CEDARBURG LIGHT & WATER COMMISSION. October 19, 2015

Transcription

1 LW CEDARBURG LIGHT & WATER COMMISSION October 19, 2015 The regular monthly meeting of the Cedarburg Light & Water Commission was held on Monday, October 19, The commission met at the Well #5 facility located at N30W6798 Lincoln Blvd, Cedarburg at 6:15 p.m. The meeting reconvened at the Utility Office at approximately 7:00 p.m. located at N30W5926 Lincoln Blvd, Cedarburg. Call to order by President Blaine Hilgendorf Roll Call: Present Jim Coutts, Joseph Dorr, Blaine Hilgendorf, Andy Moss, David Pagel, and Council Representative Jack Arnett Excused Tim Larson Also Present General Manager Dale Lythjohan, Assistant Manager Jill Frank, Financial Manager, Lynda Lalley, and Administrative Manager Erica Vonderloh-Scott STATEMENT OF PUBLIC NOTICE The Statement of Public Notice was read, and it was acknowledged that the agenda for this meeting was posted and distributed in compliance with the Wisconsin Open Meetings Law. APPROVAL OF MINUTES The minutes of the Regular Meeting held on Sept 21, 2015 were read and approved on a motion by Joe Dorr, seconded by Andy Moss. Motion carried. VOUCHER SUMMARY FOR SEPTEMBER Accounts Payable $ 635, ACH & Wire Transfers 816, Payroll 68, Total Vouchers $1,520, BANK BALANCE FOR SEPTEMBER Balance Available $ 311, Deposits 1,521, Checks and Other Debits 1,568, Available Balance $ 264, REVENUE ITEMS FOR SEPTEMBER Light & Power Sold 9,448,600 kwh $1,006, Street Lighting Revenue 85,680 kwh 23, Water Sold 32,410,800 Gallons 135, Water Pumped 35,410,010 Gallons; Power Used 76,636 kwh 7, $1,173,079.06

2 LW NEW BUSINESS TOUR OF WELL #5 FACILITY (TO BEGIN AT 6:15 P.M., AT N30W6798 LINCOLN BLVD) Commissioners' (Jim Coutts, Joseph Dorr, Blaine Hilgendorf, Andy Moss, and David Pagel), general manager, water superintendent, and administrative manager met at Well #5 for a brief tour of the facility. The manager showed the group that the facility contains: Well #5 The new air stripping tower which takes out TCE from Well #5 and Well #3 Underground concrete storage for holding finished water out of the stripper Two booster pumps that pump the finished water into the system Backup diesel generator After the tour, the meeting continued at the utility office at approximately 7:00 p.m. INTRODUCTION OF NEW ADMINISTRATIVE MANAGER, ERICA VONDERLOH- SCOTT General Manager Lythjohan introduced Erica Vonderloh-Scott, Administrative Manager. Erica worked most recently at Cramer Krasselt for approx. 10 years. Erica has a degree in Advertising and English Literature. Her work experience includes team management, advertising, marketing, and process improvements. Erica looks forward to being part of the CL&W team. Welcome Erica! ANNUAL ORGANIZATIONAL MEETING On motion of Joe Dorr, seconded by David Pagel, Blaine Hilgendorf was elected President for the year beginning October 19, 2015 and ending October 17, Motion carried. On motion of Jim Coutts, seconded by David Pagel, Andy Moss was elected Vice President for the year beginning October 19, 2015 and ending October 17, Motion carried. On motion of Joe Dorr, seconded by David Pagel, Jim Coutts was elected Secretary for the year beginning October 19, 2015 and ending October 17, Motion carried. On motion of Jim Coutts, seconded by Joe Dorr, Baker Tilly Virchow Krause, LLP was appointed as the auditor for the year October 19, 2015 and ending October 17, Motion carried. On motion of Joe Dorr, seconded by David Pagel, BMO-Harris Bank, Commerce State Bank, U.S. Bank, Bank Mutual, Port Washington State Bank, Chase Bank, Cornerstone Community Bank, Wells Fargo, First Bank (DBA Partnership Community Bank), American Depository

3 LW Management Company, and State of Wisconsin Investment Pool were named depositories for the ensuing year. Motion carried. On motion of Jim Coutts, seconded by Joe Dorr, Dale Lythjohan was appointed Manager of Public Utilities for the year October 19, 2015 and ending October 17, Motion carried. On motion of Joe Dorr, seconded by David Pagel, Andy Moss was appointed as Alternate Representative to the Board of Wisconsin Public Power Incorporated Energy. Motion carried. The General Manager is automatically designated as the Primary Representative. On motion of Joe Dorr, seconded by David Pagel, the News Graphic was approved as the official newspaper for the Cedarburg Light & Water Commission for the ensuing year. Motion carried. PRESENTATION AND DISCUSSION OF PHASE II CL&W FACILITY ASSESSMENT AND RECOMMENDATIONS FROM GROTH ARCHITECTS Dan Konczal from Groth Architects presented their facilities assessment for the utility. Groth was charged to evaluate: Roof & Building Envelope Site/Parking/Drive-up HVAC System Groth partnered with Fredrickson Engineering, and Dahlman Construction to evaluate the facilities for any deficiencies and to also look at improving customer access at the drive-up, parking/traffic flow, and walk-up customer convenience. The Groth team developed several options and associated costs for the commission to consider including replacing the leaking flat roof over the office, increasing the overall insulation in the roof area, replacing windows, and replacing the original HVAC system and controls. In addition, Groth developed concept drawings and costs to create options for a drive-up window overhang, possible front entry vestibule, increased parking, improved traffic flow, and enhanced landscaping, signage, and a visual wall/water feature. The commission discussed the options, costs including potential effect on rates, and gave feedback to L&W staff and Groth. The manager will take the feedback, and come back through the budget process with a staff recommendation on how to proceed.

4 LW CONSIDER 2016 HEALTH INSURANCE RENEWAL WITH WCA, EMPLOYEE HEALTH INSURANCE COSTS, OPT OUT OPTION; AND ACTION THEREON The manager discussed 2016 health insurance renewal information. The Citywide Health Insurance Committee recently met to discuss 2016 renewal. WCA has proposed a 5% increase for WCA indicated that the combined City/L&W group was over 100% claims paid versus premiums paid. The renewal is an increase of $ per year for family, and $ single. The manager next asked the commission to consider the availability of opt-out options for employees. Under the current formula, opt out participants receive 33% payments of the monthly premium. The commission discussed continuing to offer opt out payments, but to have the opt out payments be the same as the City of Cedarburg s plan. The manager shared that the City currently offers an opt-out payment of $400/family plan, which is less than the 33% of premium formula. After additional discussion, the commission agreed that since CL&W and the City are in the same health plan, that "mirroring" the City on opt-out payments made sense. A motion was made by Joe Dorr, seconded by David Pagel, to continue to offer health insurance opt out payments for 2016, and the payments should be the same as offered by the City of Cedarburg for city employees. Motion carried. MANAGER AND DEPARTMENT REPORTS The following are highlights of the Manager & Department Reports that were provided in writing to the commissioners in advance of the meeting. Any specific discussions on these topics that took place during the commission meeting are noted. The Cedarburg Common Council recently passed Resolution No , and approved the execution of all necessary documents to amend and extend the WPPI Energy contract with the City of Cedarburg. Although not discussed in detail, it should be noted that the commission packet outlined issues that have arisen with cell antennas on Well #3, as well as potential options that will need to be discussed moving forward as they relate to the tower's condition. Total Annual Electric Service Outages: 2015 = 8 (to date) 2014 = = = = 24

5 LW As part of the Lincoln Substation Conversion project, a 2500KVA transformer was relocated to a location near Keup Rd. and the Interurban Trail in the utility ROW, to backup one of the 4kv circuits from the Power Plant substation. As a result, a customer expressed concern over the placement of this transformer and the noise it emits. CL&W staff and other city departments are evaluating reasonable solutions. The customer has filed a complaint with the Public Service Commission. The aeration system is now back on-line and working well at Well 5. The 4th quarter compliance sampling has been completed, and the tower is working as designed, achieving the needed contamination removals. The million gallon reservoir (at Well 4) was drained recently to allow the contractor to complete warranty repairs identified during the one-year inspection done by Dixon Engineering. The inspection was completed using a remote control camera, which indicated "excessive pitting" on the interior walls. Once access was gained to the tank, it was determined that the pits were actually iron stains that were easily wiped off with a rag. In the future, if a paint failure is suspected, a SCUBA diver will need to be sent in to wipe the walls to verify. The reservoir is in 100% great shape inside and out, and has since been put back on line and working well. The water superintendent has been working closely with Pat Planton of Short Elliot Hendrickson on two important studies for the water utility. The High Level Pressure Zone review has been completed. The findings and recommendations will be presented at the November commission meeting. Staff is now working on updating the distribution system computer model that was last done in There are a couple projects on the horizon that are significant enough that data will be needed from this model to make the right long-term decisions for the water system. Total water pumpage for the month of September: 2013 = 36,392, = 34,754, = 35,410,010 The holiday tree project on the million gallon water tank (on Wauwatosa Rd.) as described in the September office update, is underway with Cedarburg High School s Project Lead the Way Engineering Design and Development class. The students will be taking a field trip to the reservoir site on Tuesday, Oct. 23 from 8:15-9:30 a.m. The recent appliance and electronics recycling event was held at the utility on October 3. It was another success with over 300 cars. Every 25 th car received two Rivoli movie passes, and those winners were thrilled. Staff will be evaluating dates for Staff is close to submitting the electric rate application. Decisions are being made regarding rate design and whether changes will be made to the power factor penalty calculation and

6 LW transformer and/or primary metering discounts. WPPI did a cost of service study and will develop a rate design, incorporating the changes that CL&W would like to make. The rate application is expected to be filed the week of October 26. The new City of Cedarburg Public Works building has been accepted into the WPPI and Focus on Energy new construction program. Keith Swartz of the Energy Center of Wisconsin is the lead for the WPPI/CL&W program and is coordinating with Focus on Energy to provide maximum incentives for this construction. This building also qualifies for the WPPI "Utilities and Municipal Building Incentive (UMBI) program" that can provide additional energy efficiency incentives to the City. Focus on Energy is in the process of re creating the quarterly reports to utilities. CL&W total incentives received by customers so far in 2015 were $48,236 which doesn t include incentives at the retail store level. CL&W customers contribute approximately $49,300 into the fund annually. Also not included are the local energy savings programs paid for through WPPI Community Funds and the utility. These will be calculated and included in the end of year reporting. APPROVAL OF BILLS The bills, as listed on the attached Check Register, were audited and a motion was made by Joe Dorr, seconded by David Pagel, to approve the bills for payment. Motion carried. ADJOURN TO CLOSED SESSION On a motion by Joe Dorr, seconded by Jim Coutts, the meeting adjourned to closed session at 8:34 p.m. pursuant to Wis. Stats (1) (c) to consider employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility, specifically to review the performance of the Interim Assistant Manager and Financial Manager Positions and Compensation. The meeting will reconvene to open session. RECONVENE TO OPEN SESSION On a motion by Joe Dorr, seconded by Jack Arnett, the meeting reconvened to open session at 8:47 p.m. Motion carried. CONSIDER ACTION ON ITEMS DISCUSSED IN CLOSED SESSION A motion was made by Joe Dorr, seconded by David Pagel, to approve a one-time bonus to be paid to the Interim Assistant Manager and the Financial Manager at 8.5% of their 2015 base salaries. Motion carried.

7 LW ADJOURNMENT On a motion by Joe Dorr, seconded by Andy Moss, the meeting adjourned at 8:49 p.m. Motion carried. James Coutts, Secretary