04-12-2016 ERMU MIN ELK RIVER MUNICIPAL UTILITIES
SPECIAL MEETING OF THE
UTILITIES COMMISSION
HELD AT UTILITIES CONFERENCE ROOM
April 12,2016
Members Present: John Dietz,Chair;Al Nadeau,Vice Chair;and Daryl Thompson,Trustee
ERMU Staff Present: Troy Adams,General Manager;
Theresa Slominski,Finance and Office Manager;
Mark Fuchs,Electric Superintendent;
Mike O'Neill,Technical Services Superintendent;
Tom Sagstetter,Conservation&Key Accounts Manager;
Michelle Canterbury,Executive Administrative Assistant
Others Present: Peter Beck,Attorney
1.0 CALL MEETING TO ORDER
John Dietz called the April 12,2016 meeting to order at 1:00 p.m.
1.1 Pledge of Allegiance
The Pledge of Allegiance was recited.
1.2 Consider Utilities Agenda
There were no additions or corrections to the agenda.
Daryl Thompson moved to approve the April 12,2016 Utilities agenda. Al Nadeau
seconded the motion.Motion carried 3-0.
1.3 Recognition of Employee Achievement
Troy Adams announced that Dave Ninow recently received his Class D Wastewater Operator
Certification. The Commission congratulated Dave on his achievement.
2.0 CONSENT AGENDA(Approved By One Motion)
John Dietz had a few questions on the financials,staff responded.
Al Nadeau moved to approve the Consent Agenda as follows:
2.1 March Check Register
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Special meeting of the Elk River Municipal Utilities Commission
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2.2 March 15,2016 Previous Meeting Minutes
2.3 Financial Statements
2.4 Minnesota Public Utilities Commission Electric Service Territory Boundary Change
Approval
2.5 Tom Bovitz Memorial Scholarship Award
2.6 Revised Elk River Municipal Utilities Water—General Tariff
2.7 Verizon Non-Exclusive Tower Attachment Lease Agreement and Memorandum of
Tower Attachment Lease Agreement—Auburn Street Water Tower
Daryl Thompson seconded the motion. Motion carried 3-0.
3.0 OPEN FORUM
No one appeared for open forum.
4.0 OLD BUSINESS
4.1 American Public Power Association 2016 Lineworker Rodeo
Mark Fuchs introduced and recognized the lineworkers and employees that participated at the
2016 Lineworkers Rodeo.ERMU had one team of linewokers that competed: Chris Sumstad,
Matt Schwartz,and Zac Johnson;and two apprentices that competed:Jared Rolstad and Curt
Wark. Several employees participated by volunteering to work at the event: Scott Thoreson,
Theresa Olek,Jessica Rahn,Tom Geiser,and Theresa Slominski.The lineworkers provided
their standings and Troy Adams commented on how impressive it was that they ended up in the
top quarter of the competition in their first year competing.There was discussion. Chris Sumstad
shared that as a result of training for the event,it has strengthened the lineworkers skills and
working together as a team.Zac Johnson added that big part of the competition is
communication,and since the competition they have been communicating more effectively with
each other in the field.Troy pointed out that there were a lot of people that came out to the event
to show their support,and that goes to show just how much the current and former employees,
commissioners,and community support us.It was announced that next year's rodeo will be held
in San Antonio,TX.The Commissioners commented that it was an awesome event and thanked
the employees for participating and representing ERMU in such a professional manner. A
YouTube video that ERTV produced of the Lineworkers Rodeo was shown.The following is a
link to the video: https://youtu.be/4J1WpDjD5G0
5.0 NEW BUSINESS
5.1 Resolution Recognizing 2016 Lineworkers Day
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Special meeting of the Elk River Municipal Utilities Commission
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On April 10, 2013,the U.S. Senate recognized a National Linemen Appreciation Day
through resolution S Res 95. The resolution recognizes the contributions of these "brave
men and women who protect public safety, and expressing support for the designation of
April 18,2013, as National Lineman Appreciation Day."This is now an official holiday in
the United States. To honor the efforts of our lineworkers, and to show our appreciation,
staff recommended the adoption of a resolution designating April 18, 2016, as Lineworker
Appreciation Day.
Daryl Thompson made a motion to approve the resolution recognizing Lineworker
Appreciation Day,April 18,2016. Al Nadeau seconded the motion. Motion carried
3-0.
5.2 Resolution Recognizing 2016 Drinking Water Week
To be successful in our mission to our customers, it is essential that ERMU provide safe
and reliable water on a daily basis. Great effort is taken to ensure our domestic water is safe
and that our water distribution system is well maintained and reliable. Troy Adams shared
that it can be easy to take our water for grated,but highly publicized incidents like the
drinking water contamination issue in Flint, MI,reminds us of the importance of the hard
work and dedication of our water system professionals. To recognize the importance of
providing safe and reliable drinking water to our community, staff recommended the
adoption of a resolution recognizing Drinking Water Week,May 1-7,2016.
Daryl Thompson made a motion to approve the resolution recognizing Drinking
Water Week,May 1-7,2016. Al Nadeau seconded the motion. Motion carried 3-0.
5.3 2015 Financial Audit
Andrew Berg was present from the auditing company, Abdo,Eick&Meyers,to present the
2015 financial audit and management letter. The auditors issued a clean opinion on the
financials. There were no findings to be reported. While presenting the management letter,
Andrew noted that there was one new accounting standard implemented in 2015; GASB
68,relating to accounting and financial reporting for pensions. This new standard resulted
in recognition of a liability of$2,477,244, recognition of deferred inflows and outflows of
resources, for an ultimate restatement of the prior year's net position. The Commissioners
had a few questions for Andrew Berg and staff. Both responded.Discussion followed. The
Commissioners thanked Theresa Slominski and her accounting department for a job well
done.
Al Nadeau made a motion to receive and file the 2015 Financial Audit. Daryl
Thompson seconded the motion. Motion carried 3-0.
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Special meeting of the Elk River Municipal Utilities Commission
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5.4 2015 Year-End Reserve Balances
The purpose for reserves to a public utility is to meet bond covenants and provide a
financial buffer to mitigate unforeseen or volatile operational costs. In 2010,the
Commission adopted a financial reserves policy that defined the structure and formula on
how financial reserves will be calculated for the Electric Utility and Water Utility funds.
As defined by policy,the year-end reserve balances are to be reviewed after the completion
of the audit. These balances, if above their target levels, shall be unrestricted with a
defaulting designation as working capital. The Utilities Commission shall then consider
optimal use of these unrestricted reserves.
Theresa Slominskipresented the year-end reserve balances and went over the Electric and
Water funds in detail. The Commission had a few questions. Staff responded. John Dietz
asked about investing the reserve balances until they are needed. Staff responded that we
do invest them; however we are limited by statue on the investments we can make. Theresa
added that we work diligently with investment brokers to ensure we are in compliance and
taking advantage of the better interest bearing accounts that are available. Staff
recommended that the unrestricted reserve balances above the target levels for the Electric
Utility fund and the Water Utility fund be designated for future capital expenses as
indicated in the budget process. The Commission indicated that they would like the motion
to be more specific as to what the unrestricted reserves would be used for; respectively the
Electric Utility fund for future electric service territory transfer costs and the Water Utility
fund for the Water Filter Plant#7 expansion costs.
Daryl Thompson made a motion that the unrestricted reserve balances above the
target levels for the Electric Utility fund be designated for future electric service
territory transfer costs,and for the Water Utility fund be designated for the Water
Filter Plant#7 expansion costs. Al Nadeau seconded the motion. Motion carried 3-0.
5.5 2015 Annual Report
Troy Adams presented the 2015 Annual Report. Copies of the report were provided to John
Dietz to share with the City Council at their upcoming meeting. Troy complimented
Michelle Canterbury on coordinating and designing the report and commented that they
turned out very nice. Troy reached out to the Commission to see if they had any questions
for the department heads;the Commission had none.
Al Nadeau made a motion to receive and file the 2015 Annual Report. Daryl
Thompson seconded the motion. Motion carried 3-0.
5.6 Utilities Performance Incentive Compensation Distribution
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Special meeting of the Elk River Municipal Utilities Commission
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The Commission adopted a Performance Metrics program in December 2012, for
implementation January 1, 2013. The performance metrics were monitored and provided
as updates to the employees and commission on a quarterly basis throughout the year. This
allowed for corrective action to be taken in order to meet the targets for the program. The
program worked exactly as intended as we witnessed employee motivation and efforts
aligned to improve company performance for deficient criteria.
Troy Adams presented the scorecard showing that employees had successfully achieved all
of the company performance metrics targets. Per the policy, qualifying employees would
be eligible for the full 2%distribution. Troy explained that in moving forward, if the
Commission is interested in re-evaluating the criteria for 2017, it should be determined and
set prior to the measurement period. Troy suggested he bring back some history and
industry stats to be used for the evaluation. He also recommended taking a look at the
scorecard to determine if there is something different,or additional,that we should be
tracking. It was determined that the best time to revisit this would be before the 2017
budget is approved. The Commission directed staff to compile any relevant data and bring
that back for discussion during the 2017 budgeting process.
Al Nadeau made a motion to award the Performance Metrics Incentive Compensation
distribution of 2% to qualifying employees per the terms of the policy. Daryl
Thompson seconded the motion. Motion carried 3-0.
5.7 Security Department Cost Analysis
Based on Commission direction, staff performed an analysis on the difference in revenue
for the Security Department from 2014 to 2015. Mike O'Neill explained that in 2015 we
began using a new billing system which caused ERMU to calculate certain security charges
differently than in the past using the old system. In the past when customers paid their
entire year's subscription in one payment, it used an accounting method that showed all of
that revenue when paid instead of being spread over an entire year. When the new system
was installed,the system began spreading that payment out over a 12 month period. This
caused the revenue numbers to appear skewed,when in fact the year end results were as
anticipated. As an end result, after calculating all of the revenue for the security
department and deducting all expenses,the security department remains solvent,as well as
covers ERMU's own security needs.
John Dietz stated that he understood the explanation Mike provided,but the information he
was looking for was,how much of the total revenue each year is attributed to monitoring,
and how much of the total expense each year is attributed to paying Wright-Hennepin for
the monitoring. John said he would also like to know how the revenue and expense for
monitoring each year compares to the total expense and revenue, and requested those
numbers for the past three years. There was further discussion. Staff will put together the
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Special meeting of the Elk River Municipal Utilities Commission
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information requested and bring that back to next month's commission meeting.
6.0 OTHER BUSINESS
6.1 Staff Updates
Troy Adams' staff update provided some information on where we were at in the process to
expand the ERMU Commission. Troy testified to both the MN House Government Operations
and Election Policy Committee on the bill to expand the commission authored by Nick Zerwas,
and to the MN Senate State and Local Government Committee on the companion bill authored
by Senator Kiffmeyer. He shared that both bills passed to the floor through their respective
committees. John Dietz added that he had spoken with Senator Kiffineyer at the Business Expo
about the commission expansion bills.There was further discussion.
Theresa Slominski shared that our first upgrade on the local server last Friday went very well.
John Dietz inquired as to what the timeline was for the$10 million dollar bond for our early
down payment buy-in with MMPA.Theresa responded that Springsted should be sending us a
request for information sometime this week,at which time we'll have a few weeks to get that
information back to them.The first required action would be at the May commission meeting
with the Bond Resolutions authorizing the bond sale.At the June commission meeting would be
the sale and consideration of the award of the bonds,and we would receive the funds mid-July.
Mark Fuchs shared that as part of our territory acquisition with Connexus,we executed an
interconnect agreement that could be used for emergency or special circumstances.He shared
that on Easter,Connexus experienced an outage in that area that required them to utilize the
interconnection.Mark also shared that Connexus will be closing down their Altec authorized
service center at their site. As this was where ERMU serviced their booms,staff will need to
determine another location for that service. There was further discussion.
Troy Adams had two comments on Eric Volk's behalf.Troy shared that the 15 year old pump in
Well#7 recently went down.After verifying it was the motor that failed,staff is looking into the
price to change it out. He also updated the Commission on the Water Treatment Plant#7
Expansion Project and explained that we ran into a roadblock on approval of the building plans.
The delay is due to the Minnesota Department of Health not requiring a bathroom in the
expanded building,and the city building code requiring that we do have one.As this will be an
unoccupied building,ERMU does not want to add a bathroom to the facility. Staff is in the
process of working to get an exemption from the city so that we can move forward with the
project.
John Dietz commented on the Business Expo and the mixed reviews it received this year.Tom
Sagstetter agreed that attendance was a little down,but despite the lower attendance there was
good activity at the ERMU booth.He added that the visitors always appreciate our great
giveaways.There was further discussion.
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Special meeting of the Elk River Municipal Utilities Commission
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With the expansion of the Utilities Commission moving forward,John Dietz asked Peter Beck
to look into whether a Commissioner could participate in a commission meeting via Skype.
There was further discussion.Peter Beck will look into the details and bring that information
back to the Commission.
John Dietz requested that Mark Fuchs add an agenda item to next month's commission meeting
on what our policy is on lunches and breaks for outside field personnel.
6.2 Set Date for Next Meeting
The next regularly scheduled Commission meeting will be held on May 10,2016.
The Commission recessed the regular meeting at 2:10 p.m.
6.3 Closing of Meeting: "Meeting to be Closed pursuant to MN Statute 13D.05, Subd.
3(c)(3)to develop or consider offers or counteroffers for the purchase or sale of real
or personal property."
a. Call Closed Session to Order
b. Discussion
c. Adjourn Closed Session
6.4 Adjourn Regular Meeting
Al Nadeau moved to adjourn the regular meeting of the Elk River Municipal Utilities
Commission at 2:36 p.m. Daryl Thompson seconded the motion. Motion carried 3-0.
Minutes prepared by Michelle Canterbury.
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J, J. b ietz
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Tina Allard
City Clerk
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Special meeting of the Elk River Municipal Utilities Commission
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