4.1. SR 12-16-2002MEMORANDUM
Item 4. I.
TO:
Mayor and City Council
FROM:
Pat Klaers, City Administrator
DATE:
December 6, 2002
SUBJECT: Utilities Commission Update
Councilmember John Dietz is the City Council representative on the Elk River Municipal
Utilities Commission. At this December 16, 2002 City Council meeting, John is scheduled to
provide the Council with an update on Utilities activities. Attached for your review are the
draft minutes from the December 10, 2002, Utilities Commission meeting. The December 10
meeting was held at the new Utilities garage/office building.
DEC-12-ZOD2 og:24AM FROM-ERMU ?$3-441-80gg T'$?? P.OOZ/D04 F-368
ELK RIVER MUNICIPAL UTILITIES
REGULAR MEETING OF THE
ELK RIVER MUNICIPAL UTILITIES COMMISSION
December 10, 2002
Members Present: James Tralle, President; John Dietz, Vice Chair; George Zabee, Trastee
Staff Present: Bryan Adams, General Manager; Glenn Sundeen, Line Superintendent; David
Berg, Water Superintendent; Patricia Hemza, Office Manager
Others Present: Pat Kiaers, City Administrator
1. Call meeting to order
President James Tralle called the meeting to order at 4:00 PM on December I 0, 2002,
at the Elk River Municipal Utilities Garage/Office building.
2. Consider Utilities Agenda
John Dietz moved to approve the Utilities Agenda for December 10, 2002. George
Zabee seconded the motion. Motion carried 3-0.
George Zabee moved to approve the Consent Agenda as follows:
November 2002 Check Register
November 12, 2002 Minutes
Financial Reports
After a brief discussion of the repons, John Dietz seconded the motion.
Motion carried 3-0.
5.1 Review LFG & Wind Brochures
In response to George Zabee's questions about the LFG, and Wind Generation projects,
Bryan presented brochures, fact sheets, and graphs. The differences between the projects,
with the positives and negatives were reviewed, and discussed.
5.2 Review & Consider Added Staff
Letters of resignation from Jill Hartkopf, effective November 22, 2002, and Raymond
Doebler, who is retiring 1-31-03 were presented.
James Tralle moved to accept the resignations as presented. George Zabee seconded the
motion. Motion carried 3-0.
DEC-1Z-ZOOZ 09:ZSAM FROM-ERMU 763-441-6099 T-$TT P.003/004 F-368
Page 2
Regular meeting of the Elk River Municipal Utilities Commission
December 10, 2002
Staff updated the Commission on the progress of filling the Clerk/Cashier vacancy, as
well as the additional approved office position.
The restructuring of the Utility Worker/Plant Operator presently held by Ray Doebler,
and the filling of the Water Operator positions was presented for review and discussion. The
issue of residency requirements was addressed. The general consensus is that the ten mile
reporting limit should be addressed. John Dietz requested Staff to write a policy for
residency requirements. James Tralle wondered if the residency requirement would allow t'or
enough qualifying applicants.
Oeorge Zabee moved to approve the hiring of one office person, and to advertise, and
hire one Utility Worker, and one Water Operator. John Dietz seconded the motion. Motion
carried 3-0.
5.3 Review 2003 Vehicle Requirements
The 2003 budget includes the purchase of a ~A ton 4 X 4 pick-up for the Electric
Depamaaent, the addition ora ~ ton 4 x 4 pick-up with bins for the Water Department, and
the replacement of a 1993 Dodge ~ ton truck. Staff requests authorization to secure bids
from local dealers and state bids.
John Dietz questioned the need for an additional pickup in the Electric Department.
Staff responded with their reasons for asking for the truck.
James Tralle moved to approve the purchase of:
½ ton 4 X 4 pick-up for the Electric Department
~ ton 4 X 4 pick-up with bins for the Water Department
replacement for 1993 Dodge ~ ton pick-up.
George Zabee seconded the motion. Motion carried 3-0.
5.4 Review 4t" Street Water Main Replacement
The 4tl~ Street Rehabilitation Projects were discussed, regarding the proposed water main
work. The upgrade proposed would improve the Water System on the whole. The problems
that will arise deal with the replacement of lead services by residents, and requiring certain
residents to hook-up to the new main, rather than utilizing their existing service that runs on
their neighbor's property. The areas of concern were discussed by Commission, and Staff
responded to questions. Pat Klaers indicated that Public Hearings will be held, giving
homeowners the opporttmir7 to review options at that time. By consensus, Commission
approved the ERMU paying for replacement services from the new water main to curb box,
if existing service is of non-copper or cast iron material, and connecting to existing service
lhae. Owner wiI1 be encouraged to replace remaining service.
DEC-1Z-ZOOZ 09:25A~ FEOIVl-'EEMU 763-441-8099 T-S?? P.004/004 F-~$8
Page 3
Regular meeting of the Elk River Municipal Utilities Commission
November 12, 2002
6.1 Review & Consider Electric Rule Changes
Regulations issued by the Federal Motor Career Safety Administration that will affect
the Utility workers who carry Commercial Drivers Licenses (CDL). The CDL is required for
people who drive vehicles above 26,000# GVW. The regulation requires the loss of a CDL
license due to certain violations committed in a non-commercial motor vehicle. The possible
solution for dealing with an employee who may lose the CDL was discussed. Bryan Adams
was directed to check with MMUA on their input to the regulation, discuss the issue with
Staff, and propose a policy.
6.2 Review Security Vulnerabilit3z Assessment
On June 12, 2002 a new federal law was enacted requiring all water systems to conduct a
~tlnerabilit3, assessment and submit it to the EPA. The deadline date for reporting is June
30, 2004. The Security Advisory was presented for information only. Bryan Adams noted
that presently only water is addressed, and the requirements could change the way business is
conducted regarding uhlities.
6.2 Review & Consider Performance Review
John Dietz suggested that a reviewal of the Elk River Municipal Utility General
Manager be done, in a manner sinfilar to the review recently done for the City Administrator.
He further added that he would like to have it done before George Zabee leaves the
Commission. A Performance Evaluation Feedback Survey was given to the involved people.
The survey will be tabulated, by Managers, Commission, and the General Manager. Results
will be tabulated anonymously, and discussed in Executive Session at the end of the January,
2003 Comrnission meeting. The process of the review was received favorably, and agreed
upon as presented.
There was no Other Business to discuss.
The next regular scheduled meeting of the Elk River Municipal 'Utilities Corn_mission
will be Tuesday, January I4, 2003 in the Utilities Offices, with an Executive Session to be
held at the close of the regular meeting.
President, James Tralle adjourned the December 10, 2002, meeting of the Elk River
Municipal Utilities Commission at 5:20 PM.
Respectfully submitted,
Patricia Hemza
Office Manager