INFORMATION #2 10-05-2009ELK RIVER MUNICIPAL UTILITIES D FT
REGiJLAR 1VdEETING Off' THE
UTILITIES C~MISSIOI~
EL A.T UTILITIES CNE NCE RAM
September ~, Z009
Members Present: John Dietz, President; Jerry Gumphrey, Vice Chair;
Daryl Thompson, Trustee
Staff Present: Troy Adams, Director of Operations;
Theresa Slominski, Finance DirectorlOffice Manager;
Mark Fuchs, Line Superintendent; David Berg, 'Water Superintendent;
wade Lovelette, Technical Services Superintendent;
Judy McSpadden, Recording Clerk
Others present: Lori Johnson, City Administrator; Terry Maurer, City Public works Director;
Peter K, Beck, Attorney from Gray Plant Mooty Law Firm
~. Call meeting to order September ~, ZOQ9
John Dietz called the September $, 2009 meeting to order at 4:00 p,m.
2, Consider Utiiitie~ .A~end~
John Dietz added a couple of items far discussion under other business.
Jerry Gumphrey moved to approve the September , ZOO9 Utilities Agenda. I~aryi Thompson
seconded the motion, Motion carried 3~0.
3. Consider Consent A.~end~
Staff answered questions from the Commissioners.
Jerry Gumphrey moved to approve the Consent Agenda as follows:
August Check register
August 11, ZOO9, egular Meeting Minutes
Financial reports
Daryl Thompson seconded the motion. Motion carried 3~0.
4.1 Review and Consider l~.evised Em to ee Handbook
At the July 14, 2009, ERMU Commission meeting, staff was directed to have Mark Mathison
from Gray Plant Monty review the ERMU Employee Handbook in its entirety while incorporating in
the newly revised policies. After multiple discussions with staff, Mark Mathison has finished
reviewing the handbook. A draft of the revised handbook was reviewed.
Troy Adams went over the draft of the employee handbook that staff had questions on. After further
discussion, Mark Mathison will finalize some of the issues brought Earth and present a final draft to be
approved at a future meeting.
John Dien moved for Mark Mathison of Gray Plant Monty Law Finn to do a~. annual review
of flee Employee Handbool~. Jerry Gumphrey seconded the motion. Mohan carried 3~0.
John Dietz directed Gray Plant Monty Law Firm to also review the sections in the Administration
Policy Manual that interact with the Employee Handbook,
5.1 Review and Consider Cable Installation bids for Z ~0~ and Cord 39 Loo
~n September S, 2009, bids were opened for contracted work on the Hwy 101 and Co Rd 39
loop at the ~JVaterfiront East Development in Otsego. Staff recommends awarding to the lowest
responsive bidder, Midwest Diversified Utilities,
Daryl Thompson moved to award the lowest responsive bidder, Midwest iversifieUtilities,
the wy l0~ Road Crossing project on Co Rd ~ in Otsego. Jerry Oumprey seconded the
motion, Motion carried 3~0,
5.2 Review and Consider 2010 Capital Dud~et
~.
Staff continues to work through the 20 ~ 0 budget process. The proposed 2010 capital budget
portion was reviewed. No action taken,
5.3 Review and Consider Irri~at~ona Record Drawing
Irz+igation systems are susceptible to leaks and breakage. Staff is suggesting the owners of
irrigation systems have their contractor provide a "record drawing" of their system for future reference
incase damage should occur. Since ERMU is not the owner of these systems, the homeowner should
hold the "record drawings". A customer handout was reviewed that could be provided by the
Building department at City Hall along with other current handouts regarding irrigations systems.
Consensus of the Commission was to have the Building Department hand out the irrigation memo
recommending the customer obtain drawings for their irrigation system in case future problems occur.
5,4 Review and Consider Re uest b Develo er for One Year Deferral of wAC
A development company is proposing to construct a 53 unit apartment building on Outlot D in
Elk River Station. The developer is asking for a one year deferz~al of the VAC fees along with other
fees the City of Elk River would impose. The City Council will be discussing this at their September
14t~' work session and will make a final decision at the September 21, 2008 Elk River City Council
meeting, Lori Johnson stated the decision would be contingent upon the City Council approval.
Jahn Dietz mowed to go along with the City Council decision of the deferral, if the City declines
so would ~ ~J Commission for wA.C fees. Jerry Ournphrey seconded the motion. Motion
carried 3~U.
d.1 staff ~ dates
Troy Adams informed Commission of the upcoming CIVIMPA 209 Member ~um~mit and
Dinner and an invitation was extended. Troy also gave an update on the recent MMUA summer
meeting that Theresa ~lominski attended with him. Another data center is interested in locating in Elk
River but no final decision has been made. Vance Zehringer recently toured the American Legion
building and performed a CIP audit to help with their electric consumption,
Theresa Slominski reported on the PCA status that was discussed at the last ERN1U Commission
meeting. For the July bill ERMU will be receiving a PCA credit of over $150,00o bringing the
accumulated charges from Connexus to $59,244,39 year to date. The Automatic Bill Payment flyer
went out with the August bills,
John Dietz questioned David Berg if the sprinl~ling ban applied to customers that have their own
well. David affirmed. Discussion followed regarding community knowledge to this. John Dietz
directed staff to send out a bill staffer next spring regarding the sprinkling ban rules.
ether business
Jahn Dietz summarized the recent meeting with the Elk River Citizens League. A question was
asked regarding the future of the ~Jtilities, John said his response was that as long as ERMU can be
competitive, selling would not be an issue, A lot of good questions were asked and Troy Adams and
Vance Zehringer aided in answering their questions and concerns, Another issue John addressed is
that there was concern from employees regarding this meeting. Jahn went on to state that there is no
conspiracy going on and he advised that employees should leave their paranoia at home.
John Dietz commented that Troy Adams should have a performance review like the one that will
be performed in a closed meeting after this regular monthly meeting.
John. Diets moved to do a performance review on Troy Adams for his sip months as Director of
operations in a closed meetiug per statute f3D.05, subd, 3. This wiil be conducted after
the October regularly scheduled E i~J Commission meeting. Jerry G~umphrey seconded the
motion. Motion carried 3~D,
6.Z Set Date for Ncxt eetin
~~,~
The next regularly scheduled meeting of the Elk River Municipal Utilities Commission v~ill be
Tuesday, Dctober 13, 2009, at 4:00 p.m.
6.3 A.d_~ourn I.eu~ar NXeet~n
President John Dietz ad j ourned the regular meeting of the Elk River Municipal Utilities
Commission at 5:4D p.m.
6.4 CL~SEI~ SESSI~ - Performance evxew NIN Statute 13D.05 Subd. 3
Under separate cover,
Minutes prepared by Judy McSpadden.
John Dietz
President, ERMU Commission
Tina Allard
City Clerk