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4.1. SR 12-15-2003TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Pat Klaers, City Administrator December 15, 2003 Utilities Commission Update Item ~ 4.1. Councilmember Dietz is the City Council representative on the Elk River Municipal Utilities Commission. At the December 15, 2003 City Council meeting, John is scheduled to provide the Council with an update on Utilities activities. Attached for your review are the agenda and the draft minutes from the December 9, 2003 Utilities Commission meeting. S.'lCouncillPat I Updatesl Utilities.doc DEC-lO-ZOO3 03:48PM FROM-ERMU 763'441-8099 T-142 P.ODZ/O0$ F-OST ELK RIVER MI. INIC~ UTILITIES REGULAR MEETING OF THE ELK RIVER MUNICIPAL UTILITIES COMMISSION December 09, 2003 Members Prcsem: Jerry Taklc, Vice Chair; James Tralle, Trustee Members Absent: John Dietz, President Staff Present: Bryan Adams, General Manager; Glenn Sundeen, Line Superintendent; David Berg, Water Superintendent; Patrieia Hcmza, Office Manager 1. Call meeting to order Vice Chair, Jerry Takle called the meeting to order at 4:00 PM on December 09, 2003. 2. Consider Utilities Agenda James Tralle moved to approve the Utilities Agenda for December 09, 2003. Jerry Takle seconded the motion. Motion carried 2-0. James Tralle moved to approve the Consent Agenda as follows: November 2003 Check Register November 12, 2003 Minutes Financial Reports Jerry Takle seconded the motion. Motion carried 2-0. 5.1 Staff Up-dates Glenn Sundeen reported on the progress of jobs in construction, and the completion of other projects. He noted that hook-ups have continued to remain in the 40 to 50 range. The plans for winter construction were reviewed. David Berg reported on the security department, noting that 44 new accounts have been added in 2003. Progress on the #5 Treatment Plant, and Well #8 was discussed. Patricia Hemza updated the Commission on the changes in the office staff. Bryan Adams explained the air emission permit for the LFO facility. He reported on the resolution of the problems with the new line track. Dueco has offered to pay one-half of the cost to replace the boom. The 'Utility share will be approximately $7,000.00. Staffviews the solution as favorable, and Commission concurred. DEC-lO-ZOO3 03:46PM FROM-ERMU ?$3-441-808~ T-14Z P.003/005 F-057 Page 2 Regular meeting of the Elk River Municipal Utilities Commission December 9, 2003 5.2 Review MNDOT Street Light Maintenance Agreemen_t Staff and Commission reviewed the Signal Light, and Highway Light agreement, with regard to maintenance, and replacement. The MNDOT Lighting and Signal Agreements provided by Terry Maurer, a typical traffic control maintenance language agreement, and typical highway lighting maintenance language were discussed. The City is signatory to these agreements, and the question was whether or not the responsibility is automatically transferred to the Utility without authorization of the Utility Commission. James Tralle felt that those costs should be deducted from the 3% txansfer of Elk River revenues to the City. The m-painting, and/or replacement of the poles on Highway 10 is estimated to be expensive, and the Commission, and Staff question the Utility's responsibility for those costs. Jerry Talde stated that he feels donating those expenses is an added tax. James Tralle requested Staff to resttme this discussion ar the January 2004 meetng, when John Dietz would be present. 5.3 Review Street Light Committe, Staff reviewed the history of utilizing a street light committee to review street light requests from customers, or the police department, and make recommendations to the Utilities Commission. Two of the three committee members have retired. Commission, and Staffreviewed the necessity of m-manning the committee. James Tralle stated that he feels Commission havolvement with ~e Street Light Con~nittee is no longer necessary, that Staff can take care of requests. Discussion continued of the need for a formal committee. James Tralle moved to name Glenn Sundeen, Line Superintendent, and JeffBeahan, Elk River Police Chief as the Street Light Committee. Jerry Takle seconded the motion. Motion carried 2-0. 5.4 Review Air Conditioning Rebate Staffasked Commission for an opinion on the $6/month controlled air conditiordng rebate for the 5 summer months. A memo from Vance Zehringer was reviewed. Cost effectiveness, savings to the Utility, and the justifications for the program were discussed between Staff, and Commission. James Tralle, and Jerry Talde asked questions on the financial analysis, and wondered if new hook-ups could be required to participate ha the corm'oiled air conditioning program. It was the consensus that required participation would not be feasible. Jerry Takle noted that he feels the program is good, and that the $6.00 per month is adequate compensation. James Tralle feels the program should be continued, as it is, with more promotion to be carded out in the spring. DEC-lO-ZOO3 03:46P~ FROM-ERMU 763-441-809g T-14Z P.OO4/OOS F-OS? Page 3 Regular meeting of the Elk River Municipal Utilities Commission December 9, 2003 5.4 Review Misc. Water Issues Smffadvised that the Elk River Municipal Utilities has been awarded the 2002 Water Fluoridation Quality Award by the Minnesota Department of Health for maintaining optional water fluoridation. Dave Berg, and the Water Department employees were noted as doing a good job in their water treatment efforts. The problem of getting enough water to western Elk River during periods of high demand was discussed. Bryan Adams advised that the well #4 on Gary Street continues to supply a disproportionate amount of water in comparison to the other low pressure zone wells. If the fairgrounds were to be relocated, and that area developed, there could be a need for another well in the area. Staff, and Commission offered solutions, and ideas to ease the problem. Staffwill continue to look for contingency plans. The proposal for the Water Department going to an on-call stares was reviewed. Bryan Adams distributed a memo from John Dietz, which noted that he feels Dave Berg should not be included in the on-call status, and further, that the water employees receive the same plan used for the sewer department. James Tralle, and Jerry Talde agreed that Dave Berg, Water Superintendent, should not be included in the on-call rotation. The consensus of the Commission was to use the same payment procedure for water on-call status, as the Utility Employee Handbook Policy states. James Tmlle moved to implement the same on-call wording for the Water Department compensation, as the Electric Department uses. Jerry Takle seconded the motion. Motion cnn'led 2-0. 6.1 Review & Consider 2003 Write-Offs The 2003 write-offs were presented, and discussed. Commission noted that the list appears to be reasonable. Collection procedures, and recovery were discussed. James Tralle moved to approve the 2003 Write-Offs as presented. Jerry Takle seconded the motion. Motiort carded 2-0. 6.2 Review & Consider Hiring Labor Position The 2004 budget contains a new laborer position. The job description reflecting the job duties, the position evaluation used for interviewing, and the timing of advertising was discussed. James Tralle moved to authorize Staffto advertise, and hire for the position after the holiday season. Jerry Takle seconded the motion. Motion carded 2-0. DEC-lO-ZOO3 O3:4SPM FEOIVI'-EEMU 763-441-8099 T-14Z P.OOS/OOS F-OS? Page 4 Regular meeting of the Elk River Mtmicipal Utilities Commission December 9, 2003. 6.3 Review & Consider 2004 Vehicle Requirementa Pick-up t~'uclc purchases for part time water operator, and for laborer who will be changing out electric and water meters are included in the 2004 budget. Staff recommends authorization to be given to secure bids from the local dealers, and the state bids for purchase in January, 2004. A brief discussion followed regarding bid procedures. Jerry Takle moved to secure bids for the purchase of two pick-up trucks in 2004. James Tralle seconded the motion. Motion carried 2-0. Other Business There was no fttrther business. The next regularly scheduled meeting of the Elk River Municipal Utilities Commission will be January 13, 2004. Vice Chair, Jerry Takle adjourned the December 9, 2003 meeting of the Elk River Municipal Utility Commission at 5:10 pm. Respectfully submittec~ Patricia Hemza Office Manager