11-15-2016 ERMU SPECIAL MIN ELK RIVER MUNICIPAL UTILITIES
SPECIAL MEETING OF THE
UTILITIES COMMISSION
HELD AT UTILITIES CONFERENCE ROOM
November 15,2016
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;
Eric Volk,Water Superintendent;
Mike O'Neill,Technical Services Superintendent;
Tom Sagstetter, Conservation&Key Accounts Manager;
Michelle Canterbury,Executive Administrative Assistant;
Jennie Nelson,Customer Service Manager
Others Present: David Berg,Dave Berg Consulting,LLC
1.0 CALL MEETING TO ORDER
John Dietz called the November 15,2016 meeting to order at 3:30 p.m.
1.1 Pledge of Allegiance
The Pledge of Allegiance was recited.
1.2 Consider Utilities Agenda
There were no additions or changes to the agenda.
Al Nadeau moved to approve the November 15,2016 Utilities agenda. Daryl Thompson
seconded the motion. Motion carried 3-0.
1.3 Introduction of New Employee
Mark Fuchs introduced Jake Koehler the new Lineworker. The Commission welcomed the new
employee.
1.4 Recognition of Employee Achievements
Theresa Slominski introduced Kathy Greenberg and announced that she recently became a
Certified Payroll Professional through the American Payroll Association. Eric Volk introduced
Mike Langer and announced that he completed the MMUA(Minnesota Municipal Utilities
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Special Meeting of the Elk River Municipal Utilities Commission
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Association)First Line Supervision Training Program. Mark Fuchs announced that Tom
Geiser,who was not in attendance,had also completed the MMUA First Line Supervision
Training Program. The Commission congratulated the employees on their achievements.
2.0 CONSENT AGENDA(Approved By One Motion)
John Dietz had a few questions on the financials. Staff responded. There was discussion on the
accumulated PCA credits and when to give the credits back to our customers. Commission
consensus was to give the PCA credit in 2017 on the first bill reflecting the rate increase;Jennie
stated that would be on the February bill.
Al Nadeau moved to approve the Consent Agenda as follows:
2.1 October Check Register
2.2 October 11,2016 Regular Meeting Minutes
2.3 October 17,2016 Special Meeting Minutes
2.4 Financial Statements
2.5 2016 Third Quarter Performance Metrics and Incentive Compensation Update
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 Cost of Service and Rate Design Study
ERMU staff has been working with Dave Berg Consulting, LLC on a cost-of-service and
rate design study. The work was done to evaluate possible changes to rates and services
that are a result of changing conditions, including but not limited to: additional customers
and energy sales from the transfer of territory from Connexus Energy; and the transition
from ERMU's current wholesale power provider to Minnesota Municipal Power Agency
(MMPA) in October 2018.
David Berg was at the meeting to present the final report and answer any questions the
Commission may have. Before he began, David made a few clarifications in regards to the
analysis and assumptions utilized relative to the report. David walked the Commission
through the high points of the report which included: Projected Operating Results with
Existing Rates; Cost-of-Service; and Proposed Rates. Based on the overall revenue and
cash reserve needs of the utility, and the results of the cost-of-service analysis, an overall
rate increase of approximately 2.8%was recommended. As the rate increase will not affect
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all customers equally, specific rate design recommendations were included for each retail
rate class. David noted that the proposed rates would increase estimated revenues for the
residential and commercial non-demand customers by approximately 1.8%, and increase
the demand and large demand by approximately 3.7%. There was discussion. Both staff
and the Commission commented that it was reassuring to know that ERMU's existing class
revenues are very close to the allocated cost to serve them.
David explained the Existing and Proposed Rate Options provided in Exhibit 4-A. There
was discussion on establishing a different rate for large commercial/industrial demand
customers. There was also discussion on considering a reduction in the demand billing
threshold from 50 kW to 25 kW. David also touched on other rate considerations including
Net Metering and Economic Development Rates. Troy Adams pointed out that the cost-of-
service study can be used to fulfill the requirements of the State statute governing net
metering. Per Troy Adams' request, David Berg provided the history behind economic
development rates and the pros and cons of offering them. David explained that in today's
cost environment, most utilities' offering an economic development rate are offering a
subsidized rate that is supported by the utility's existing customers. He shared that if the
costs to serve new customers is similar to the costs to serve existing customers, there is not
a cost-of-service justification for an economic development rate. There was discussion.
Al Nadeau made a motion to receive the Final Electric Cost of Service and Rate
Design Study prepared by Dave Berg Consulting, LLC. Daryl Thompson seconded
the motion. Motion carried 3-0.
4.2 RFP Auditing Firm
At the October 11, 2016 Commission meeting, staff presented the results of the Auditing
Firm RFP and their recommendation for moving forward with the current firm of Abdo,
Eick, and Meyers LLP (AEM). Keeping the current auditors would be a cost neutral move
for 2016, and an approximate $3,500 increase of each of the remaining four years. The
Commission directed staff to bring back some proposed cost savings of approximately
$3,500 in order to substantiate that recommendation.
Theresa Slominski shared that in reviewing forecasted expenses for potential savings, there
is a notable decrease in expenses for our MMTG fees resulting in an annual savings of
$6,100. In addition, we will be receiving an increase in revenue received through the
MISO reporting which is projected to be approximately $150,000 per year. Both of these
items would be sufficient in offsetting the RFP increase.
John Dietz stated that he didn't feel comfortable voting in favor of this as there is still
money being left on the table. John said that what staff had identified was an increase in
revenue and a cost savings in fees that would have occurred anyway, versus making a
budget cut to offset the $3,500. Daryl Thompson inquired as to how much of a disruption
it would cause to switch auditors. Theresa responded that there would be a learning curve.
She also explained that we have a lot of irons in the fire which our current auditors have
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been very involved in helping us plan for the implementation and financial reporting of
them. There was discussion. Daryl Thompson stated he would be willing to make a motion
to keep the current auditors provided staff could find an area in the budget where they
could cut an additional $1,750 besides the cost savings identified at this meeting. Staff was
directed to report back to the Commission at the next meeting on where the cut was made.
Daryl Thompson made a motion to approve retaining the current auditors (AEM) for
the next five years provided an additional $1,750 in budget cuts are made for said
timeframe. Al Nadeau seconded the motion. Motion carried 3-0.
5.0 NEW BUSINESS
5.1 2017 Budget: Rates and Review
Troy Adams provided an overview of the 2017 budget. The preliminary projected need for
ERMU electric revenue increase is between 2.5% and 2.8% which is based on a 2.5%
increase in wholesale power costs. Staff anticipates seeing the approved GRE wholesale
rates for 2017 prior to the December Commission meeting and will adjust the budget
accordingly for consideration by the Utilities Commission. Troy shared that the retail rate
classes will be designed incorporating the results of the cost of service study, feedback and
direction from the Commission, and finalized wholesale power costs. There was discussion
on the electric cost of service and rate design study. Staff requested Commission direction
on the allocation of the proposed rate increase. After discussion of the different options, the
Commission was in favor of an across the board increase for all retail rate classes. The
ERMU rate classes will be included with the budget in December for Commission
adoption.
In order to maintain the financial health and to plan for the short and long term water
capital project projections, the 2017 water budget reflects an overall 2% increase in
revenue. Troy explained that the allocation of the increase will be collected through an
increase in customer charge and 1St tier water use rates. The rate design will be presented
with the budget in December.
Theresa Slominski presented the 2017 summary of budgets. Troy shared that one thing the
summary does not reflect is the $1.00 per kW temporary demand credit as that would be
covered with a transfer from reserves. Troy stated that if the Commission chooses to offer
the credit for 2017, staff will build that into the budget. The Commission supported doing
so. Theresa walked through the highlighted changes in the electric and water revenue and
expense budgets.
Mark Fuchs presented the 2017 electric department capital budget and went over the
highlighted changes. Notable items for the electric budget included: territory acquisition
costs; a new substation, pre-construction site work for the field services facilities; and the
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replacement of pickup truck#31. There was discussion on the priority of the projects and
what the timeline was for construction of the field services facilities.
Eric Volk presented the 2017 water department capital budget and went over the
highlighted changes. Notable items for the water budget included: sandblasting and
painting of the filter for well #4; pre-construction site work for the field services facilities;
and the replacement of pickup trucks #25 and#26.
Mike O'Neill presented the 2017 technical services department capital budget. Mike noted
that the $36,000 plant security fob system they are looking at purchasing next year will
have the option to stay in our existing buildings or to be moved into our new facilities once
they are built.
Theresa Slominski presented the 2017 travel and training budget and noted that staff had
worked to reduce the budget from the 14.6% increase initially presented down to 8%. Troy
commented that they had also added in training for the two new Commissioners.
Tom Sagstetter presented the 2017 conservation improvement program budget. Tom noted
that staff is working on purchasing a DC Electric Vehicle Fast Charger this year with extra
2016 rebate dollars that can be used towards the purchase. He explained that if the timing
works out with being able to get it purchased this year, he may not need to use the funds
that have been allocated for that purchase in his 2017 budget. Because of the unknowns,
Tom is keeping that line item in the 2017 budget.
Troy Adams informed the Commission that staff is looking at making some changes to the
Utilities Conference room to better accommodate the expanded Commission. Troy went
over a few of the proposed changes and noted that costs were not reflected in budget. Staff
will be adding those costs to the budget that will be presented next month.
5.2 2016 Assessments
Theresa Slominski presented a listing of proposed assessments totaling $14,762.86, for
customers with outstanding balances that still remain unpaid for water, sewer, stormwater,
trash, and qualifying electric and franchise fee services. Theresa explained that the City
Council would need to approve the list of assessments at their November 21 meeting and
take them to the county for the actual assessment on the property taxes. The Commission
had a few questions. Staff responded.
Daryl Thompson made a motion to approve the attached list of delinquent services
totaling $14,762.86 to take to the City Council for assessment on property taxes. Al
Nadeau seconded the motion. Motion carried 3-0.
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5.3 2016 Third Quarter Delinquent Items
Theresa Slominski presented the delinquent items for the third quarter which included a
delinquent amounts listing report. Amounts submitted for the quarter to just Collection
Agencies was $3,819.34, and the amount submitted to Revenue Recapture and also
submitted to the Collection Agencies was $10,896.75; for a combined third quarter total of
$14,716.09. Theresa also presented a color-coded recap comparison with last year,
identifying the various categories and running totals. It was noted that according to APPA's
most recent published standard ratios, the industry standard for collections and write-offs
are between .18% and .37%. Our totals, excluding Revenue Recapture, are well below the
national average at .067% year to date.
Al Nadeau made a motion to approve the Third Quarter Delinquent Amounts Listing.
Daryl Thompson seconded the motion. Motion carried 3-0.
5.4 Itron MV90 Master Sales Agreement
Mike O'Neill shared that ERMU needs to upgrade the Itron software that the metering
department uses to upload and analyze metering data as the current software is no longer
supported. Itron, the software provider for the new software program MV90, has a Master
Sales agreement that they require all who purchase their software to sign. This brings with
it limitations in liability and restrictions in information protection. Staff noted that ERMU
has close to 16,000 Itron meters currently installed in our distribution system and that from
a financial and operational perspective, it would not be practical to replace all of the Itron
meters on the system with meters from a different manufacturer to create an opportunity to
select different software.
With ERMU's legal counsel, Itron and ERMU have made modifications to the Master
Sales agreement. However, there are still issues with the agreement from ERMU's legal
counsel's perspective. As there are still some legal risks existing in the agreement, staff and
legal counsel agreed that it should be clearly communicated to the Commission prior to
execution of the contract. Peter Beck, ERMU's legal counsel, participated via conference
call to walk through the agreement and voice the concerns he had. Peter shared that after
consulting with Joel Jamnik, Attorney with Campbell Knutson, they both agreed that this is
not a contract we would sign if we had another option; however the issues they have with it
are not such that they're going to tell the Board that they can't sign the agreement. Peter
shared some of the legal risks with the terms of the agreement, and gave examples of the
things we would normally not agree to. There was discussion. Troy Adams wanted it stated
for the record that we've been going back and forth with the attorneys on the terms of this
agreement for the better part of a year, and that we've now come to Itron's stopping point.
Daryl Thompson made a motion to approve the execution of the Itron MV90 Master
Sales Agreement, Indirect Sales Agreement, and Maintenance Agreement. Al Nadeau
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seconded the motion. Motion carried 3-0.
6.0 OTHER BUSINESS
6.1 Staff Updates
Troy Adams stated that John Miner has sent over drafts of the first four Governance Manual
policies based on the results from the Commissioner survey. In addition,we received a second
questionnaire which was forwarded onto the Commissioners for their input; Troy noted the
deadline for completion and that Commission input was optional.
Theresa Slominski had noted in her staff report that we had received our workers' compensation
insurance renewal for 2016-2017,and that based on an increase in wages for staffing and in our
experience modification factor we would have a premium increase of roughly$4,000.John
Dietz asked why our experience modification numbers had gone up. Staff responded that we
had a few more claims. John Dietz also commented on the health insurance enrollment that
resulted in 4 individuals waiving the coverage for next year, one who enrolled in the CMM plan,
and the remaining who all enrolled in the HSA plan.John stated that he had made the comment
earlier at the Wage&Benefits Committee meeting that based on only one individual enrolling
in the CMM plan,the Committee would be re-evaluating having that as an option for the 2018
renewals.
Mike O'Neill shared that the sale of the Security Business line final numbers were in,and after
receiving an additional$31,709.15 from Wright Hennepin for pre-paid monitoring fees,the final
total came in at$378,961.11.
John Dietz asked Eric Volk if the city is financially responsible for the annual Dam inspection.
Eric stated that the city is responsible for all of the maintenance costs associated with the Dam.
Tom Sagstetter indicated in his staff report that we had received verbal confirmation that we
were awarded a$40,000 grant from the American Public Power Association Demonstration of
Energy&Efficiency Developments Program(APPA DEED). The grant can be used for
studies,marketing,promotions,and staff time related to the electric vehicle(EV)charging
program. John Dietz inquired as to when we may see the installation of a DC Fast Charger at
the proposed site on the corner of Joplin and Hwy 10. Staff responded.
6.2 Set Date for Next Meeting
The next regularly scheduled Commission meeting will be held on December 13,2016.
6.3 Adjourn Regular Meeting
Al Nadeau moved to adjourn the special meeting of the Elk River Municipal Utilities
Commission at 5:39 p.m. 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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Minutes prepared by Michelle Canterbury.
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John J. D'3
Chair,
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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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