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2.2 ERMUSR 02-09-2021Elk River Municipal Utilities Commission Meeting Minutes January 12, 2021 Page 1 ELK RIVER MUNICIPAL UTILITIES REGULAR MEETING OF THE UTILITIES COMMISSION HELD VIRTUALLY DUE TO COVID-19 PANDEMIC January 12, 2021 Members Present: Chair John Dietz, Vice Chair Al Nadeau, Commissioners Paul Bell, Mary Stewart, and Matt Westgaard ERMU Staff Present: Theresa Slominski, General Manager Melissa Karpinski, Finance Manager Jennie Nelson, Customer Service Manager Tom Sagstetter, Conservation & Key Accounts Manager Michelle Canterbury, Executive Administrative Manager Tom Geiser, Operations Director Chris Sumstad, Electric Superintendent Mike Tietz, Technical Services Superintendent Dave Ninow, Water Superintendent Chris Kerzman, Engineering Manager Tony Mauren, Communications & Administrative Coordinator Others Present: Peter Beck, Attorney 1.0 GOVERNANCE 1.1 Call Meeting to Order The regular meeting of the Utilities Commission was called to order at 3:30 p.m. by Chair Dietz. Chair Dietz conducted a roll call for the commission members. 1.2 Consider the Agenda There were no additions or corrections to the agenda. Moved by Commissioner Bell and seconded by Commissioner Westgaard to approve the January 12, 2021, agenda. Motion carried 5-0. 2.0 CONSENT AGENDA (Approved By One Motion) Chair Dietz asked for clarification on consent agenda item 2.3 Cogeneration and Small Power Production Tariff. Mr. Sagstetter provided details on the tariff. Chair Dietz asked for background on the development of the tariff. Mr. Sagstetter responded. 28 Elk River Municipal Utilities Commission Meeting Minutes January 12, 2021 Page 2 Ms. Canterbury noted an error to be corrected in the December 8, 2020 meeting minutes. On page 3 of the meeting minutes, the motion for agenda item 5.1 should read“…to receive the October 2020 Financial Report.” The meeting minutes presented for approval say, “November 2020 Financial Report.” Staff noted they would make the correction. Moved by Commissioner Westgaard and seconded by Commissioner Stewart to approve the Consent Agenda, with the correction noted above to the December 8, 2020 Regular Meeting Minutes, as follows: 2.1 December 2020 Check Register 2.2 December 8, 2020 Regular Meeting Minutes 2.3 Cogeneration and Small Power Production Tariff – Schedules 1 and 4 2.4 2021 Pay Equity Report Filing 2.5 Resolution for Reimbursement of Capital Expenditures Motion carried 5-0. 3.0 OPEN FORUM There were no public comments submitted for open forum. 4.0 POLICY & COMPLIANCE 4.1 Annual Review of Committee Charters Ms. Slominski reminded the Commission that the annual review of the committee charters is an opportunity for them to make changes to the committees and determine whether they are still needed. It is also an opportunity for the commission to give direction to the committees. There were no recommended changes from the Commission. In addition to the current commission-created committees: the Wage & Benefits Committee, Financial Reserves & Investment Committee, and the Information Security Committee, a Dispute Resolution Committee Charter Policy was presented for adoption. Commissioner Stewart asked whether there was an event that inspired the creation of the new committee. Ms. Slominski responded that there had not been an event, and that this was the last of the charters to be created from the commission governance policy manual initiative. Chair Dietz asked for background on how disputes have been addressed to this point. Ms. Slominski explained that previously ERMU has asked customers to appear at the commission meeting to address issues, or staff has been able to work with customers directly. 29 Elk River Municipal Utilities Commission Meeting Minutes January 12, 2021 Page 3 Chair Dietz had a question about the appeals process for the committee’s decisions. Ms. Slominski responded that the goal of the committee is to give customers the chance to address the appointed commission member along with staff. Ms. Slominski explained that each gathering of the committee will generate a report to be brought back to the Commission for further action or to report a resolution. It was confirmed by Ms. Slominski that this committee would only meet as needed. Attorney Beck shared that this is parallel to City Council’s administrative hearing process, adding that formation of such a committee is best practice. Moved by Commissioner Stewart and seconded by Commissioner Westgaard to adopt the proposed Dispute Resolution Committee Charter. Motion carried 5-0. 4.2 Electronic Funds Transfer Policy Ms. Slominski shared that direction from the auditors was that best practice would be to establish an Electronic Funds Transfer Policy. The management policy was presented for the Commission to review with an action item to annually authorize the finance manager to make electronic funds transfers on the utilities’ behalf. Moved by Commissioner Nadeau and seconded by Commissioner Stewart to delegate and authorize the Finance Manager to make electronic funds transfers of Elk River Municipal Utilities. Motion carried 5-0. 5.0 BUSINESS ACTION 5.1 Financial Report – November 2020 Ms. Karpinski presented the November 2020 financial report as outlined in her memo. Chair Dietz noted the higher sales for the water department. Mr. Ninow speculated that with people spending more time at home and a dryer year there has been higher water usage. Moved by Commissioner Westgaard and seconded by Commissioner Bell to receive the November 2020 Financial Report. Motion carried 5-0. 5.2 COVID-19 Emergency Leaves Ms. Slominski presented her memo on the Families First Coronavirus Response Act which recommended the extension of emergency leave policy through March 2021. This 30 Elk River Municipal Utilities Commission Meeting Minutes January 12, 2021 Page 4 extension allows employees to access any unused emergency leave from 2020. Chair Dietz had questions about the timeline for the program. Staff responded. Commissioner Westgaard expressed his opinion it would be good to extend the policy. Commissioner Stewart added it was a good show of support for employees. Chair Dietz asked if municipal employees were in an early priority group to receive the COVID-19 vaccine. Ms. Slominski responded that there have been some changes to the order of groups getting the vaccine, but the hope is that staff will have the option to receive it sooner versus later. Moved by Commissioner Bell and seconded by Commissioner Stewart to approve the extension of emergency leaves of the Families First Coronavirus Response Act through March 31, 2021. Motion carried 5-0. 6.0 BUSINESS DISCUSSION 6.1 Staff Updates Commissioner Stewart congratulated Ms. Nelson on her completion of the customer information system task outlined in her memo. Ms. Nelson commended the finance and customer service departments on their efforts. Commissioner Stewart also had a suggestion for the check endorsement machine item from Ms. Nelson’s memo, recommending working with the bank on a solution. Ms. Nelson responded that the bank did have an option that was viable but that she will need to look at all pros and cons. Ms. Canterbury highlighted the American Public Power Association and Minnesota Municipal Utilities Association virtual conferences from her update, encouraging commissioners to take advantage of these events as they are occurring remotely and have had their fees waived. Mr. Geiser notified the Commission, having recently learned the timeline for the Highway 169 Redefine project, that he is planning to purchase the wire for that project immediately to ensure the timely delivery of the appropriate type and quantity. Mr. Geiser added that ERMU would purchase the remainder of its wire for the year in around six months’ time. Attorney Beck commented that ideally the utilities would purchase all its wire for the year at once but the short notice for the Highway 169 project created extenuating circumstances, requiring a separate purchase which falls under the threshold for public bidding. Mr. Sumstad shared that staff would be conducting interviews this week for the open lineworker position. 31 Elk River Municipal Utilities Commission Meeting Minutes January 12, 2021 Page 5 Mr. Tietz noted that the mapping department item from his staff update had been delayed one week, from January 18 to January 25. He also noted that the new substation apparatus technician position had been posted, with interviews planned for February. Chair Dietz had a question about the progress on the field services facility expansion project. Mr. Kerzman responded that he was expecting the updated budgetary numbers from the architectural and construction agencies the following day, which he will then present to the workgroup. Chair Dietz asked staff if they were able to address concerns from a community member on the project. Mr. Kerzman responded that he believed they had addressed the issues. 6.2 Future Planning Chair Dietz announced the following: a. Regular Commission Meeting – February 9, 2021 b. 2021 Governance Agenda Chair Dietz confirmed with staff that they were still planning to hold the February commission meeting in person in the Elk River Fire Station EOC Conference Room. Commissioner Stewart asked if the construction occurring at the fire station would create a conflict. Ms. Canterbury said she would confirm whether it would or not. 6.3 Other Business There was no other business. 7.0 ADJOURN REGULAR MEETING Moved by Commissioner Westgaard and seconded by Commissioner Nadeau to adjourn the regular meeting of the Elk River Municipal Utilities Commission at 3:59 p.m. Motion carried 5-0. Minutes prepared by Tony Mauren. ___________________________________ John J. Dietz, ERMU Commission Chair ___________________________________ Tina Allard, City Clerk 32