12-09-2003 ERMU MIN ELK RIVER MUNICIPAL UTILITIES
REGULAR MEETING OF THE
ELK RIVER MUNICIPAL UTILITIES COMMISSION
December 09, 2003
Members Present: Jerry Takle, Vice Chair; James Tralle, Trustee
Members Absent: John Dietz, President
Staff Present: Bryan Adams, General Manager; Glenn Sundeen, Line Superintendent; David
Berg, Water Superintendent; Patricia Hemza, 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 LFG facility. He reported on the
resolution of the problems with the new line truck. Dueco has offered to pay one-half of the
cost to replace the boom. The Utility share will be approximately $7,000.00. Staff views the
solution as favorable, and Commission concurred.
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Regular meeting of the Elk River Municipal Utilities Commission
December 9, 2003
5.2 Review MNDOT Street Light Maintenance Agreement
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%transfer of Elk River revenues to the City.
The re-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
Takle stated that he feels donating those expenses is an added tax. James Tralle requested
Staff to resume this discussion at the January 2004 meeting,when John Dietz would be
present.
5.3 Review Street Light Committee
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
Staff reviewed the necessity of re-manning the committee. James Tralle stated that he feels
Commission involvement with the Street Light Committee 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 Jeff Beahan, Elk
River Police Chief as the Street Light Committee. Jerry Takle seconded the motion. Motion
carried 2-0.
5.4 Review Air Conditioning Rebate
Staff asked Commission for an opinion on the $6/month controlled air conditioning
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 Takle asked questions on the
financial analysis, and wondered if new hook-ups could be required to participate in the
controlled 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 carried out in the spring.
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Regular meeting of the Elk River Municipal Utilities Commission
December 9, 2003
5.4 Review Misc. Water Issues
Staff advised 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. Staff will continue to look for contingency plans.
The proposal for the Water Department going to an on-call status 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 Takle 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 Tralle moved to implement the same on-call wording for the Water
Department compensation, as the Electric Department uses. Jerry Takle seconded the
motion. Motion carried 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. Motion carried 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 Staff to advertise, and hire for the position after the
holiday season. Jerry Takle seconded the motion. Motion carried 2-0.
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Regular meeting of the Elk River Municipal Utilities Commission
December 9, 2003.
6.3 Review & Consider 2004 Vehicle Requirements
Pick-up truck 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 further 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 submitted,
Patricia Hemza
Office Manager