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09-11-1996 ERMU MIN REGULAR MEETING OF THE ELK RIVER MUNICIPAL UTILITIES COMMISSION HELD AT THE ELK RIVER MUNICIPAL UTILITIES OFFICE SEPTEMBER 11, 1996 Members Present : President James Tralle, Vice Chairman John Dietz, Trustee George Zabee Others Present : Terry Maurer, MSA Consulting Engineer; Bryan Adams, General Manager; Glenn Sundeen, Line Superintendent; Robert McCartney, Water Superintendent; Patricia Hemza, Office Manager 1 . Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Elk River Utilities Commission was called to order at 3 : 00 P.M. by President Tralle. 2 . Consider Utilities Agenda Mr. Dietz moved to approve the 9-11-96 Agenda. Mr. Zabee seconded the motion. Motion carried 3-0 . 3 . Consider Consent Agenda Mr. Dietz moved to approve the Consent Agenda as follows: 3 . 8-13-96 Minutes -- approved 4 . Check Register -- approved 5 . 1 . MSA Presentation on Water System Expansion Terry Maurer summarized the engineering study to identify potential sites and estimated costs for a well, filter plant, and water tower to serve the northwest area of the water system, and evaluated a trunk watermain extension from the northeast area of the water system to the north- west area of the water system. Trunk watermain extension will delay the need for future water tower #6 . Mr. Zabee moved to direct MSA to prepare a proposal to complete the Wellhead Protection Plan. Mr. Dietz seconded the motion. Motion carried 3-0 . Mr. Dietz moved to direct MSA to complete the preliminary design for the trunk watermain extention. Mr. Zabee seconded the motion. Motion carried 3-0 . Regular meeting of the Elk River Utilities Commission September 11, 1996 Page 2 Mr. Zabee moved to direct MSA to analyze the Water Tower sites, and to consider an additional site outside the urban territory. Mr. Dietz seconded the motion. Motion carried 3-0 . 5 . 2 Up-date, R.W. Beck electric rate study Mr. Adams discussed the progress of the rate study with the Commission, indicating the biggest challenge will be determining future capital costs. 5 .3 Up-date Elk River Utilities Office Building Mr. Adams advised the Commission that bids will be opened September 16, 1996 for the re-roofing project . The present roof has been temporarily patched by Skyline Roofing, who installed the rubber membrane in 1993 . 5 .4 Resolution for Public Power Week (Oct. 2-13,1996) The Commission was up-dated on plans for the recognition of Public Power Week. The Mayor will be proclaiming the week, we will have newspaper coverage, and the Current will devote part of its October publication to the Utilities . 5 . 5 Street Light Construction standards Mr. Adams recommended offering three choices to customers, as follows: A. Standard 35' wood pole with 6' galvanized steel mast and a 100 or 250 watt HPS cobra head lamp. Used in existing areas with overhead line construction and existing areas with underground construction with no street lights . Installation Cost @ $700 . 00 each. B. 30' direct buried fiberglass pole with 6' aluminum mast and a 250 watt HPS cobra head lamp. Used in new developments with underground electrical system at intersections of major roads . Installation cost @ $1, 200 . 00 each. C. 23 ' direct buried fiberglass pole with 6' aluminum mast and a 150 watt HPS traditionaire lamp. Used in new developments with underground electrical systems of minor street intersections and mid-block lighting if desired. Installation cost @ $900 . 00 each. Regular meeting of the Elk River Utilities Commission September 11, 1996 Page 3 Discussion of future considerations for mid-block lighting took place. No action taken at this time. Mr. Zabee moved to accept the three recommendations as presented for street light standards . Mr. Dietz seconded the motion. Motion carried 3-0 . 5 . 6 Elk River Utilities Office Building signs Mr. Adams presented quotes from six companies for signs for the Utility office building. Mr. Zabee moved to approve the quote from Signs Unlimited for a 2' X 5' sign for the west side of the building and a 3' X 7' 6" sign for the north side of the building. Mr. Dietz seconded the motion. Motion carried 3-0 . 5 . 7 Hydrant and water valve replacement Quotes for installing 4 valves and 1 hydrant were considered. Mr. Zabee moved to approve the quote of $12, 894 . 00, for the installation of 4 water main valves and to replace a hydrant at the Utilities office building. Mr. Dietz seconded the motion. Motion carried 3-0 . 6 . 1 12 .46 KV Electric Line Extension, Twin Lakes Rd. Recommendations to replace budget item 96-30 with a line extension to service a new church being built this fall requiring 3 phase, and to be utilized in the acquisition of additional territory from AEC were presented. Mr. Zabee moved to replace budget item 96-30 with a line extension on Twin Lakes Rd. Mr. Dietz seconded the motion. Motion carried 3-0 . 6 . 2 Elk River Municipal Utilities Priorities Mr. Adams presented a priority list, with the top 6 priorities, and asked for review by the Commissioners . It was recommended that conservation programs, both electric and water, be added to the list . Mr. Zabee moved to receive and file the priorities . Mr. Dietz seconded the motion. Motion carried 3-0 . A list of the priorities to be filed with the minutes of this meeting. Regular meeting of the Elk River Utilities Commission September 11, 1996 Page 4 6 . 3 Proposed Elk River Municipal Utilities Safety Program Mr. Adams explained the AWAIR act and presented the documents and manuals that will keep the Utilities in compliance. He also reviewed the program that the Utilities has contracted with MMUA, to insure that we stay in compliance. Mr. Zabee moved to adopt the safety program as presented on a preliminary basis, until a permanent program is presented. Mr. Dietz seconded the motion. Motion carried 3-0 . 6 .4 Anoka Electric Cooperative FERC filing Mr. Adams discussed the submittals by AEC to the Federal Energy Regulatory Commission regarding the rate schedules between AEC and the Elk River Municipal Utilities . An intervention will be filed on behalf of the Utilities to give more time to determine why this filing is necessary and what the impact will be . Other Business Power to the gazebo being constructed in the downtown plaza has been requested by the downtown committee to be donated. Mr. Zabee moved to ask the Committee to do the wiring, which is secondary, and the Utilities to donate the usage. Mr. Dietz seconded the motion. Motion carried 3-0 . The next scheduled regular meeting of the Elk River Utilities Commission will be October 8, 1996 at 4 : 00 P.M. Mr. Dietz moved to adjourn. Mr. Zabee seconded the motion. Motion carried 3-0 . The meeting of the Elk River Utilities Commission adjourned at 5 : 10 P.M. Respectfully submitted, Patricia Hemza Office Manager PRIORITIES 1 . Develop long range plans to address the needs of both water and electric utility in anticipation of future growth and development . 2 . Work closely with the City Administrator in developing marketing strategies and information for economic development . 3 . Explore joint powers options . Work with Anoka Electric Cooperative on a transfer of territories and in planning for long range improvements . 1* 4 . Conduct a study to determine the need for rate adjustments in the water and electric utilities . 5 . Develop and implement a regular maintenance program for the water utility. 6 . Address space needs for utility operations . 6* 7 . Develop a mapping system to record the overhead and underground facilities of the electric utility. 8 . Clarify reporting relationships and develop job descriptions. Establish a performance evaluation system. 9 . Evaluate the benefits of initiating an apprenticeship program. 3* 10 . Computerize the utility' s inventory and purchasing systems . 5* 11 . Develop a safety program. 12 . In conjunction with the City' s Civil Defense Director (Fire Chief) , develop an Emergency Preparedness Program. 4* 13 . Develop Utility policy and procedure manual . 14 . Phone system between the power plant and office, so calls can be transferred. 15 . New truck for Scott Nielsen. 16 . Update water maps . Page 2 PRIORITIES 2* 17 . Resolve power supply arrangement with UPA/AEC, or possibly other suppliers and determine future of 3000 Kw diesel generation. 18 . Conservation Programs for the Electric and Water Departments .