2.2 ERMU MINUTES 05-14-2013ELK RIVER MUNICIPAL UTILITIES
REGULAR MEETING OF THE
UTILITIES COMMISSION
HELD AT UTILITIES CONFERENCE ROOM
April 9, 2013
Members Present: John Dietz, Chair; Al Nadeau, Vice Chair; Daryl Thompson, Trustee
ERMU Staff Present: Troy Adams, General Manager;
Theresa Slominski, Finance and Office Manager;
Mark Fuchs, Line Superintendent; David Berg, Water Superintendent;
Wade Lovelette, Technical Services Superintendent;
Tom Sagstetter, Conservation & Key Accounts Manager;
Jennie Nelson, Executive Administrative Assistant
Others Present: Cal Portner, City Administrator; Peter Beck, Attorney
1.0 CALL MEETING TO ORDER
John Dietz called the April 9, 2013 meeting to order at 3:30 p.m.
1.1 Pledae of Allegiance
The Pledge of Allegiance was recited.
1.2 Consider Utilities Agenda
Troy Adams requested to move agenda item 5.5, iPad Training, before the Consent Agenda.
Daryl Thompson moved to approve the amended April 9, 2013 Utilities agenda. Al Nadeau
seconded the motion. Motion carried 3-0.
5.5 iPad Training
Included in the 2013 budget is the purchase of iPads for those involved in the commission
meetings. The Commission requested some training to determine if that is something they would like
to move forward with. Bob Pearson and Tristan Nicka from the City of Elk River's IT department
provided training and insight on how iPads can be more efficient than paper copies of the commission
books.
John Dietz requested that a summary of all the costs involved with iPads would be brought
back to the Commission in May.
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Regular meeting of the Elk River Municipal Utilities Commission
April 9, 2013
2.0 CONSENT AGENDA (Auaroved By One Motion)
John Dietz had questions on the check register and financials. Staff responded.
AI Nadeau moved to approve the Consent Agenda as follows:
2.1 March Check Register
2.2 March 19, 2013 Special Meeting Minutes
2.3 Financial Statements
Daryl Thompson seconded the motion. Motion carried 3-0.
3.0 OPEN MIC
No one appeared for open mic.
4.0 OLD BUSINESS
There was no old business.
5.0 NEW BUSINESS
5.1 First Ouarter Delinquent Items
First quarter delinquent items were presented to the Commission for their review. The
report showed four columns: Assessments, Collections, Revenue Recapture (RR) and Write Offs.
An explanation was given for each of these categories.
The amounts displayed for the Commission covered items through December 15, 2012 as
those amounts would be greater than ninety days out. If we have notice of bankruptcies or deaths
through March 15, those were also included in the amounts.
John Dietz requested to see how much has been submitted to RR from the beginning and
how much has been recovered. Staff will bring that information back to the Commission in May.
Al Nadeau made a motion to approve First Quarter Delinquent Items. Daryl Thompson
seconded the motion. Motion carried 3-0.
5.2 Purchase Order Policy and Resolution
The Commission has previously approved the Purchase Order Policy 8.15 stating "Any
purchased item(s) or service(s) over $250.00 must have a pre -approved purchase order
number ... Items or services under $250.00 may be purchased upon authorization of the
Supervisor.
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Regular meeting of the Elk River Municipal Utilities Commission
April 9, 2013
The City of Elk River recently brought their Purchase Order Policy to the City Council to
increase their purchase amount to $5,000.00. ERMU followed suit with the City requesting the
Commission approve a change to our Purchase Order Policy to state that "Any purchased item(s)
or service(s) over $5,000.00 must have a pre -approved purchase order number ... Items or
services under $5,000.00 may be purchased upon authorization of the Supervisor."
A Resolution of the Board of Commissioners of Elk River Municipal Utilities
Authorizing a Process for the Payment of Claims was also brought to the Commission. This
resolution was adopted in 2003 and was brought to the Commission for their review and
consideration.
Al Nadeau made a motion to approve the Purchase Order Policy and the Resolution of the
Board of Commissioners of Elk River Municipal Utilities Authorizing a Process for the
Payment of Claims. Daryl Thompson seconded the motion. Motion carried 3-0.
5.3 MnWarn Water System Mutual Aid Membership
ERMU currently has a mutual aid membership with Minnesota Municipal Utilities
Association (MMUA) for the electric department, but does not have any type of service for the
water department.
Minnesota's Water/Wastewater Agency Response Network (MnWarn) is a free formal
emergency response program. The League of Minnesota Cities' attorneys wrote a template
agreement for utilities/cities to sign to apply for this service. Once ERMU participates in this
program, all of the legal documents, such as insurance, would already be in place if mutual aid
was needed. MnWarn would also provide ERMU a list of utilities that would be able to assist
with mutual aid. ERMU would also be on a list to provide mutual aid to other utilities, but we
don't have to provide aid unless we are able to.
The template that is currently written is geared more towards a city than a utility. ERMU
legal counsel would need to make a few changes for the agreement to be accurate for a utility
and commission.
Daryl Thompson made a motion to approve legal counsel to make changes to
Minnesota's Water/Wastewater Agency Response Network Mutual Aid agreement and
bring back to the Commission when completed. Al Nadeau seconded the motion. Motion
carried 3-0.
5.4 Employee Handbook
The employee handbook was last approved by the Commission in October 2011. This
version presented to the Commission included the approved changes from 2011 in addition to a
few new changes.
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Regular meeting of the Elk River Municipal Utilities Commission
April 9, 2013
Troy Adams reviewed the changes with the Commission. Discussion followed.
Daryl Thompson made a motion to approve the Employee Handbook. Al Nadeau seconded
the motion. Motion carried 3-0.
5.6 Update on the Fiber ODtic Infrastructure Aereement
The Fiber Optic Infrastructure Agreement has already been approved by the Commission
and the fiber has already been put in. ERMU staff was waiting for Sherburne County to sign the
agreement before signing our agreement. They have now signed the agreement and ERMU is
requesting that the Commission approve signing our agreement.
Al Nadeau made a motion to approve signing the Fiber Optic Infrastructure Agreement.
Daryl Thompson seconded the motion. Motion carried 3-0.
5.7 Update on the Citv of Elk River's Franchise Ordinance
The City of Elk River is proposing a Franchise Fee Ordinance and Franchise Ordinance
to the City Council. This would be implemented as a way to collect money for street projects
instead of assessing the charges. Troy Adams presented the Commission with the ordinance for
ERMU. The main concern is that all utilities affected by this Ordinance be treated the same. This
Ordinance reflects that and will be brought to the City Council on April 15, 2013 for approval.
6.0
There was no other business.
6.1 Staff Updates
Troy Adams added to his staff update verbally by saying that Missouri River Energy
Service's annual meeting is on May 8 and 9, Great River Energy's meeting is on June 12th and
CMMPA's annual meeting is on April 23`d.
Theresa Slominski presented the advertising breakdown that John Dietz had requested the
prior month. Security advertising was shown separate from all other advertising. Discussion followed.
It was requested to bring back ERMU advertising for the past five years in May.
David Berg added to his staff update verbally by saying that the plumbing company that is
currently installing our pressure reducers, Blue Water Plumbing, is doing well and moving quickly.
Pressure reducers needed to be installed because staff had to convert an area to a high pressure zone
for the City's industrial park.
6.2 Set Date for Next Meetine
The next regularly scheduled Commission meeting will be on May 14, 2013.
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Regular meeting of the Elk River Municipal Utilities Commission
April 9, 2013
The Commission recessed the regular meeting at 5:09 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. Adiourn Closed Session
6.4 Closing of Meeting: "Meeting to be Closed pursuant to MN Statute 13D.05, Subd
3(a) for Employee Performance Evaluation"
John Dietz requested to postpone Troy Adam's annual review to the next regularly
scheduled Commission meeting on May 14, 2013. The Commission agreed.
6.5 Adiourn Regular Meeting
Al Nadeau moved to adjourn the regular meeting of the Elk River Municipal Utilities
Commission at 5:37 p.m. Daryl Thompson seconded the motion. Motion carried 3-0.
Minutes prepared by Jennie Nelson.
John J. Dietz
Chair, ERMU Commission
Tina Allard
City Clerk
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Regular meeting of the Elk River Municipal Utilities Commission
April 9, 2013