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2.2 ERMU MINUTES 04-08-2014ELK RIVER MUNICIPAL UTILITIES SPECIAL MEETING OF THE UTILITIES COMMISSION HELD AT UTILITIES CONFERENCE ROOM March 18, 2014 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; Eric Volk, Water Superintendent; Wade Lovelette, Technical Services Superintendent; Tom Sagstetter, Conservation & Key Accounts Manager; Jennie Nelson, Executive Administrative Assistant Others Present: Cal Partner, City Administrator; Peter Beck, Attorney 1.0 CALL MEETING TO ORDER John Dietz called the March 18, 2014 meeting to order at 3:30 p.m. 1.1 Pledge of Allegiance The Pledge of Allegiance was recited. 1.2 Commissioner Oath of Office and Election of 2014 Commission Officers Al Nadeau stated his Oath of Office as a Utilities Commissioner. When a new commissioner starts or an existing commissioner starts a new term, the officer positions can change by election. The three commissioners discussed the different office positions. Al Nadeau made a motion to elect John Dietz for Chair. Daryl Thompson seconded the motion. Motion carried 3-0. Daryl Thompson made a motion to leave Al Nadeau as the Vice -Chair and Daryl Thompson as the Trustee. Al Nadeau seconded the motion. Motion carried 3-0. 1.3 Consider Utilities Agenda There were no questions on the agenda. Daryl Thompson moved to approve the March 18, 2014 Utilities agenda. Al Nadeau seconded the motion. Motion carried 3-0. Page 1 Special meeting of the Elk River Municipal Utilities Commission March 18, 2014 14 1.4 Water Quality Fluoridation Award Eric Volk presented the Water Quality Fluoridation Award. He gave thanks to the water operators for their dedication to the wells and water quality. The commissioners thanked the water department as well. 2.0 CONSENT AGENDA (Approved By One Motion) John Dietz had a few questions on the financials, staff responded. Daryl Thompson moved to approve the Consent Agenda as follows: 2.1 February Check Register 2.2 February 11, 2014 Previous Meeting Minutes 2.3 Financial Statements Al Nadeau seconded the motion. Motion carried 3-0. 3.0 OPEN MIC No one appeared for open mic. 4.0 OLD BUSINESS There is no old business. 5.0 NEW BUSINESS 5.1 2013 ERMU Annual Report Troy Adams presented the 2013 Annual Report. He reviewed some of the highlights from the past year. Discussion followed. 5.2 Salvation Army Heatshare Program Policy At the February Commission meeting, it was noted that a customer had requested to donate their credit balance to HeatShare in of having it credited to them. This discussion led to the question if we could provide customers the option of donating credit balances to HeatShare moving forward. It was also discussed having the ability to remove the small and insignificant credit balances from customer accounts and remitting the aggregate balance to HeatShare. Page 2 Special meeting of the Elk River Municipal Utilities Commission March 18, 2014 15 Staff recommended that ERMU be able to offer the option to customers to donate their credit balance to HeatShare and for staff to remove and remit any customer credit balance less than five dollars to the program as well. Theresa Slominski presented the resolution necessary for staff to be able to allow customers to do this. Daryl Thompson made a motion to approve the resolution concerning credit balances being donated to HeatShare. Al Nadeau seconded the motion. Motion carried 3-0. 5.3 2014 Vehicle Purchases Wade Lovelette received quotes from Midway Ford and Cornerstone Auto for the 2014 vehicle purchases. Cornerstone Auto quoted less than Midway Ford. Staff recommends that the vehicles be purchased from Cornerstone Auto. Discussion followed. Daryl Thompson made a motion to approve two F250s for purchase through Cornerstone Auto. Al Nadeau seconded the motion. Motion carried 3-0. 5.4 2014 American Public Power Association Leeislative Rally Troy Adams provided an update on the American Public Power Association (APPA) Legislative Rally. John Dietz & Daryl Thompson, along with Troy Adams, traveled to Washington D.C. for the conference. They joined together with staff from Minnesota Municipal Utilities Association to talk to legislative officials about topics such as tax exempt financing, cyber security and carbon regulations, among others. The commissioners also attended a governance seminar while in D.C. Daryl Thompson noted that the seminar was very valuable. John Dietz also said that the trip was worthwhile. Discussion followed. 5.5 Frozen Water Services Eric Volk updated the commission on the how many frozen water services there have been this year. There are forty one frozen services and about ten will be frozen for the rest of the winter. Staff is trying to be supportive and hook lines up to other services to make sure everyone has water. Some usage for those proactively continuously running their water will be charged at a lower tier. Discussion followed. 6.0 There was no other business. 6.1 Staff Updates Troy Adams went to Le Seuer at the request of the manager of Le Seuer to talk to the City Council about extending their power contract with MMPA from year 2040 to 2050. He also received a call from a manager in Chaska requesting that he talk to their City Council as well. Theresa Slominski updated the commissioners on Friday morning customer traffic as the office hours will change from 8:00 to 8:30 in a few weeks. There have only been three customers in the last month come through during that time. She also noted that ERMU will have a sales tax audit next month. Page 3 Special meeting of the Elk River Municipal Utilities Commission March 18, 2014 16 Mark Fuchs told the commissioners that staff will be advertising for a Bore Rig Operator. Troy Adams said that since one of the locators was promoted, there is an opening; however two locators are not needed. The second locator position will be replaced with a Bore Rig Operator. Tom Sagstetter said that he is working through an issue with a commercial customer. This customer was previously on a particular rate and then moved to a different rate. The customer is looking to move back to the original rate. Discussion followed. Cal Portner said that City staff made an offer to one of the applicants for the IT position. The actual hiring this person will be on the next City Council agenda. Cal also said that staff from the City recently talked to the Council about a gravel mining study to look at future development. This would affect the water department down the road. 6.2 Set Date for Next Meeting The next regularly scheduled Commission meeting will be on April 8, 2014. The Commission recessed the regular meeting at 4:20 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 6.5 Adjourn Regular Meeting Daryl Thompson moved to adjourn the regular meeting of the Elk River Municipal Utilities Commission at 4:50 p.m. seconded the motion. Motion carried 3-0. Minutes prepared by Jennie Nelson. John J. Dietz Chair, ERMU Commission Tina Allard City Clerk Page 4 Special meeting of the Elk River Municipal Utilities Commission March 18, 2014 17