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HomeMy WebLinkAbout2025-07-22 - RPU Board - Agenda Packet 2 3 4 5 6 7 8 _________________________ Board President _________________________ Secretary _________________________ Date 9 : 21 22 23 24 25 26 27 28 29 2: 31 RESOLUTION BE IT RESOLVED by the Public Utility Board of the City of Rochester to authorize final expenditures for construction and project costs in the amount of $212,800 from the Water Utility major maintenance and operating contingency funds for the Olmsted County Well Sealing Project. PASSED AND ADOPTED BY THE PUBLIC UTILITY BOARD OF THE CITY OF th ROCHESTER, MINNESOTA, THIS 24 DAY OF June 2025. ____________________________ PRESIDENT ____________________________ SECRETARY 32 33 R E S O L U T I O N BE IT RESOLVED by the Public Utility Board of the City of Rochester to Authorize Rochester Public Utilities (RPU) staff to provide a report to the Common Council recommending approval of the sale of the Sherman Reilly underground cable puller PASSED AND ADOPTED BY THE PUBLIC UTILITY BOARD OF THE CITY OF ROCHESTER, MINNESOTA, THIS 24th DAY OF June 2025. ___________________________________ PRESIDENT ___________________________________ SECRETARY 34 35 PUBLIC UTILITY BOARD MEETING DATES FOR 2025 *January 21 Conflict with MMUA Legislative Conference January 28-29 *February 18 Conflict with APPA Legislative Rally February 26-28 March 25 April 29 *May 20 Conflict with Memorial Day holiday June 24 July 22* Conflict with consultant schedule for 20-year financial forecast. August 5 Budget Study Session August 26 September 30 *October 21 Conflict with AMWA Conference November 25 *December 16 Conflict with Utility Board meetings are regularly scheduled on the last Tuesday of the month (see calendar for exceptions) at 4:00 p.m. at the RPU Service Center (see address above). Special meetings are scheduled as needed. Call 280-1602 to confirm. *Indicates a meeting date other than the last Tuesday of the month due to a conflict 36 R E S O L U T I O N BE IT RESOLVED by the Public Utility Board of the City of Rochester to approve the updated 2025 RPU Board meeting dates. PASSED AND ADOPTED BY THE PUBLIC UTILITY BOARD OF THE CITY OF ROCHESTER, MINNESOTA, THIS 24th DAY OF June, 2025. ___________________________________ PRESIDENT ___________________________________ SECRETARY 37 38 39 3: 41 42 43 44 45 46 47 48 49 4: 51 52 53 14 54 15 55 16 56 17 57 18 58 19 59 20 5: 21 61 22 62 23 63 24 64 25 65 26 66 27 67 28 68 29 69 30 6: 31 71 32 72 33 73 34 74 35 75 36 76 37 77 38 78 39 79 40 7: 41 81 82 83 84 85 86 87 88 Nbljoh!Tbgf!Esjoljoh!Xbufs Zpvs!esjoljoh!xbufs!dpnft!gspn!b!hspvoexbufs tpvsdf!tvqqmjfe!cz!uijsuz.pof!xfmmt!sbohjoh! gspn!49:!up!:92!gffu!effq-!uibu!esbx!xbufs! gspn!uif!Kpsebo.Xpofxpd-!Qsbjsjf!Ev!Dijfo. Kpsebo-!Qsbjsjf!ev!Dijfo.Xpofxpd!boe! 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Mfbso!up!tbwf!xbufs-!fofshz-!boe!npofz!jo!pvs xbufs-!tbwf!fofshz-!boe!qfsgpsn!bt!xfmm!bt! cj.npouimz!ofxtmfuufs-!Qmvhhfe!Jo-!ps!wjtju!pvs! ps!cfuufs!uibo!sfhvmbs!npefmt/! xfctjuf!bu!xxx/sqv/psh/ 99 3334 Up!mfbso!npsf!bcpvu!uif!qsphsbnt boe!tfswjdft!SQV!pggfst!up!ifmq!zpv nbobhf-!qspufdu-!boe!dpotfswf fofshz!boe!xbufs-!wjtju!pvs!xfctjuf; xxx/sqv/psh Zpv!dbo!bmtp!gpmmpx!vt po!tpdjbm!nfejb; spdiftufsqvcmjdvujmjujft Asqvpvubhft Asqvbmfsut cmph/sqv/psh SQV!UW Spdiftufs!Qvcmjd!Vujmjujft 5111!Fbtu!Sjwfs!Spbe!OF Spdiftufs-!NO!66:17.3924 911.889.4532!}!618.391.2611 xxx/sqv/psh 9: Qsjoufe!po!Sfdzdmfe!Qbqfs!!1636xfc :1 :2 Rochester Public Utility Board Policy POLICY 6:Delegation of Authority/Relationship with Management POLICYOBJECTIVE: The Board intends to clearly stateits role as distinguished from that of the General Manager and the management of staff. This distinction will be made by setting forth the authorities and accountabilities, which the Board has specifically delegated,to the General Manager. The Board will also describe the type of Board-Management working relationship which that best serves the long-term interests of Rochester Public Utilities(RPU)and its ratepayerscustomers. POLICYSTATEMENT: that policythose policies. The Board and the General Manager must work together as a team to fulfill their obligation to control, manage, and operatethe utility systems of the City which are assigned to them by the Common Council. The Board members bring to this team their general knowledge of business operations and public policy and a commitment to act as responsible trustees on behalf of their citizen ratepayerscustomers. The General Manager and management bring to this team the professional and technical expertise needed to competently manage a complex business organization and to keep the Board informed of its performance. The Board delegates to the General Manager the authority to act on its behalf in the management, operation, maintenance, improvement,and expansion of the City utility systems and properties which the set forth in this and any other policieswhich the Board has adopted or may adopt in the future. The General 1.Direction of all management activities and work of the RPU staff. Delegation of appropriate responsibility with commensurate authority to the Division Directors and authorization for further delegations to any level of management. It is clearly understood that the General Manager is solely of any authority, which may be delegated to others. 2.Development and analysis, with appropriate participation by management and staff, of viewpoints, legislation, regulations, and policies for consideration by the Board. Interpretation of same to employees, customers, and other interested parties. 3.Developmentand recommendation to the Board of short and long rangeshort-and long-rangeplans and programs, including the strategic plan. 4.Preparation and recommendation to the Board of annual capitaland operating budgets. 5.Preparation and review of budget reports to determine conformance with approved budgets :3 Rochester Public Utility Board Policy 6.Approval of accounting systems and execution of procedures necessary to ensure sound financial 7.Presentation to the Board, for audit, of accounts payable from the public utility fund. 8.Approval of all operating and capital expendituresof $175,000 or lessat or below the threshold established by state statuteMinnesota Statute 471.345, subd.3(currently $175,000,)unless specifically authorized by the Board, for the procurement of goods and services, provided that the expenditures are within approved budget limits. 9.Signing and executing such instruments, as the Board may authorize, which are necessary to conduct operations or to carry out the decisions of the Board. At this time the General Manager is authorized to approve only those purchases which involve the expenditures of $175,000 or lessat or below the threshold established by Minnesota Statute 471.345, subd. 3, statestatute(currently $175,000,)unless specifically authorized by the Board, for procurement of budgeted goods and services and those permits and licenses which are required in connection with the construction, operation, or maintenance of RPU property. 10.Execution of all purchases and contracts in accordance with the budget and prevailing law. 11.Approval of the sale or purchase of real or personal property in an amount limited by Rochester Home Rule Charter Chapter 15.07 (currently a maximum of greater less than $100,000.) Commented \[EH1\]: This language mimics that of the Home Rule Charter. CHAPTER XV. -UTILITY BOARD | Code of Ordinances | Rochester, MN | Municode 11.12.Supervision of the purchase, lease, rental, use, maintenance, assignment, or sale of Library property controlled by the Board. Commented \[TM2\]: This new delegated authority 12.13.Development, recommendation to the Board, and implementation of customer related delegates explicitly the responsibility for the sale or purchase of personal property below $100k as a matter policies, rates, and other charges for service provided. of procedural efficiency. The board policy of delegation is silent on this issue. This policy aligns with the intent 13.14.Development, recommendation to the Board, and implementation of personnel policies, of the other purchasing and contracting delegations not in conflict with those which are or may be established by authority of the Common Council, already granted to the GM within the responsibility and applying to employees of the Board. charter authority of the RPU Board to do so. Formatted:Font:(Default)Arial,Fontcolor:Text1 14.15.Negotiation of applicable labor agreements, in collaboration with the City Department of Human Resources, presentation of such agreements to the Board for approval, and implementation Formatted:Indent:Left:0.5",Right:0",SpaceAfter: of approved labor agreements. 10pt,Linespacing:Multiple1.15li,Nobulletsor numbering 15.16.Selection, appointment, transfer, promotion, discipline, or release of all employees of the Public UtilityRPU, subject to procedures approved by the Board and Common Council. 16.17.Approval of salary and wage changes for all employeesof the Board, in accordance with policy and established wage and salary administration plans, and within budget limitations. 17.18.Development and establishment of the organization organizational structure necessary to eliminate positions, subject to the provisions of labor agreements and approved salary administration programs,but is not authorized to exceed the overall head countheadcountlimit of permanent employees as established by the Board. 18.19.Preparation and recommendation to the Board, with assistance from the City Department of Human Resources, of job position pay range and fringe benefit changes which are intended to maintain the internal equity and externalcompetitiveness of employee compensation. :4 Rochester Public Utility Board Policy 19.20.Direction and implementation of employee and Board training, educational programs, and management services within approved budget limitations. The General Manager is authorized to approve employee travel and living expensesfor training, education, or business purposes. A record of all overnight travel will be maintained for audit by the Board. 20.21.Cooperation with local, state, and national organizations with the intent to obtain support for and promote the viewpoints and objectives of the Board. 21.22.Representation of the viewpoints and objectives of the Board to the Southern Minnesota Municipal Power Agency inthe 22.23.The exercise of all and every other action necessary to protect the interests and promote the welfare of the Cityutility systems which are controlled by the Board, consistent with directives of the Board and applicable law. City of Rochester Home Rule Charter Chapter XV, Minnesota RELEVANT LEGAL AUTHORITY: Statute § 471.345City of Rochester Home Charter XV Minnesota Statute 471.345 EFFECTIVE DATE OF POLICY:December 27, 1984 Month, Day,Year DATE OF POLICY REVIEW: POLICY APPROVAL: Board PresidentDate :5 Rochester Public Utility Board Policy POLICY 6:Delegation of Authority/Relationship with Management POLICYOBJECTIVE: The Board intends to clearly state its role as distinguished from that of the General Manager and the management of staff. This distinction will be made by setting forth the authorities and accountabilities, which the Board has specifically delegatedto the General Manager. The Board will also describe the type of Board-Management working relationship that best serves the long-term interests of Rochester Public Utilities(RPU)and its customers. POLICYSTATEMENT: those policies. The Board and the General Manager must work together as a team to fulfill their obligation to control, manage, and operatethe utility systems of the City which are assigned to them by the Common Council. The Board members bring to this team their general knowledge of business operations and public policy and a commitment to act as responsible trustees on behalf of their customers. The General Manager and management bring to this team the professional and technical expertise needed to competently manage a complex business organization and to keep the Board informed of its performance. The Board delegates to the General Manager the authority to act on its behalf in the management, operation, maintenance, improvement,and expansion of the City utility systems and properties which the set forth in this and any other policieswhich the Board has adopted or may adopt in the future. The General 1.Direction of all management activities and work of the RPU staff. Delegation of appropriate responsibility with commensurate authority to the Division Directors and authorization for further delegations to any level of management. It is clearly understood that the General Manager is solely of any authority, which may be delegated to others. 2.Development and analysis, with appropriate participation by management and staff, of viewpoints, legislation, regulations, and policies for consideration by the Board. Interpretation of same to employees, customers, and other interested parties. 3.Developmentand recommendation to the Board of short-and long-rangeplans and programs, including the strategic plan. 4.Preparation and recommendation to the Board of annual capitaland operating budgets. 5.Preparation and review of budget reports to determine conformance with approved budgets :6 Rochester Public Utility Board Policy 6.Approval of accounting systems and execution of procedures necessary to ensure sound financial 7.Presentation to the Board, for audit, of accounts payable from the public utility fund. 8.Approval of all operating and capital expendituresat or below the threshold established by Minnesota Statute 471.345, subd.3(currently $175,000,)unless specifically authorized by the Board, for the procurement of goods and services, provided that the expenditures are within approved budget limits. 9.Signing and executing such instruments, as the Board may authorize, which are necessary to conduct operations or to carry out the decisions of the Board. At this time the General Manager is authorized to approve only those purchases which involve expenditures at or below the threshold established by Minnesota Statute 471.345, subd. 3, (currently $175,000,)unless specifically authorized by the Board, for procurement of budgeted goods and services and those permits and licenses which are required in connection with the construction, operation, or maintenance of RPU property. 10.Execution of all purchases and contracts in accordance with the budget and prevailing law. 11.Approval of the sale or purchase of real or personal property in an amount limited by Rochester Home Rule Charter Chapter 15.07 (currently a maximum of $100,000.) 12.Supervision of the purchase, lease, rental, use, maintenance, assignment, or sale of property controlled by the Board. 13.Development, recommendation to the Board, and implementation of customer related policies, rates, and other charges for service provided. 14.Development, recommendation to the Board, and implementation of personnel policies, not in conflict with those which are or may be established by authority of the Common Council, applying to employees of the Board. 15.Negotiation of applicable labor agreements, in collaboration with the City Department of Human Resources, presentation of such agreements to the Board for approval, and implementation of approved labor agreements. 16.Selection, appointment, transfer, promotion, discipline, or release of all employees of RPU, subject to procedures approved by the Board and Common Council. 17.Approval of salary and wage changes for all employeesof the Board, in accordance with policy and established wage and salary administration plans, and within budget limitations. 18.Development and establishment of the organizational objectives and programs. The General Manager is authorized to create or eliminate positions, subject to the provisions of labor agreements and approved salary administration programsbut is not authorized to exceed the overall headcountlimit of permanent employees as established by the Board. 19.Preparation and recommendation to the Board, with assistance from the City Department of Human Resources, of job position pay range and fringe benefit changes which are intended to maintain the internal equity and externalcompetitiveness of employee compensation. :7 Rochester Public Utility Board Policy 20.Direction and implementation of employee and Board training, educational programs, and management services within approved budget limitations. The General Manager is authorized to approve employee travel and living expensesfor training, education, or business purposes. A record of all overnight travel will be maintained for audit by the Board. 21.Cooperation with local, state, and national organizations with the intent to obtain support for and promote the viewpoints and objectives of the Board. 22.Representation of the viewpoints and objectives of the Board to the Southern Minnesota Municipal Power Agency inthe 23.The exercise of all and every other action necessaryto protect the interests and promote the welfare of the Cityutility systems which are controlled by the Board, consistent with directives of the Board and applicable law. City of Rochester Home Charter XV RELEVANT LEGAL AUTHORITY: Minnesota Statute 471.345 December 27, 1984 EFFECTIVE DATE OF POLICY: Month, Day,Year DATE OF POLICY REVIEW: POLICY APPROVAL: Board PresidentDate :8 :9 248 DIVISION REPORTS AND METRICS JUNE2025 JUNE2025 DIVISION REPORTS AND METRICS SAFETY WATERDIVISION POWER DELIVERY POWER RESOURCES CUSTOMER RELATIONS INFORMATION TECHNOLOGY CORPORATE SERVICES 249 DIVISION REPORTS AND METRICS JUNE 2025 24: DIVISION REPORTS AND METRICS JUNE 2025 251 DIVISION REPORTS AND METRICS JUNE 2025 1. Water Outage Calculations for the month and year to date(May 2025 Data) Performed 2,138 Gopher State water utility locates during the month for a total of 5,770 for the year. There are currently 86 Water ERTs that were unable to be read in the system. We are experiencing approximately 20-21 new non-reads per week. The stockroom has the following products available: Repaired water distribution system failures or maintenance at the following locations during the month: 252 DIVISION REPORTS AND METRICS JUNE2025 Actual vs. Projected Pumpage: 2025 Core Services -Water Maintenance & Construction 700,000,000 650,000,000 600,000,000 550,000,000 500,000,000 450,000,000 400,000,000 350,000,000 300,000,000 250,000,000 200,000,000 150,000,000 100,000,000 50,000,000 - JanFebMarAprMayJunJulAugSepOctNovDec Month Actual PumpageProjected Pumpage Actual vs. Projected Power Cost for Wells: 2025 Core Services -Water Maintenance & Construction $170,000 $160,000 $150,000 $140,000 $130,000 $120,000 $110,000 $100,000 $90,000 $80,000 $70,000 $60,000 $50,000 $40,000 $30,000 $20,000 $10,000 $0 JanFebMarAprMayJunJulAugSepOctNovDec Month Actual PowerProjected Power 253 DIVISION REPORTS AND METRICS JUNE2025 2025 Valve Operations Program Core Services -Water Maintenance & Construction 6,000 5,500 5,000 4,500 4,000 2025 Goal = 3,500 3,500 3,000 2,500 2,000 1,500 1,000 500 0 JanFebMarAprMayJunJulAugSepOctNovDec Month 2025202220232024Goal 2025 Hydrant Operations Program Core Services -Water Maintenance & Construction 5,500 5,000 4,500 4,000 2025 Goal = 3,650 3,500 3,000 2,500 2,000 1,500 1,000 500 0 JanFebMarAprMayJunJulAugSepOctNovDec Month 2025202220232024Goal 254 DIVISION REPORTS AND METRICS JUNE 2025 1. Electric Outage Calculations for the month and year to date (May 2025 Data) 2. Electric Utility Operations T&D, Engineering, System Ops, GIS, Tech Services: Number of Outages by Select Cause Code 60 50 40 30 21 20 11 9 10 8 4 2 0 Squirrel OutagesVegetation Outages 255 DIVISION REPORTS AND METRICS JUNE 2025 256 DIVISION REPORTS AND METRICS JUNE2025 2025 RPU Renewables Production 4,400 4,200 4,000 3,800 3,600 3,400 Annual 3,200 Production to 3,000 date: 2,800 8329 MWh 2,600 2,400 2,200 2,000 Enough energy 1,800 to power: 1,600 925 homes 1,400 1,200 1,000 800 600 400 200 0 HydroValleyhigh SolarWES SolarService Center SolarOWEF (RPU Purchase) 257 DIVISION REPORTS AND METRICS JUNE 2025 258 DIVISION REPORTS AND METRICS JUNE 2025 1. The Marketing & Energy Services Commercial team attended a Luminaire Level Lighting Control (LLLC) workshop in St. Paul on May 20, gaining insights into project deliverables, cost estimates, energy savings, product options, retrofit strategies, and control system programming. 2. On June 5, Josh Mason participated in a Drive Electric MN Steering Committee meeting, where topics included membership rate increases and planning for the annual in-person meeting. 3. 2. Gibbs Elementary. Marketing & Energy Services staff shared information on electric programs, while Maintenance & Electric Construction staff showcased a line truck and answered attendee questions. 3. Marketing & Energy Services will host a booth at the Rochester Electrified Home & Vehicle Show on Saturday, June 28, at the Rochester Fairgrounds. The event will serve as a valuable opportunity to connect with the community and highlight our electrification initiatives, including rebate programs for electric vehicles (EV), EV chargers, battery-powered lawn equipment, and e-bikes. 1. Public communications for Advanced Metering will begin July 1 and include an article in Plugged In, a dedicated webpage, and videos demonstrating the electric and water meter installation process. The videos were filmed on June 4 and are now in post-production. This initial outreach aims to build awareness and help customers understand what to expect as we move toward installation in early 2026. 2. We are working with the consulting firm SEH on communications for the Lead Service Line show how to identify whether a property has a lead service line. This video will be a key resource in helping residents better understand the program and take action if needed. 259 DIVISION REPORTS AND METRICS JUNE 2025 25: DIVISION REPORTS AND METRICS JUNE 2025 261 TO: Bill Bullock, Director of Power Resources FROM: Tina Livingston, Senior Financial Analyst SUBJECT: LOAD FORECAST SUMMARY FOR 2025 SYSTEM ENERGYPEAK SYSTEM DATA MONTHACTUALFORECAST% DIFFACTUALFORECAST% DIFF MWHMWHMWMW JAN102,113104,514-2.3%174.2177.1-1.7% FEB90,75791,061-0.3%170.6160.26.5% MAR89,56091,482-2.1%149.8150.1-0.2% APR84,37582,8711.8%151.6146.83.3% MAY91,53888,5413.4%202.5205.9-1.6% JUN257.7 JUL284.2 AUG253.4 SEP252.6 OCT165.0 NOV146.6 DEC169.4 YTD458,344458,4690.0 HISTORICAL SYSTEM PEAK 294.8 MW 08/23/2023 % DIFF = (ACTUAL / FORECAST X 100) - 100 MWH = MEGAWATT HOUR = 1000 KILOWATT HOURS MW = MEGAWATT = 1000 KILOWATTS 262 2025 YTD System Requirements Energy Required for the Month (MWH 130,000 120,000 110,000 100,000 90,000 80,000 JANFEBMARAPRMAYJUNJULAUGSEPOCTNOVDEC 2025 ACTUAL2025 FORECAST2024 ACTUAL Peak Demand for the Month (MW) 300 280 260 240 220 200 180 160 140 JANFEBMARAPRMAYJUNJULAUGSEPOCTNOVDEC 2025 ACTUAL2025 FORECAST2024 ACTUAL 263