Waunakee Utilities Commission

Waunakee Utilities Commission Meeting August 26, 2024 Members Present: Paul Endres Steve Kraus Roxanne Johnson Kristin Runge Joe Zitzelsberger John Roessler Chris Zellner Others Present: Tim Herlitzka Randy Dorn Jared Heyn John Roessler called the regular meeting of the Waunakee Utilities Commission to order. Recognition of the Years of Service for Shirley Nelson Shirley Nelson was recognized for her 50 years of service to the Utility and the Village. Public Comment There was no public comment. Minutes A motion was made by Steve Kraus and seconded by Kristin Runge to approve the minutes of the July 22, 2024 Utilities Commission meeting. Motion carried with John Roessler abstaining. Bills The list of bills was reviewed. A motion was made by Paul Endres and seconded by Joe Zitzelsberger to approve payment of the following bills: Total Vendor Description $ 175.11 Ace Hardware Parts, supplies 103.14 Aflac* Monthly premium 1,252.33 APG * Web and energy assistance ads 75.05 Arlington Fire Department Food for employee cookout 47.64 Auto Value Parts 57,153.50 Bell Motors Inc.* Chassis for small bucket truck 390.00 Boardman Clark Tower lease 1,709.46 Bogie Enterprises, Inc. Sewer camera repairs 647.24 Cintas Corporation * Uniform service 140.00 Circle B Inc. Shop supplies 502.00 Coverall North America, Inc. * Cleaning service 1,765.69 Delta Dental Insurance Dental insurance 24.12 DesRochers, David Mileage reimbursement 784.48 D'Orazio Cleaning Supply, LLC Cleaning supplies 31,659.35 EFTPS * Taxes 400.00 Ehlers - Bond Trust Services Paying agent fees 19,012.70 Employee Trust Funds * Retirement 9,445.20 Empower Retirement * Deferred compensation & Roth 1,627.14 First Supply Inventory 8,328.75 Forester Electrical Engineering, Inc. Engineering for substation projects 377.95 GFC Leasing Copier lease, copies 11,027.30 GLS Utility Locating services 1  739.10 GSS Inc. Refund on project 191.16 Gutierrez, Chloe Refund on account 180.90 Hooker, Kaden Mileage reimbursement 16,335.00 J & R Underground Boring for projects 34.57 Karls, Dana Mileage reimbursement 500.00 Karls, John Scholarship 2,259.95 Lake Ridge Bank (credit card payment)* Microsoft Office online services, Adobe Pro, Google, office supplies, materials, training 287.41 Madison Gas & Electric Natural gas 4,607.90 Madison Investments Investment advisor fees 100.28 Main Street Market Piggly Wiggly Office supplies 250.00 Menon, Vikas EV charger rebate 1,037.32 Napa Auto Parts Parts 223.57 Northeast WI Technical College Training 2,646.00 North Shore Bank * Deferred compensation 250.00 Oldfield, Albert or Dani EV charger rebate 87,702.63 Payroll* August 342.48 Pepsi Madison Soda 216.63 Pitney Bowes Postage machine lease 532.00 Pomp's Tire Service, Inc. Tires 22,855.48 Quartz Health insurance 583.90 Resco Parts 448.00 Ruekert - Mielke Mapping expense 590.59 Securian Financial Group* Life insurance premiums 5,029.01 SEERA, Focus on Energy* Program fees 27.67 Stacey, Jeffrey Refund on account 1,094.50 Stafford Rosenbaum, LLP Legal services 21,321.82 Strand Well 6 preliminary design, flow monitoring project 6,646.24 Stuart Irby Inventory, transformers, parts 302.51 Takau, Pesalili Mileage reimbursement 220.24 T.A.S. Communications* Answering service 1,165.41 TDS Telecom* Monthly phone and internet services 421.51 Tri-County Paving Materials 249.39 U.S. Cellular * Monthly cell phone service 250.00 Vasta, Jim EV charger rebate 361,988.39 Village of Waunakee Flex plan, mechanics, SSM health, refuse billings, monthly tax payment ($71,700), Prospect Road project ($212,280). 4,285.44 Wesco Distribution Meters 2,840.67 Wex Bank (Exxon Mobil)* Fuel 71,231.10 WI Dept. of Revenue * Withholding tax, sales & use tax 401.97 Wil-Kil Pest Control* Exterminator services 29.00 Wisconsin State Lab Lab fees 1,324,465.62 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 363.46 Yahara Materials, Inc. Materials 250.00 Zellner, Chris EV charger rebate 2 Bills Received Subsequent to Packed Delivery $ 41.98 Ace Hardware Parts, supplies 103.14 Aflac* Monthly premium 161.81 Cintas Corporation * Uniform service 391.32 Crescent Electric Materials 2,000.00 DSI Real Estate EV charger rebate 450.00 Herlitzka, Tim Mileage reimbursement (125.98) Napa Auto Parts Parts 234.50 Neishem, Garrett Mileage reimbursement 1,687.18 Public Service Commission Application for construction authorization for transformer replacement 109.50 Ruekert - Mielke Mapping expense 695.51 SJE, Inc. Ashlawn Lift Station repairs $ 2,097,895.93 Motion carried. Sewer Flow Monitoring Results The Commission discussed the sewer flow monitoring study which was completed to determine if adequate capacity exists in areas in the northern portion of the service territory. The areas monitored included flow coming from the Westbridge, Golden Ponds, Meadowbrook, Northridge, and a portion of the Sixmile Creek Subdivisions. Overall, the study concluded there remains a significant amount of capacity to serve future areas that contribute flow to these existing mains. Declaration of Official Intent to Reimburse Expenditures from Proceeds of Borrowing The Commission discussed various funding alternatives for the well and storage project, including applying for a Safe Drinking Water Fund loan. A Declaration of Official Intent to Reimburse Expenditures from Proceeds of Borrowing resolution was presented to the Commission to consider. This allows certain project costs already incurred to be eligible for reimbursement by a future borrowing. After a discussion, a motion was made by John Roessler and seconded by Joe Zitzelsberger to approve the resolution. Motion carried. Village-Wide Construction Projects A brief update was provided on various projects in the service territory. Operations Report The Commission was provided an update on various operational matters. General Manager’s Report The General Manager discussed the need to hire a new water/sewer operator in 2025, the recent peak electric demand, and the status of the well and tower project. Financial Statements The July financial statements were discussed. 3  Employment Agreement and Personnel Matter A motion was made by Kristin Runge and seconded by Steve Kraus to go into closed session at 6:01 p.m. in accordance with Wisconsin Statutes (19.85) (1) (c) for the purpose of considering employment, promotion, compensation or performance evaluation of any public employee over which the Utility Commission has jurisdiction or exercised responsibility. All Commissioners voted in favor of going into closed session by means of a roll call vote and the Commission entered closed session. A motion was made by Kristin Runge and seconded by Chris Zellner to exit closed session at 6:34 p.m. All Commissioners voted in favor of leaving closed session by means of a roll call vote and the Commission exited closed session. After a discussion, a motion was made by John Roessler and seconded by Rozanne Johnson to modify the employment agreement presented. Motion carried. A motion was made by Chris Zellner and seconded by Roxanne Johnson to adjourn the meeting. Motion carried. Respectfully submitted: _____________________________ Commission Secretary 4