11-14-2017 ERMU MIN ELK RIVER MUNICIPAL UTILITIES
REGULAR MEETING OF THE
UTILITIES COMMISSION
HELD AT UTILITIES CONFERENCE ROOM
November 14,2017
Members Present: Chair John Dietz;Vice Chair Daryl Thompson;Commissioners Al Nadeau
and Mary Stewart
Members Absent: Matt Westgaard,Commissioner
ERMU Staff Present: Troy Adams,General Manager;
Theresa Slominski,Finance and Office Manager;
Mark Fuchs,Electric Superintendent;
Mike Tietz,Technical Services Superintendent;
Eric Volk,Water Superintendent;
Tom Sagstetter,Conservation&Key Accounts Manager;
Michelle Canterbury,Executive Administrative Assistant;
Jennie Nelson,Customer Service Manager
Others Present: Peter Beck,Attorney
1.0 GOVERNANCE
1.1 Call Meeting to Order
The regular meeting of the Utilities Commission was called to order at 3:30 p.m.by Chair Dietz.
1.2 Pledge of Allegiance
The Pledge of Allegiance was recited.
1.3 Consider the Agenda
Mr.Adams requested to add agenda item 1.4,Recognition of Employee Achievement.
Moved by Commissioner Thompson and seconded by Commissioner Nadeau to approve the
amended November 14,2017 agenda. Motion carried 4-0.
1.4 Recognition of Employee Achievement
Mr.Fuchs shared that Minnesota Municipal Utilities Association(MMUA)held their first
Minnesota Lineworkers Rodeo on October 17 in Marshall,Minnesota. The event was originally
scheduled for September 12,but was rescheduled as local utilities shifted gears to respond to the call
for mutual aid in Florida. Zac Johnson,Nick Hommerding,and Curt Wark participated in the event,
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Regular Meeting of the Elk River Municipal Utilities Commission
November 14,2017
and Mitch Girtz helped out as a judge. Mr.Fuchs was proud to announce that Zac Johnson came in
third place in the Hurtman Rescue. Zac was present and shared some highlights of the competition.
The Commission congratulated Zac on his achievement.
2.0 CONSENT AGENDA(Approved By One Motion)
For the October check register,Chair Dietz questioned why there was so much overtime the week of
October 6. Staff responded that the overtime was due to mutual aid labor,and that we would be
reimbursed for the expense.Chair Dietz had a few comments on how the company was on track for
allthe categories h in the Utilities Performance Metrics Score Card. Mr.Adams stated that t in a
continual effort to be looking at the best ways to measure ourselves,staff has been looking at
revamping our customer service survey,and possibly adding a metrics for competitive rates;more to
come later on those items.
Moved by Commissioner Nadeau and seconded by Commissioner Stewart to approve the
Consent Agenda as follows:
2.1 October Check Register
2.2 October 10,2017 Regular Meeting Minutes
2.3 2017 Third Quarter Utilities Performance Metrics Score Card Statistics
Motion carried 4-0.
3.0 OPEN FORUM
No one appeared for open forum.
4.0 POLICY&COMPLIANCE
4.1 Deposits&Related Services Policies
Starting in January 2018, staff will begin moving towards four billing cycles per month. Ms.
Nelson stated that the revisions in the proposed policy reflect the new billing and due dates
along with other changes recommended by legal counsel. The name of the policy has also
been changed to Service Policies as there is already a stand-alone Customer Deposit Policy.
Commissioner Stewart stated that she liked the changes that had been made and that it was
well worded. She noted that because some of the information had been shuffled around,the
acronym NSF was used in section 3B,but wasn't defined as Non-Sufficient Funds until later in
the policy. Staff indicated that they would make that correction.
Mr. Adams explained the motivation behind moving to the multiple billing cycles and how the
customers and the utilities will benefit from the change.
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Regular Meeting of the Elk River Municipal Utilities Commission
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The Commission had a few questions and also wanted to know how the billing change would
be communicated to customers. Staff responded.
Moved by Commissioner Stewart and seconded by Commissioner Nadeau to approve the
revised Service Policies. Motion carried 4-0.
5.0 BUSINESS ACTION
5.1 Financial Report—September 2017
Ms. Slominski presented the September 2017 financial report. For the Electric Department, she
cautioned the Commission from comparing the net income from this September to the prior
year's September as the income from the sale of the Security Department skews the
comparison. She added that the important thing to note is that we are ahead of the budgeted
YTD Net Income. Chair Dietz asked for further clarification on what the cause was for the
disparity between sales and the power bill. Staff responded. Commissioner Stewart asked
where we were at year to date with power cost adjustments (PCAs). Staff responded that the
year to date accumulated PCA charges totaled roughly$150,000;the accumulated total
included the month of October.
Moved by Commissioner Thompson and seconded by Commissioner Stewart to receive
and file the September 2017 Financial Report. Motion carried 4-0.
5.2 2018 Business Plan/Budget: Rates and Review
Mr. Adams presented the preliminary balanced budget and electric and water rates. Mr.
Adams noted that the initial ERMU 2018 retail electric rates outlook is very favorable for our
customers. Provided was a worksheet illustrating a proposed rate impact study for ERMU's
different retail rate classes with hypothetical customers' usage. All examples indicated an
impact of approximately 1%or less, equating to a $14.00 annual increase for a typical
residential customer. As staff still has further considerations to be finalized in December with
the MMPA analysis and COLA decision,the finalized 2018 retail electric rates will be
proposed for approval with the 2018 budget in December. There was discussion on the $1.00
per kW temporary demand credit that would be going away in 2018 and how those customers
would be impacted.
In order to maintain the financial health and to plan for the short and long term water capital
project projections,the 2018 water budget reflects an overall 1.3% increase in revenue through
water sales. Mr. Adams shared that the allocation of the increase will be collected through an
increase in customer charge and 1St tier water use rates. Provided was a worksheet illustrating
a proposed rate impact study for ERMU's residential water rate. The result for the proposed
rate increase for a typical residential customer would be1.85%,resulting in an approximate
annual increase of$5.00. The finalized 2018 retail water rates will be proposed for approval
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Regular Meeting of the Elk River Municipal Utilities Commission
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with the 2018 budget in December.
For the APPA Legislative Round-up line item on the Training and Travel Budget,
Commissioner Stewart questioned the reduction to the amount budgeted for 2018. Staff
indicated that they thought it was because we had budgeted for just two people to attend,
whereas previously it had been for three people. Staff stated they would confirm that.
5.3 2017 Third Quarter Delinquent Items
Ms. Slominski presented the delinquent items for the third quarter which included a delinquent
amounts listing report totaling$8,319.80 for all services. Chair Dietz had a question on one of
the larger delinquent amounts on the report. Staff indicated that they would need to look into it
further before responding. There was discussion.
Ms. Slominski also presented the delinquent items comparisons for 2016/2017, identifying the
categories and running totals. The third quarter write-offs reflected a credit of$34.28 due to
collections on amounts previously written off. Ms. Slominski shared that our totals for the year
for collections and write-offs are well below the national average, at .00021%. In reference to
the collections and write-offs, Commissioner Stewart pointed out that we budget for .27%
however due to us only being at .00021%would we consider adjusting the budget accordingly.
Ms. Slominski explained that we budget for the worst case scenario which is determined from
prior history. She stated that this is something that we look at every year with our auditors.
Moved by Commissioner Stewart and seconded by Commissioner Nadeau to approve the
2017 Third Quarter Delinquent Items. Motion carried 4-0.
5.4 2017 Assessments
Ms.Nelson presented a listing of proposed assessments totaling$8,352.84, for customers with
outstanding balances that still remain unpaid for water, sewer, stormwater,trash, and
qualifying electric and franchise fee services. Ms. Nelson shared that the dollar amount being
assessed was significantly less than prior years and explained some of the contributing factors.
In addition,the amount of accounts being assessed was only 55 compared to125 last year.
Chair Dietz asked if he could get a dollar breakdown by services for the assessments. Staff
indicated that they would pull those numbers together. The Commission had a few questions.
Staff responded.
Moved by Commissioner Thompson and seconded by Commission Nadeau to approve
the 2017 assessments listing totaling$8,352.84 to take to the City Council for assessment
on property taxes. Motion carried 4-0.
6.0 BUSINESS DISCUSSION
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Regular Meeting of the Elk River Municipal Utilities Commission
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6.1 Staff Updates
Mr.Adams highlighted the point from his staff report in reference to the Midwest Municipal
Transmission Group(MMTG). He shared that through the group,ERMU secured the right to own
transmission and receive a guaranteed rate of return on equity with a 50%hypothetical equity ratio.
ERMU currently receives$125,000 annually from our investments in transmission. Mr.Adams
stated that ERMU's 2018 MMTG annual dues will be$6,500. He also touched on the zonal funds
that are made available to us for transmission or MISO related litigation/regulatory costs should we
need them. There was discussion.
Ms. Slominski had nothing additional to add to her staff report.Chair Dietz inquired as to when the
health insurance open enrollment meetings were taking place. Ms. Slominski shared that they were
being held tomorrow,November 15,2017.
In Mr.Fuchs staff report,he indicated that the electric department had finished up their portion of
work associated with Miske Meadows 3rd Addition. Mr.Fuchs provided an update on where things
were at with this particular development and how things were progressing forward with Miske
Meadows 4th Addition. Chair Dietz had a question on when we would be acquiring Connexus
Areas 5&6. Staff responded that although it hasn't been officially noticed yet,it will most likely be
a similar timeframe as the previous ones which occurred around the third week in September.
Mr. Tietz had nothing additional to add to his staff report. Chair Dietz had a few questions on how
things were going with locates. Staff responded.
Mr.Volk informed the Commission that in an effort to protect the fire hydrants from excessive
corrosion caused by road salt,the water operators have been placing protective red bags over some
of the fire hydrants located throughout Elk River.
Based on a request from a lake home owner regarding the Lake Orono drawdown that took place on
Wednesday,October 4 as part of the annual dam maintenance and inspection,Mr.Volk spoke to
that request.The property owner had asked if the city and utilities would consider performing the
annual drawdown over the weekend versus a weekday to allow the homeowners with lakeshore
property the opportunity to perform any necessary maintenance or lakeshore improvements.Mr.
Volk explained that after discussion with the city's Stormwater Coordinator,the Sherburne Soil&
Water Conservation District,and the Minnesota Department of Natural Resources(DNR),
consensus was the purpose of the annual drawdown is for maintenance purposes only and the
required inspection.Mr.Volk stated that the city's Stormwater and Environmental Coordinator had
reached out to the person that had made the request and would also be contacting the Lake Owners
Association in regards to this matter.
Mr. Sagstetter provided an update on the installation of the DC Fast Charger at the new gas station
being installed at Coborn's off of Highway 169 in Elk River.Mr. Sagstetter provided some insight
on the decision to move forward with the installation at this location and also explained that in
moving forward ERMU will be focusing on incentivizing businesses to install their own chargers.
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Regular Meeting of the Elk River Municipal Utilities Commission
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Mr. Sagstetter also provided an update on the Light Up the Neighborhood holiday lighting contest.
He shared that due to registrations coming in a little slower this year,we'll be doing do some
additional marketing through the newspaper, social media,and a video city staff is currently
working on.
6.2 Field Services Facility Expansion Project
Mr. Volk provided an update on the Field Services Facility Expansion Project. He shared that
the Field Services Expansion Workgroup has been working with Kodet Architectural in order
to determine a schedule for the expansion. At the meeting on October 23,they discussed the
phasing of the project and the best options for working on the site while the construction is
taking place. The workgroup will be meeting with Kodet on November 20 from 9:30 to 11:30
a.m. to further discuss planning options. As Commissioner Nadeau and Thompson volunteered
to be part of the workgroup associated with this project, staff requested they attend if it works
with their schedule.
6.3 Future Planning
Chair Dietz announced the following:
a. Regular Commission Meeting—December 12, 2017
b. Mr. Adams announced that the Employee Recognition Luncheon that was originally
scheduled for December 11, 2017 will be rescheduled to sometime in January. The
Commissioners suggested combining this event with the lunch the Commissioners typically
treat the employees to around that same timeframe. Staff agreed.
6.4 Other Business
There was no other business.
7.0 ADJOURN REGULAR MEETING
Moved by Commissioner Thompson and seconded by Commissioner Nadeau to adjourn the
regular meeting of the Elk River Municipal Utilities Commission at 4:32 p.m.Motion carried
4-0.
Minutes prepared by Michelle Canterbury.
A44‘ ?ILA
it hn J. To ietz,E' ►/T 'o p..•.'ssion Chair
Tina Allard,City Clerk
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Regular Meeting of the Elk River Municipal Utilities Commission
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