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6.1. ERMUSR 07/09/2019 Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Troy Adams, P.E.—General Manager MEETING DATE: AGENDA ITEM NUMBER: July 9, 2019 6.1a SUBJECT: Staff Update ACTION REQUESTED: None DISCUSSION: • The Board of Directors of the Minnesota Municipal Power Agency (MMPA) met on June 25, 2019 at Shakopee Public Utilities in Shakopee, Minnesota. I was in attendance. Commissioner Al Nadeau was not able to attend. The Board approved a revised load shedding policy that included Elk River Municipal Utilities, MMPA's newest member, in the rotational order. The Board discussed the status of the renewable projects the Agency is pursuing. The Board approved an option of 100% renewable energy at each member's choice. A presentation was made to the Board reviewing the Agency's energy education program for the 2018-2019 program year. • On May 29 we held the kickoff meeting for the Safety Committee Workgroup. And on June 26 we held the kickoff meeting for the Employee Recognition Workgroup.These two workgroups were created in response to employee feedback provided in the organizational effectiveness survey conducted earlier this year.These workgroups have employees from our four departments: office,technical services, electric, and water. And, these workgroups both include an "inside" and "outside" manager. Both workgroups will review and develop ideas for improving safety culture and employee morale, respectively. Programs and concept ideas requiring funding or policy changes would follow established management and commission review and budgeting processes. • In preparation for upcoming Highway 169 construction, as well as load growth resulting from service territory transfers and organic growth, staff has been exploring options to add a substation on the east side of Elk River. One of the sites identified is a section of city-owned property preliminarily identified as the outlot where Fillmore Street NW is Page 1 of 2 116 connected to Jarvis Street NW near 165th Avenue NW on the southeast corner of Elk River. Staff is in discussions with city staff, Great River Energy, and Minnesota Municipal Power Agency regarding the site. ATTACHMENTS: • ERMU Safety Training Workgroup—Scope of Work • ERMU Employee Recognition Workgroup—Scope of Work Page 2 of 2 117 Elk River Municipal Utilities ERMU Safety Training Workgroup Members:Tony Mauren,Jon McLean,Scott Thoreson, Katy Olson,Tom Geiser, Michelle Canterbury Meeting Date: May 29, 2019 Workgroup Purpose:This workgroup was created to provide perspective from all departments for the purpose of improving our safety training program and safety culture. Workgroup Scope: • Discuss safety training needs and mandated training requirements • Evaluate current safety training program • Analyze gaps between program and needs (if any) • Develop priorities and opportunities for improvements (if any) • Develop proposals for budgeting and commission approval (if needed) • Develop criteria to quantify and measure safety training program performance • Established safety training quality expectations • Annually review safety training program performance Meeting Schedule:The workgroup should meet at least twice a year,first to help establish program goals and second to review performance against goals established.The workgroup could meet up to four times per year as needed. ERMUMN.COM I 763.441.2020 I 13069 ORONO PARKWAY I PO BOX 430 I ELK RIVER, MN 55330-0430 118 Elk River Municipal Utilities ERMU Employee Recognition Workgroup Members: Mike Langer,Jeff Murray, Dan Plude,Jessica Rahn,Jennie Nelson, Dave Ninow Meeting Date:June 26, 2019 Workgroup Purpose:This workgroup was created to provide perspective from all departments for the purpose of improving employee recognition and supporting a positive work environment. Workgroup Scope: • Review policy and legal restrictions related to public expenditures • Discuss department perspectives on employee recognition • Develop priorities and opportunities for improvements in employee recognition • Discuss consistency requirements for program application for all departments • Develop criteria to quantify and measure employee performance • Develop employee recognition programs • Discuss process for budgeting,wage& benefits committee review, and commission approval • Establish workgroup's implementation and oversight process • Annually review employee recognition programs,their success and delivered value Meeting Schedule:The workgroup should meet at least twice a year:first,to help establish programs and goals; and second,to review performance against goals established.The workgroup could meet up to four times per year as needed. ERMUMN.COM I 763.441.2020 I 13069 ORONO PARKWAY I PO BOX 430 I ELK RIVER, MN 55330-0430 119 Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Theresa Slominski —Finance & Office Manager MEETING DATE: AGENDA ITEM NUMBER: July 9, 2019 6.1b SUBJECT: Staff Update ACTION REQUESTED: None DISCUSSION: • Feedback on the new bill presentation changes has been minimal with no negative comments received, and so we are considering that positive. There have been some issues of confusion as some thought the bill explanation included was a second bill, and some thought they were now being charged for new services with the separation of City charges and ERMU charges. There was a slight hiccup with some group-invoiced customers having the same graph displayed on all the bills rather than the specific account information graphs, but that has been corrected. • Shutoffs thus far have been less eventful compared to last year. This could be attributed to multiple things: cycled billing allowing for more timely pay on some accounts, cycled billing allowing for better focus on overdue accounts, the bulletproof glass deflecting hostility, and new territory customers being acclimated to our practices, etc. • There was a new law enacted this past legislative session, called the Wage Theft Law, which affects all employers, so we have made some changes in-house to comply as of July 1. Compliance required displaying our phone number, and specifying the wage type (hourly, salary, other) on the check stubs. It also involves distributing a "wage statement" with specific items to all new employees, and also distributing a wage statement to affected employees anytime the items on the statement change. These items are rate of pay, vacation accrual, exempt status, and a list of deductions. Page 1 of 1 120 Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Mark Fuchs— Electric Superintendent MEETING DATE: AGENDA ITEM NUMBER: July 9, 2019 6.1c SUBJECT: Staff Update ACTION REQUESTED: None DISCUSSION: • Had 9 new house services. • Continue collecting data with the GPS for our ArcView maps as time permits. • Continued rebuilding the three phase overhead line on Jarvis Street between 165th Avenue and Highway 10. • Continue installing the infrastructure required for the acquisition of Area 7. We will be acquiring Areas 7 and 8 in September. • Continue going through the new GIS map book and verifying that it matches what is in the field. As part of this process the equipment is inspected and repairs are made as needed. • We started moving the underground and overhead infrastructure for the construction of roundabouts at County Road 13 and 33 and at County Road 13 and 40. • We tested the oil in 62 Cooper switchgears for moisture levels, inspected the electronic controls for corrosion, and made sure there were no cracks in the lid. As we have had problems in the past with defective gaskets allowing moisture into the switchgears, the manufacturer recommended taking oil samples more frequently to monitor the situation. • We bored in some single phase underground primary wire for an additional service at 10137 209th Avenue. • Michels Pipeline is working on the joint trench for the Nantucket Shores Addition in Otsego, which consists of 13 lots. For this project we'll be replacing the overhead single phase tap line on Nantucket Avenue with underground. • We started installing the underground infrastructure for the Lawatsch Farms Addition, which consists of 10 lots. This addition is located in the middle of an older development, with infrastructure that needs to be rebuilt, so we will be rebuilding the single phase overhead on Pascal Street, Troy Street, and 189th Avenue. • At the Waco 1 Substation we changed out one of the three 69kv vacuum bottles on the circuit switcher that had a slow leak. Page 1 of 2 121 • A vehicle struck a three phase overhead pole that needed to be replaced on Highway 169 and 217th Avenue. • On June 18, a squirrel got into the Otsego substation causing an outage for Dayton and Otsego customers. We had to put the load on the Station 14 Substation so repairs could be done. • On June 10, a three phase overhead pole with a single phase overhead tap was struck by a vehicle on Highway 10. This caused the road to be closed until the wire could be moved. Once the new pole was installed, the Minnesota Department of Transportation and State Patrol helped with traffic control to get the overhead tap back up across Highway 10. Page 2 of 2 122 Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Mike Tietz—Technical Services Superintendent MEETING DATE: AGENDA ITEM NUMBER: July 9, 2019 6.1d SUBJECT: Staff Update ACTION REQUESTED: None DISCUSSION: • In May, the locating department had a total of 520 locate tickets consisting of 10 emergency tickets, 8 cancellations, 447 normal tickets, and 44 updated tickets. This is an 18% decrease in volume of tickets from the previous month. • Electrical Technicians continue with updating the power bill, substation checks, disconnects/reconnects, dealing with customer meter and off-peak issues, as well as the new installation of the solar facility at City Hall. • On June 20, staff ran Engines 3 & 4 without any issues. Engines 1 & 2 were run on June 21. The previous issue with Engines 1 & 2 was determined to be water in the fuel system. The water was removed from the day tank and fuel lines to both engines. We are still trying to determine the source of the water in the tank. • Staff continues to perform meter audits around the system as time allows. • Mapping department continues to update points and attributes for all of our systems assets within the ESRI ArcView GIS system. • On June 21, a squirrel caused a fault that opened the high-side circuit breaker at the Otsego Substation, resulting in an outage for 1215 customers. Staff took an oil sample from the power transformer for a rush dissolved gas analysis to make sure that the transformer did not sustain any internal damage from the fault. Staff is investigating how the squirrel made entry. • Staff replaced a failing 69 kV circuit switcher interrupter on the center phase of Waco Bank 1 Substation. • Members of the leadership team are reviewing the Disaster Recovery Plan and gathering various RP3 application criteria for the upcoming designation renewal. Page 1 of 1 123 4*-- Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Dave Ninow—Water Superintendent MEETING DATE: AGENDA ITEM NUMBER: July 9, 2019 6.1e SUBJECT: Staff Update ACTION REQUESTED: None DISCUSSION: • Delivered fourteen new water meters. • Sealed the water meter, and took curb stop ties from eleven water services. • Completed 15 BACTI/Total Chlorine Residual Samples o All confirmed negative for Coliform Bacteria. o Bacteriological/Disinfectant Residual Monthly Report submitted to the MDH • Completed 20 routine fluoride samples o All samples met MDH standards. o Submitted MDH Fluoride Report • Collected 30 water samples from households throughout the water system for lead and copper testing. Staff contacted residents to ask if they would participate, delivered sample bottles with instructions to those who agreed, picked up the water samples, and sent them into a lab to be tested.The results will be sent to the Minnesota Department of Health (MDH) and each resident that participated. • Repairs needed resulting from the backwash flooding at the Well 6 Water Filter Plant have been completed. That well is back in operation. • Short Elliott Hendrickson Inc. performed an inspection of the paint inside of the tank of Gary Street Water Tower; the report will be used for obtaining bids for repainting the tank interior. • On June 23, at Well 4 Water Filter Plant, a pipe elbow cracked close to the chlorine injection point and started leaking chlorine-rich water. The water did not contact anything but chlorine gas levels were elevated inside the plant. Contractors came out the following week to look at issues with the alarm system and well controller; they found that the issues were probably not due to corrosion from the short exposure to increased levels of chlorine gas. • The water operators have been performing hydrant flow tests to collect water flow data across the water system. ATTACHMENTS: • June 2019 Pumping by Well Page 1 of 1 124 ao C o a E 00 s. 4— M o N v on es^l O C v W L M aJ m o E hA N a C I ¢ N c I xt CD M 0 n 01 I O N ai N C = as 0 I O O CD Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Tom Sagstetter—Conservation & Key Accounts Manager MEETING DATE: AGENDA ITEM NUMBER: July 9, 2019 6.1f SUBJECT: Staff Update ACTION REQUESTED: None DISCUSSION: • In the last 30 days, the level two charger located downtown had 15 sessions, and provided customers with 106 kWh of green energy. The charger in the ERMU/City Hall parking lot had 13 sessions and provided customers with 90 kWh of green energy. The DC fast charger at the Coborn's fuel station has had 9 sessions and provided 190 kWh of green energy to customers. There was a total of 37 charging sessions and 386 kWh of energy provided over the last 30 days. • The landfill gas plant lost engine 4 for a brief time on June 21 due to a detonation issue with one of the cylinders which lead to an operational issue with the circuit breaker for that engine. Eaton Corporation was called out to make emergency repairs on the breaker.The cost is estimated to be less than $1,000. On June 23, the landfill experienced a complete shutdown during a power outage caused by a vehicle striking an ERMU power pole on Highway 169. The power plant was restored to full production on Monday, June 24. Staff is also getting bids to paint the exterior doors and railings at the landfill gas plant. • Staff has been preparing for the Sherburne County Fair's Parade.The parade is on July 20th at 10:00 a.m. The theme for this year is "United We Grow." ERMU will be highlighting our Clean Energy Choice and electric vehicle programs. Featured in the presentation will be the new bucket truck, Eddy the EV, and 11 volunteers representing field services, office staff, commission members, and their families. • There has been a great deal of activity with solar panel installations. Minnesota Municipal Power Agency completed the installation of a 5 kW system that was provided to the City of Elk River through the Hometown Solar Grant Program.There are currently two other solar panel systems under construction that total approximately 30 kW of capacity. Page 1 of 1 126 Elk River Municipal Utilities UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Michelle Canterbury— Executive Administrative Manager MEETING DATE: AGENDA ITEM NUMBER: July 9, 2019 6.1g SUBJECT: Staff Update ACTION REQUESTED: None DISCUSSION: • The Current newsletter is the July bill insert. The summer edition focuses on topics such as: Auburn Tower reconditioning project, the importance of keeping your utilities clear, how to spot and avoid scam calls soliciting for payment of your utility bill, stopping utility services, taking advantage of more balanced payments with ERMU's budget plan, the 2018 water quality report, and the benefits of following ERMU on social media. Attached is a copy of the newsletter. • Typically when we publish our quarterly Current newsletter, we intentionally focus our social media posts that month around the topics that were covered in the newsletter. The intent is to communicate the same message to our customers and community through various platforms. It is our goal to serve our customers through a variety of communication methods that will appeal to their preferred style of receiving information. In addition to the newsletter topics we'll be posting in July, other topics will include: notice of holiday closure, trash collection delays, the top cause of power outages and how to report them, participation in the Sherburne County parade, employee recognition, water conservation, and learning more about how electric vehicles work. • The Communications Department has also been working to implement videos into our social media communications whenever possible. Our Communications Coordinator is doing an excellent job producing interesting and informational video footage that has been well received by our followers. The second half of July will feature a video on "What's Inside a Water Tower." The impressive video footage could only be obtained one way, and that was achieved by climbing the water tower. All I can say is congratulations to ERMU's communications coordinator for taking the challenge and accomplishing the goal of making it to the top! A link to the video is listed below. • The roll-out of the new brand and branding standards continues for the bucket and digger truck decals.This includes transitioning over to the new RP3 logo design. ERMU's Page 1of2 127 Communications Department is also working with the city on the rebrand of ERMU's employee identification cards. • The Administration and Communications Department is looking to add some professionally taken photos to our library of photos. The photos will be used for various publications, postings, and miscellaneous applications. In addition to the employee and department photos, we would also like to get a few good group photos and individual shots of Commission members. We are looking at September 10, 2019 for the photo shoot, and are requesting the Commissioners arrive an hour prior to the Commission meeting scheduled for that day. Staff will provide further details at the August Commission meeting. ATTACHMENTS: • Bill Insert—Current Newsletter Summer Edition • Video Link-What's Inside of a Water Tower Page 2 of 2 128 Elk River ^- SUMMER 2019 Municipal Utilities THE CURRENT WATER TOWER WORK THIS SUMMER OUR The Auburn Street Water Tower will undergo a scheduled reconditioning.It will receive MISSION structural modifications and restoration to comply with regulations and standards,as well as appearance and safety improvements.Originally constructed in 1993,the 500,00o gallon To provide our customers spheroid-shaped tower was last repaired in 2014. with safe,reliable,cost- effective and quality A commitment to safety and quality drives long-term electric and ERMU to perform these updates as soon as they water utility services. become necessary,and that same commitment To communicate and shapes how they are performed.All work done educate our customers will meet local,state,and federal regulations. in the use of utility The tower will be surrounded by a curtain during ,- services,programs, policies and future plans. this process to contain the debris caused by These products and removing paint,which is not classified as lead or services will be provided chromium-based. in an environmentally The work,which is scheduled to begin in July,will and financially responsible manner. take approximately ii weeks to complete. Keeping Your Utilities Clear OUR The utilities equipment on your property serves an important purpose for you and your VISION neighbors.If landscaping or objects interfere with ERMU staff's access to electric meters on your home,or transformers in your yard,it can endanger workers and disrupt service. Provide exceptional Please review the diagrams below to learn how much room ERMU requires for maintaining services and value to utilities.It's also important to note that a fire hydrant needs three feet of clearance all the those we serve. way around.If there are obstacles in front of your fire hydrant,it can delay lifesaving efforts. While working on your lawn this summer,be sure to trim bushes and trees around utility meters.If there is not sufficient space for the safe operation and maintenance of the meter, OUR our technicians reserve the right to remove items that are in the way.When you add VALUES new plants to your yard,please be aware of their potential size and growth pattern.We appreciate your cooperation in keeping a safe working area around any utilities that may 0 INTEGRITY be located on your property. OQUALITY 0 COMMUNICATION 3fn +aft CI � t 6ft OSAFETY IONS" `� COMPETITIVE N Required clearance for transformers Required clearance for electric meters ERMUMN.COM I 763.441.2020 I 13069 ORONO PARKWAY I PO BOX 430 I ELK RIVER, MN 55330-0430 SUMMER 2019 RELIABLE THE CURRENT RP3 puB' ,r;or PROVIDER Slam the Scam ERMU encourages all customers to learn how to spot and avoid scams regarding their utility bill.The most common example involves past due bills where a caller posing as a utility 9, , representative threatens instant disconnection if a payment is not made immediately.ERMU does not conduct business with its customers this way. c 11. alai There is a process that occurs before disconnecting MOVING OUT? any service.We mail letters.send automated phone Remember to contact calls,and discuss payment arrangements with • " \j, ERMU so we know the date ; customers;there is no immediate disconnection. } that you want services We also do not disconnect at night or on weekends. stopped and to provide your new mailing address. If you're asked to wire money,send a money order. This will help ensure that use PayPal,or make a payment outside of our J your final bill is processed regular processes,it is a scam! ERMU staff will correctly and that your never ask you to provide your banking information . account will be closed. verbally.All payments over the phone occur on an • • If your name is not removed automated line.using your keypad.Should you ever from the account,you could receive a scam call,having a SmartHub account will end up paying the utility also allow you to verify the status of your bill. bills at your old address until the next resident If you're unsure about any call,the best strategy is to hang up and call us.This allows you to moves in and calls us. be sure you're dealing directly with ERMU.If you receive a call that turns out to be a scam, please report it immediately to your local police department. SUMMER BUDGET 2018 Water Quality Report PLANS AVAILABLE ''' uu'WATER Summer usually means QT TA T fy The 2018 Water Quality Report is here! ERMU works with customers are using more , the Minnesota Department of Health all year to test and energy for air conditioning , Q,... , , maintain the quality of your water.We remain vigilant and more water for irrigation. ' a in meeting the challenges of new regulations,source Avoid payment peaks with ERMU's Budget Plan.By water protection,conservation,and community outreach enrolling in this convenient tlk ith 6, to serve the needs of our customers.This report will give program,you will know the you a look at the work being done,helpful household amount due on your bill for tips,and the test results. the next twelve months. ems, Visit our website to download the report or contact our If you're interested in finding I . . offices to receive a physical copy. out more,please contact our Customer Service Department.We would Follow Us! be happy to go over all of Get the latest information about your utilities services by following ERMU on social media. the details,and provide an estimate.Take advantage of We share important service updates,tips to save energy,event details,and much more. more balanced payments Find us at any of the addresses provided! with ERMU's Budget Plan, O ®elkrivermunicipalutilities p ©ermu_mn O ©ERMU_MN in Elk River Municipal Utilities WE WELCOME YOUR QUESTIONS AND COMMENTS: ERMUMN.COM I 763.441.2020 130 1-.11 Elk River Municipal Utilities 2019 GOVERNANCE AGENDA Tuesday, January 8: Tuesday, February 12: • Annual Review of Committee Charters • Review Strategic Plan and 2018 Annual Business Plan results Tuesday, March 12: Tuesday, April 9: • Oath of Office • Annual Commissioner Orientation and Review • Election of Officers Governance Responsibilities and Role • Audit of 2018 Financial Report • Financial Reserves Allocations • Review 2018 Performance Metrics Tuesday, May 14: Tuesday, June 11: • Annual General Manager Performance • Evaluation and Goal Setting Tuesday, July 12: Tuesday,August 13: • Annual Commission Performance Evaluation • Annual Business Plan—Review Proposed 2020 • Review and Update Strategic Plan Travel, Training, Dues, Subscriptions, and Fees Budget Tuesday, September 10: Tuesday, October 8: • Annual Business Plan—Review Proposed 2020 • Annual Business Plan— Review Proposed 2020 Capital Projects Budget Expenses Budget Tuesday,November 12: Tuesday, December 10: • Annual Business Plan- Review Proposed 2020 • Adopt 2020 Official Depository,Newspaper, Rates and Other Revenue and Regular Meeting Schedule • Adopt 2020 Fee Schedule • Adopt 2020 Governance Agenda • 2020 Stakeholder Communication Plan • Adopt 2020 Annual Business Plan 131