2.2 ERMUSR 04-11-2017 - Laserfiche WebLink

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customers as either a charge or a credit. Currently we have a substantial amount accumulated; approximately $486,000. Mr. Adams shared that although we had communicated to our customers that a PCA credit would be given on the February bill, given that we have two known future bondings, it may be reason to reconsider giving the entire amount back to customers. There was discussion on the pros and cons of retaining some of the PCA credits. It was noted that a con would be that the bonding is for a future use, and the accumulated PCAs are for past/current use. Chair Dietz shared that ERMU has allocated a buffer to help offset the PCA charges; essentially, ERMU will absorb $500,000 before passing along any PCA charges to their customers. After discussion, Commission consensus was to distribute half of the accumulated PCA credits back to the customers, and to retain the other half to be used towards funding the $500,000 buffer for future PCA charges. Commissioner Westgaard suggested drafting a policy relating to PCA credits to include guidelines on the percentage we keep, what it will be used for, and what the ceiling would be on those funds. Moved by Commissioner Westgaard and seconded by Commissioner Stewart to rebate 50% of the accumulated PCAs to customers on the next billing,and to retain the other 50% as an offset to the$500,000 buffer for future PCA charges.Motion carried 4-0. 4.3 Governance Policy Manual Mr.Adams shared that with the exception of the by-laws and legal counsel review,the work associated with Phase 1 has been completed. The policies included in Phase 1 were approved by the Commission during the February 2017 Commission meeting. Mr. Adams presented the Phase 2 scope of work from Collaboration Unlimited which included the development of the delegation to management policies. He explained that after evaluating the work associated with Phase 2, staff has determined that this is something that would be difficult to complete in house. Mr. Adams recommended contracting with Collaboration Unlimited to complete Phase 2 of the governance manual for a fixed fee of$14,500. Commissioner Thompson shared that his understanding was that the whole project was going to be completed for the $25,000. Staff responded that the project was divided into two phases and that the $25,000 only covered Phase 1. The Commission had a few questions on where they money would come from to cover the fee associated with Phase 2 of the project. Mr. Adams responded. After discussion, Commission consensus was to proceed forward with contracting with Collaboration Unlimited to complete the project. Moved by Commissioner Thompson and second by Commissioner Stewart to approve contracting with Collaboration Unlimited to complete Phase 2 of the governance manual for a fixed fee of$14,500. Motion carried 4-0. 5.0 NEW BUSINESS Page 4 Special Meeting of the Elk River Municipal Utilities Commission March 13,2017 39