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01-09-2007 ERMU MINELK RIVER MUNICIPAL UTILITIES REGULAR MEETING OF THE UTILITIES COMMISSION January 9, 2007 Members Present: Jerry Takle, President; James Tralle, Trustee: Jerry Gumphrey, Trustee Staff Present: Bryan Adams, General Manager; Glenn Sundeen, Line Superintendent; David Berg, Water Superintendent; Theresa Slominski, Finance Director/Office Manager; Troy Adams, Engineering Manager; Judy McSpadden, Recording Clerk Other Present: John Dietz, Forn~er Utilities Commissioner l . Call meeting to order January 9, 2007 President Jerry Takle called the January 9, 2007, meeting to order. At this time Jerry Gumphrey was welcomed to the Commission and John Dietz was presented with a meter lamp for years of service to the Commission. 2. Consider Utilities Agenda Jerry Gumphrey moved to approve the January 9, 2007, Utilities Agenda. James Tralle seconded the motion. Motion carried 3-0. 3. Consider Consent Agenda James Tralle moved to approve the Consent Agenda as follows: Designate First National Bank official depository for 2007 Designate Elk River Star News official newspaper for 2007 December Check Register December 12, 2006, Minutes Financial Reports Jerry Gumphrey seconded the motion. Motion carved 3-0. 5.1 Staff Up-dates Before leaving the Commission meeting, John Dietz expressed his appreciation of being a Commissioner and felt the Utilities were doing a good job and that he could count on his hand the few number of complaints he has received in the 12 years he was a Commissioner. Bryan Adams reported he would be getting the final approval of the land purchase for the Zebulon (Waco) Substation from Big Lake Township later this week. Still awaiting test results from the water samples taken from a test well at the Johnson Street water tower. There will be discussions at the State level regarding winter shut-offs. James Tralle asked of the possibility of getting deposits on some properties, staff responded it would have to be on all properties and not just a few designated places. Glenn Sundeen said the electric service for the new library is installed. Crews will start tearing down the overhead electrical lines in Otsego. Staff continues to work on the rebuild projects and the new Target feeder from 14 Station is energized. Page 2 Regular meeting of the Elk River Municipal Utilities Commission Ja,iuary 9, 2007 Troy Adams informed the Commission of the mapping updates that are being done and bringing the mapping in house. Staff continues to change out the old electric and water meters to replace with the new radio read meters. The accuracy of the new meters are approximately 1 % more efficient than the old mechanical meters. There were 11 security system sales in December and 14 installs. David Berg said the summer help workers are here from winter break and assisting with the meter change-outs, hydrant flushing, and computer updates. Theresa Slominski informed of the staff changes and job duty changes that were being implemented in the office. Interviewing is taking place this week to fill the clerk/receptionist position with hopes of having it filled by month end. 5.2 Review Tobacco Cessation Policy At the December 2006 Elk River Municipal Utilities Commission meeting, Tobacco Cessation and a utility tobacco policy was discussed. The commission directed staff to draft a tobacco policy similar to the City of Elk River. Our current policy is NO Smoking in utilities buildings. Smoking is allowed in utility vehicles unless an employee objects. Chewing tobacco is not directly addressed, but employees do use good judgment and do not offend anybody. To date the existing policy has worked well. The proposed policy is as follows and is more in line with the City policy: Smoke and Tobacco Free Policy In an effort to provide a healthy, comfortable and productive working environment for Utility employees, the Elk River Municipal Utilities provides anon-smoking/non-tobacco work environment. All utility facilities, including vehicles, shall be smoke and tobacco free. Employees violating the above policy may be subject to disciplinary action. Discussion followed regarding the need for changing the existing policy when there have been no complaints. James Tralle said if it is currently not a problem he felt the issue should be put on hold till the need arises for further restrictions. Motion by Jerry Gumphrey to table the Tobacco Cessation Policy. James Tralle seconded the motion. Motion carved 3-0. 5.3 Review Electrical Outage Report The Minnesota Energy, Security and Reliability Act enacted in 2001, contains a distribution reliability section. One section of this legislation requires us to do an outage report yearly and present to the governing body, which in our case, is the Elk River Municipal Utilities Commission. Outage statistics and the causes were discussed. James Tralle commended staff on maintaining a good system with minimal outages. Page 3 Regular meeting of the Elk River Municipal Utilities Commission January 9, 2007 5.4 Keview Customer Water Valve Realacement At the December 2006 Elk River Municipal Utilities Commission meeting, David Berg, Water Superintendent, brought up the issue of utility staff replacing or repairing main shut-off valves in customer homes. On occasion, water customers call the utilities for assistance if the main water shut-off valve in their home develops a leak. This often happens after hours or on weekends when it is difficult or very expensive to find a plumber to replace this valve. The utility staff responds to this type of call to locate and turn off the curb stop so the faulty water valve can be replaced. Instead of waiting for a plumber to show up, it is quicker for the utilities to replace the valve while they are there. Unfortunately, the utilities are taking on some liability if the valve installed is defective or workmanship is flawed. Discussion followed regarding previous practices, problems, and the growing customer base. James Tralle asked if we could compile a list of plumbers for customers to call with our ordinance on the top. Jerry Takle asked if there was something the customer could sign negating us from problems, staff replied that we would still be liable if something went wrong. Jerry Gumphre}~ asked if we were insured for this type of service repair, staff responded we currently have a $2500 deductible. David Berg said most plumbers have their o~~m curb stop key. Jerry Gumphrey asked if we could require a better quality valve to be installed in new homes. Staff responded the State plumbing code dictates materials used, and it would be hard to police. Staff was directed to compile a list of plumbers who are on call 24 hours a day so customers could contact them for repairs. Motion by James Tralle to discontinue water valve replacement in homes. Jerry Gumphrey seconded the motion. Motion carried 3-0. 5.5 Review Irrigation Wells in City Bryan Adams met with the DNR & MDH concerning the issue with ISD #728 using irrigation wells. Bryan updated the Commission on the issues involved, the requirements for permits, our current ordinance, and the response from the DNR suggesting a water appropriation permit will probably not be issued to ISD X728. 6.1 Review Bid Tabulation for Padmount Switch ear On January 8, 2007, bids were received for the 2007 padmount switchgear needs. Staff recommends the bid be awarded to Cooper Power Systems, the lowest responsive bidder. Motion by James Tralle to award the 2007 padmount switchgear to Cooper Power Systems, the lowest responsive bidder. Jerry Gumphrey seconded the motion. Motion carried 3-0. 6.2 Review Water Service Testing Procedure The water service line from the corporation cock on the water main to the building is the property of the owner. For new construction, the utilities take on the responsibility of inspecting the service line for leaks. For commercial/industrial service lines, the test pressure Page 4 Regular meeting of the Elk River Municipal Utilities Commission January 9, 2007 is 150 psi. For residential customers, the test pressure is system water pressure in the 50 to 90 psi range. In new areas, many homes are built and connected to the water system before the water distribution system is completed. In the winter time the service line is installed before heat is in the house. Using water as a test medium could result in property damage if the water freezes. In these instances, the Utilities desire to use 60 psi air test in lieu of using system water pressure. Currently in these instances, a pressure test may not be done. To accommodate this air testing, staff recommends Section 104 of our water rules be amended as follows: For residential construction only one coupling (flared or soldered only) between the water service valve (curb stop) and the main valve inside the house will be allowed. Utility personnel shall witness contractor perform service line pressure test. Pressure may be either system water pressure, or 60 psi air pressure when system water pressure is not available or system water pressure is not practical in cold weather. Motion by James Tralle to adopt the above newly revised Section 104 of the Water Rules. Jerry Gumphrey seconded the motion. Motion carried 3-0. 6.3 Review Water Service Material Alternative The current approved materials for water service lines are type K copper for 1"diameter to 2" diameter and 1 SO lb. class ductile iron pipe (DIP) for greater than 2" diameter. Due to cost, theft, and decreasing quality of K copper, many of the contractors working in Elk River request use of other water service line material. Elk River Municipal Utilities has been using high density polyethylene (HDPE) water mains for some time. Most other communities allow alternate materials to the K copper. Motion by James Tralle to amend Section 104 of the Water Rules to allow HDPE service lines. Jerry Gumphrey seconded the motion. Motion carried 3-0. 6.4 Review Annual Report to City Council On an annual basis, all of the departments of the City of Elk River provide annual reports to the City Council. These reports are also completed in digital format and placed on the cities website for the general-public to review. The 2006 accomplishments were reviewed along with 2007 goals. 6.5 Review Clothing Provided to Employer Approximately 16 years ago, the electric industry started requiring flame resistant clothing to protect against electric arc flash. At that time we started using Nomex clothing for our operational employees. All of our employees at that time were involved in the electric area and were famished Nomex clothing. Now, many of our operational employees are not in the electric department such as water operators, locators, etc. and they do not need the more Page 5 Regular meeting of the Elk River Municipal Utilities Commission January 9, 2007 expensive Nomex clothing. The cost savings from Nomex to non-Nomex (Carharn) is approximately $700 per employee. Motion by James Tralle to follow staff recommendations for famishing non-Nomex clothing for operational employees whose job duties do not require Nomex. Jerry Gumplu-ey seconded the motion. Motion carried 3-0. 6.6 Authorization to Hire Water Operator The 2007 water department budget has an item for adding one water operator. Currently this department has one supervisor, two full time water operators, and one half time water operator. Due to the system gro~~~th, staff is having difficulty completing necessary inspections and maintenance. Staff recommends authorization to hire a water operator. Motion by James Tralle to authorize hiring a water operator. Jerry Gumphrey seconded the motion. Motion carried 3-0. Other Business There was no other business. The next regularly scheduled meeting of the Elk River Municipal Utilities Commission will be Tuesday, February 20, 2007. President Jerry Takle adjourned the regular meeting of the Elk River Municipal Utilities Commission at 5:25 p.m. spectfully s itt ~~. _~ Judy McSpadden Recording Clerk