation The Commission reviewed a variety of salary data including various benchmark information. After a discussion, a motion was made by John Roessler and seconded by Kristin Runge to approve wage adjustments and other compensation as discussed for all staff except the General Manager. Motion carried. After a discussion, a motion was made by John Roessler and seconded by Shirley Nelson to approve a wage adjustment for the General Manager as discussed. Motion carried. A motion was made by John Roessler and seconded by Roxanne Johnson to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4