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03-03-2008 HUCMRegular Meeting March 3, 2008 (February 27, 2008 - Rescheduled Meeting) Members present: President Donald H. Walser; Vice President David Wetterling, Secretary Dwight Bordson; Commissioner Craig Lenz; Attorney Marc Sebora; General Manager Michael Kumm. Member absent: Commissioner Robert Hantge. President Walser called the meeting to order at 3:00 p.m. President Walser noted a change to agenda item #6: Approve Position Descriptions for HUC Commissioners for New Member Orientation. Change made to read: Approve Position Descriptions for HUC Commissioners. The minutes of January 30, 2008 regular meeting were reviewed. A motion was made by Vice President Wetterling, seconded by Commissioner Lenz, to approve the minutes as written. Motion was unanimously carried. Jan Sifferath, Business Manager explained the remodeling and construction of the north building expansion project (Consolidated Freightways Building) and introduced Jim Haugen, Haugen Architecture, who gave a presentation on the project. This is phase one of a two-phase project. An advertisement for bids will be presented for approval at th the March 26 Commission meeting. Phase one is budgeted for $550,000 and work should be completed by fall of 2008. At the board’s request, Jan will e-mail an estimated figure for the cost of phase two. The January payables were discussed. A motion was made by Commissioner Lenz, seconded by Vice President Wetterling, to ratify the payment of bills in the amount of $4,880,744.52 (detailed listing in payables book). Motion was unanimously carried. GM Kumm presented the financial statements/budget year-to-day. After discussion, a motion was made by Commissioner Lenz, seconded by Secretary Bordson, to approve the financial statements/budget year-to-date. Motion was unanimously carried. GM Kumm presented the contracts for services for: Legal fees, Human Resources, Information Technology and Energy Tree Planting Programs. GM Kumm will add the total fee to the contract for Energy Tree Planting Programs. After discussion, Vice President Wetterling made a motion, seconded by Secretary Bordson, to approve the contracts for services. Motion was unanimously carried. GM Kumm presented the position descriptions for HUC Commissioners. After discussion, it was decided this will be part of the orientation packet. Commissioner Lenz made a motion, seconded by Vice President Wetterling, to approve the position descriptions for HUC Commissioners. Motion was unanimously carried. President Walser noted that he would like an agenda item for March’s meeting to include Commissioner behavioral rules at it relates to performing their responsibilities as a board member. GM Kumm presented the Strategic Plan - Vision Statement Two - Strategic Objectives for discussion. GM Kumm presented the natural gas extension policy. Because we already serve customers outside the city limits of Hutchinson, it was decided by staff not to incorporate a different rate into the policy for servicing outside the city limits of Hutchinson. After discussion, a motion was made by Commissioner Lenz, seconded by Vice President Wetterling, to approve the natural gas extension policy as written. Motion was unanimously carried. GM Kumm presented graphs showing comparisons of residential and natural gas rates. HUC has the lowest gas rates when compared with CenterPoint Energy, Austin Utilities, Owatonna Public Utilities and New Ulm Public Utilities. HUC has the lowest electric rates when compared with cities that also do not use hydro power: Xcel Energy, McLeod Cooperative, Saint Peter, Glencoe and New Ulm. Litchfield, Marshall, Alexandria Willmar and Otter Tail Power are lower because they use hydro power. Graphs are updated each year. Steve Lancaster, Director Electric Division, presented the results of the bid tabulations for construction and assembly of piping for new centrifugal chiller, and chiller building addition. After discussion, a motion was made by Commissioner Lenz, seconded by Vice President Wetterling, to approve the award of the bid tabulation for the construction and assembly of piping for new centrifugal chiller to Paul Lemke and Sons Inc., and to approve the award of the bid tabulation for the chiller building addition to Marcy Construction Company. Motion was unanimously carried. Steve Lancaster presented requisition #002961 for 3 phase padmounted switches. These are for capital projects. After discussion, a motion was made by Vice President Wetterling, seconded by Secretary Bordson, to approve requisition #002961 for 3 phase padmounted switches from WESCO. Motion was unanimously carried. Steve Lancaster presented requisition #002972 for two 2008 Chevrolet Silverado 4x4 pickups. These are replacement trucks. After discussion, a motion was made by Vice President Wetterling, seconded by Commissioner Lenz, to approve requisition #002972 for two 2008 Chevrolet Silverado 4x4 pickups from Thane Hawkins Polar Chevrolet. Motion was unanimously carried. GM Kumm presented requisition #002990 for phase 2 of unit #1 RTU/MMI upgrade. This is a software upgrade to the Scada System on unit #1. A motion was made by Vice President Wetterling seconded by Secretary Bordson, to approve requisition #002990 for phase 2 of unit #1 RTU/MMI upgrade from C3 ILEX System. Motion was unanimously carried. Steve Lancaster presented advertisement for bids for aboveground storage tank removal and aboveground storage tanks installation. These are located at plant #1. After discussion, a motion was made by Commissioner Lenz, seconded by Vice President Wetterling, to approve advertisement for bids for aboveground storage tank removal and aboveground storage tanks installation. Motion was unanimously carried. Steve Lancaster presented a schedule update on the plant #1 beautification project. An advertisement for bids will be presented at the March Commission meeting for this project. GM Kumm noted that he had a meeting with Geronimo Wind Energy. They will give a presentation at the March meeting to conduct a feasibility study on wind analysis. MRES had hired them and was satisfied with their study. They specialize in 20-100 megawatts and HUC would be looking at 40 megawatts (with 20 megawatts going to MRES). There is $50,000 in the HUC budget for alternative energy projects. Geronimo Wind Energy would charge between $50,000 and $60,000 to do the analysis. GM Kumm reported on the plasma gasification project. At this point we don’t know if we will get the bonding bill passed. We are rated as medium priority, but will be recommended to the Emerging Technology Committee. GM Kumm also reported that McLeod Cooperative did not accept the service territory agreement that was presented to them. Division reports Business – Jan Sifferath Did research on fuel oil purchases – if it’s used for generation, don’t have to go out for bids. Auditors will present their report at the March meeting. Have received pandemic flu supplies st CIP started March 1 – have received many calls Electric – Steve Lancaster Operator position has been placed in the Hutchinson Leader Newspaper Gas – John Webster With the natural gas extension policy, there are two areas interested Have had three meetings with Jo-Max, Gary Van Cleve was present th Damage Prevention luncheon on March 12 – have received 250 RSVP’s Attended damage prevention meetings CAER meeting with several city departments – 42 attended Legal Update Attorney Sebora asked that the City resolution in support of a locally-owned wind power generation facility be a part of HUC’s integrated resource plan. Unfinished Business: Discussion was held on commissioner’s compensation pay. This has not been looked at since 1994. Since that time sales have grown and it should be evaluated to see if it’s time for an increase. GM Kumm has prepared a spreadsheet with his recommendations as to a pay raise. This will be an agenda item at the March Commission meeting. New Business: HUC is sponsoring a breakfast meeting on March 18, 2008, for all HUC employees, Commissioners, Mayor, Councilpersons, the ten largest electric customers, and the ten largest gas customers. A motion was made by Commissioner Lenz, seconded by Vice President Wetterling, to declare the breakfast meeting scheduled for March 18, 2008 as an open meeting. Motion was unanimously carried. There being no further business, a motion was made by Vice President Wetterling, seconded by Secretary Bordson to adjourn the meeting at 4:53 p.m. Motion was unanimously carried. __________________________ Dwight Bordson, Secretary ATTEST:______________________________ Donald H. Walser, President Regular Meeting March 3, 2008 (February 27, 2008 - Rescheduled Meeting) Members present: President Donald H. Walser; Vice President David Wetterling, Secretary Dwight Bordson; Commissioner Craig Lenz; Attorney Marc Sebora; General Manager Michael Kumm. Member absent: Commissioner Robert Hantge. President Walser called the meeting to order at 3:00 p.m. President Walser noted a change to agenda item #6: Approve Position Descriptions for HUC Commissioners for New Member Orientation. Change made to read: Approve Position Descriptions for HUC Commissioners. The minutes of January 30, 2008 regular meeting were reviewed. A motion was made by Vice President Wetterling, seconded by Commissioner Lenz, to approve the minutes as written. Motion was unanimously carried. Jan Sifferath, Business Manager explained the remodeling and construction of the north building expansion project (Consolidated Freightways Building) and introduced Jim Haugen, Haugen Architecture, who gave a presentation on the project. This is phase one of a two -phase project. An advertisement for bids will be presented for approval at the March 26th Commission meeting. Phase one is budgeted for $550,000 and work should be completed by fall of 2008. At the board's request, Jan will e-mail an estimated figure for the cost of phase two. The January payables were discussed. A motion was made by Commissioner Lenz, seconded by Vice President Wetterling, to ratify the payment of bills in the amount of $4,880,744.52 (detailed listing in payables book). Motion was unanimously carried. GM Kumm presented the financial statements /budget year -to -day. After discussion, a motion was made by Commissioner Lenz, seconded by Secretary Bordson, to approve the financial statements /budget year -to -date. Motion was unanimously carried. GM Kumm presented the contracts for services for: Legal fees, Human Resources, Information Technology and Energy Tree Planting Programs. GM Kumm will add the total fee to the contract for Energy Tree Planting Programs. After discussion, Vice President Wetterling made a motion, seconded by Secretary Bordson, to approve the contracts for services. Motion was unanimously carried. GM Kumm presented the position descriptions for HUC Commissioners. After discussion, it was decided this will be part of the orientation packet. Commissioner Lenz made a motion, seconded by Vice President Wetterling, to approve the position descriptions for HUC Commissioners. Motion was unanimously carried. President Walser noted that he would like an agenda item for March's meeting to include Commissioner behavioral rules at it relates to performing their responsibilities as a board member. GM Kumm presented the Strategic Plan - Vision Statement Two - Strategic Objectives for discussion. GM Kumm presented the natural gas extension policy. Because we already serve customers outside the city limits of Hutchinson, it was decided by staff not to incorporate a different rate into the policy for servicing outside the city limits of Hutchinson. After discussion, a motion was made by Commissioner Lenz, seconded by Vice President Wetterling, to approve the natural gas extension policy as written. Motion was unanimously carried. GM Kumm presented graphs showing comparisons of residential and natural gas rates. HUC has the lowest gas rates when compared with CenterPoint Energy, Austin Utilities, Owatonna Public Utilities and New Ulm Public Utilities. HUC has the lowest electric rates when compared with cities that also do not use hydro power: Xcel Energy, McLeod Cooperative, Saint Peter, Glencoe and New Ulm. Litchfield, Marshall, Alexandria Willmar and Otter Tail Power are lower because they use hydro power. Graphs are updated each year. Steve Lancaster, Director Electric Division, presented the results of the bid tabulations for construction and assembly of piping for new centrifugal chiller, and chiller building addition. After discussion, a motion was made by Commissioner Lenz, seconded by Vice President Wetterling, to approve the award of the bid tabulation for the construction and assembly of piping for new centrifugal chiller to Paul Lemke and Sons Inc., and to approve the award of the bid tabulation for the chiller building addition to Marcy Construction Company. Motion was unanimously carried. Steve Lancaster presented requisition #002961 for 3 phase padmounted switches. These are for capital projects. After discussion, a motion was made by Vice President Wetterling, seconded by Secretary Bordson, to approve requisition #002961 for 3 phase padmounted switches from WESCO. Motion was unanimously carried. Steve Lancaster presented requisition #002972 for two 2008 Chevrolet Silverado 4x4 pickups. These are replacement trucks. After discussion, a motion was made by Vice President Wetterling, seconded by Commissioner Lenz, to approve requisition #002972 for two 2008 Chevrolet Silverado 4x4 pickups from Thane Hawkins Polar Chevrolet. Motion was unanimously carried. GM Kumm presented requisition #002990 for phase 2 of unit #1 RTU /MMI upgrade. This is a software upgrade to the Scada System on unit #1. A motion was made by Vice President Wetterling seconded by Secretary Bordson, to approve requisition #002990 for phase 2 of unit #1 RTU /MMI upgrade from C3 ILEX System. Motion was unanimously carried. Steve Lancaster presented advertisement for bids for aboveground storage tank removal and aboveground storage tanks installation. These are located at plant #1. After discussion, a motion was made by Commissioner Lenz, seconded by Vice President Wetterling, to approve advertisement for bids for aboveground storage tank removal and aboveground storage tanks installation. Motion was unanimously carried. Steve Lancaster presented a schedule update on the plant #1 beautification project. An advertisement for bids will be presented at the March Commission meeting for this project. GM Kumm noted that he had a meeting with Geronimo Wind Energy. They will give a presentation at the March meeting to conduct a feasibility study on wind analysis. MRES had hired them and was satisfied with their study. They specialize in 20 -100 megawatts and HUC would be looking at 40 megawatts (with 20 megawatts going to MRES). There is $50,000 in the HUC budget for alternative energy projects. Geronimo Wind Energy would charge between $50,000 and $60,000 to do the analysis. GM Kumm reported on the plasma gasification project. At this point we don't know if we will get the bonding bill passed. We are rated as medium priority, but will be recommended to the Emerging Technology Committee. GM Kumm also reported that McLeod Cooperative did not accept the service territory agreement that was presented to them. Division reports Business — Jan Sifferath • Did research on fuel oil purchases — if it's used for generation, don't have to go out for bids. • Auditors will present their report at the March meeting. • Have received pandemic flu supplies • CIP started March 1St — have received many calls Electric — Steve Lancaster • Operator position has been placed in the Hutchinson Leader Newspaper Gas — John Webster • With the natural gas extension policy, there are two areas interested • Have had three meetings with Jo -Max, Gary Van Cleve was present • Damage Prevention luncheon on March 12th — have received 250 RSVP's • Attended damage prevention meetings • CAER meeting with several city departments — 42 attended Legal Update Attorney Sebora asked that the City resolution in support of a locally -owned wind power generation facility be a part of HUC's integrated resource plan. Unfinished Business: Discussion was held on commissioner's compensation pay. This has not been looked at since 1994. Since that time sales have grown and it should be evaluated to see if it's time for an increase. GM Kumm has prepared a spreadsheet with his recommendations as to a pay raise. This will be an agenda item at the March Commission meeting. New Business: HUC is sponsoring a breakfast meeting on March 18, 2008, for all HUC employees, Commissioners, Mayor, Councilpersons, the ten largest electric customers, and the ten largest gas customers. A motion was made by Commissioner Lenz, seconded by Vice President Wetterling, to declare the breakfast meeting scheduled for March 18, 2008 as an open meeting. Motion was unanimously carried. There being no further business, a motion was made by Vice President Wetterling, seconded by Secretary Bordson to adjourn the meeting at 4:53 p.m. Motion was unanimously carried. alla) Z41vr, fight Bordson, Secretary ATTEST: Donald H. Walser, President n u ps qp %s so qp 40 MICHIGAN STREET EffM SEW smi SEW 4 SEW SW SEW q q m ooro s e e North 200. ?l ���' �x.i. osM. arm: �r of oo North 260.00 t 'p� Ygp1 o i Ci I t o dos, xq c`3 r1 t N r 4 0 63 bituminous \ is \ `tgal to °BLS �Y7' X_ Mtn Bow / jLS13pf 1•i g ii X 4 p� 0® 01 4 ®©_v dC' M© xv� z xg Elm ®© s c, m m 4 A co o Y "'° M m co qe C I N WO ° r O EE © J,� mC ++ ° z 8 ©© © q z m e CT z Alp ° 40 8 co MET] Egli x v� x o ° i m W xQa V x Q 1 2 D tJ a c o ooL� I r j N % 2 C 1 T x X% x x e c x4, O So th `140.00 a }t South 120.00 'o I ATM 5EW rnw o h�. xe I ! x e m c O 9 Z Z a x, :o O G7 J 1 xm l d x% I $ V 9N n 2 xe x 00 o ® a - x -x--o xiX m gk• Ls @e 3. o A Qa M x O1 p °z_ c � O - rsi i i; > v r g 3 ;N 4 ? o z 'a \ 3 4 0 o= a u ` o x N 1064 1 x% D Xw -9=�'' x —x —x —x 4 x X —ex x---�- -- x —� V 1p64 v 4 1054 4a - I I �e C i x_ xq. I N xeJ 1065 L�_ o Sou 3 1065 SM SEW WERkWN gG _ LAS F GATE DRIVE we to ftb O s I I O s U) A o O m o D D + x x 0(O 0 Vp CD A z # C) li u i © pp■■ �z x ri -a g MITI] @o o > C w° z o I N — 4ob g 0 O QCaxO� ® x"l �" '• Na x O- < o, x ,os � x � South South 12 x 0-.00 ^ 140.0 x -z O O �x O 2 s O O co tip O Z `, I S N Z X" o O n x v O N, L• I g N 0 J G Uv L 000000 I Co ct °o ITI❑❑❑❑ c o w I ri w _ X% — o eeW 00 Ij�I'' �� tl J ri I Cosa x I X% O O EASTGATE DRIVE 0 C MICHIGAN STREET 0 0 0 0 0 0 S 4 apt a O v • North 200. �s� ® - -`°""�' °°^ - O p °�• "7260.00 o o to �o ♦gpl I I North fi �� . bituminous / •:' ygpl a xe ®r ®i ®• ®► 7063 p x O s I I O s U) A o O m o D D + x x 0(O 0 Vp CD A z # C) li u i © pp■■ �z x ri -a g MITI] @o o > C w° z o I N — 4ob g 0 O QCaxO� ® x"l �" '• Na x O- < o, x ,os � x � South South 12 x 0-.00 ^ 140.0 x -z O O �x O 2 s O O co tip O Z `, I S N Z X" o O n x v O N, L• I g N 0 J G Uv L 000000 I Co ct °o ITI❑❑❑❑ c o w I ri w _ X% — o eeW 00 Ij�I'' �� tl J ri I Cosa x I X% O O EASTGATE DRIVE 0 C op qp to 4== r. po FEE FOR SERVICE - -CITY ATTORNEY, TOTAL FEE $40,000 ACCOUNTABLE TO: HUTCHINSON UTILITIES COMMISSION DATE: January 8, 2008 SUMMARY: THIS IS ADMINISTRATIVE AND PROFESSIONAL LEGAL WORK DUTIES AND RESPONSIBILITIES 1 Represents HUC in civil litigation and in administrative agency proceedings. May recommend when specialized legal counsel may be appropriate. 2 Serves as legal counsel to Hutchinson Utilities Commission. 3 Attends all Utilities Commission and other commission meetings as requested or required, unless excused. 4 Performs real estate and title work for HUC. 5 Prepares ordinances, leases, contracts, agreements, easements, and other property documents. Devises the framework for legal documents including but not limited to subdivision and development agreements. 6 Conducts eminent domain actions /proceedings. 7 Advises staff and HUC Commissioners with respect to legal matters. 8 Responds to citizen, public, and staff inquiries regarding Policy matters. Advises staff on matters including but not limited to, meeting agendas and minutes, bid openings, public notices, and filing and/or recording of documents. 9 Create /develop a records retention policy for HUC. 10 Presently a salary cap is in place and effects a few key positions at HUC. If the cap cannot be removed, alternative compensation solutions need to be identified, and brought before the Utility Commission to act on. FEE FOR SERVICE - -HUMAN RESOURCES TOTAL FEE: $30,000 (an additional $6,250 placed in HUC budget for MMUA Safety Program) ACCOUNTABLE TO: GENERAL MANAGER DATE: January 8, 2008 —this is for calendar year 2008 SUMMARY THIS IS ADMINISTRATIVE WORK DIRECTING THE VARIOUS HUMAN RESOURCES/EMPLOYEE DEVELOPMENT FUNCTIONS OF HUC DUTIES AND RESPONSIBILITIES 1. Writes or revises employee job descriptions /specifications using information received from department heads, employees and other sources. 2. Classifies jobs within the pay classification plan in consultation with managers, directors, and general manager. 3. Confers with general manager, directors, and managers to maintain equitable pay policies and ensure compliance with Fair Labor Standards Act. 4. Review HUC personnel manuals to ensure they conform to legal requirements. Recommend appropriate policy revisions for adoption. Review requirements with Hutchinson Utility Commission, general manager, directors, and managers as needed. 5. Interprets policies for HUC employees as requested, conducts necessary investigation in response to complaints and reports of misconduct. Confers with directors, the City Attorney, and the General Manager regarding disciplinary actions. 6. Coordinates the HUC's employee recruitment process. Prepares advertisements and application packets, screens applications, conducts interviews for all full time, part time or temporary employees to aid Hutchinson Utility Commission, General Manager, Directors and Managers in the employee selection process. Participates in the final selection interviews. 7. Coordinates the development and implementation of MMUA safety training programs as appropriate. 8. Ensure personnel files, medical files and training files are done in a fashion to ensure compliance with applicable laws. 9. Serve as Hutchinson Utility Commission EEOC, and perform pay equity compliance reporting. Ensure HUC is compliant with EEOC and pay equity state requirement. 10. Provides human resources assistance to the Hutchinson Utilities Commission as requested. 11. Attends employee safety committee meetings and serves as support staff to the committee. 12. Assist with updating the list of items HUC does for and with the City. 13. Investigate HSA's further, up to and including education to all employees, and utility commissioners. If appropriate, set up Health Saving Accounts for full implementation beginning January 1, 2009. 14. Promote HUC Commission meetings with Government Students. 15. Catalog existing training programs for each position at HUC. 16. Sponsor a flu shot clinic for employees of HUC. 17. Provide an annual payment /benefit statement for each employee. 18. Presently a salary cap is in place and effects a few key positions at HUC. If the cap cannot be removed, alternative compensation solutions need to be identified, and brought before the Utility Commission to act on. F-'� FEE FOR SERVICE — INFORMATION TECHNOLOGY TOTAL FEE: $65,030 (an additional $152,000 placed in HUC budget to pay for software, hardware, licenses, and fiber optics as specified by City IT) SUPERVISED BY: GENERAL MANAGER DATE: January 8, 2008 SUMMARY THIS IS ADMINISTRATIVE AND SKILLED TECHNICAL WORK RELATED TO INFORMATION TECHNOLOGY [Geographic Information Systems (GIS), Computer Network and PC Services, Web Site, Engineering, etc.] DUTIES AND RESPONSIBILITIES 1. Information Technology (IT) Department Management. a. Manages duties and staff related to municipal information technology systems, as necessary. b. Responsible for reviewing, developing and/or proposing the implementation or update of policies and procedures related to the use of municipal information technology. C. Responsible for setting appropriate schedules, timelines and budgets for implementation and update of municipal information technology. d. Develops Capital Improvement Program (CIP) related to hardware and software needs, and identifies items required for technological support. e. Responsible for Technology budgets for Hutchinson Utilities. f. Specifies and purchases HUC technology equipment as identified in the budget. IT equipment is purchased through the city and the utilities purchases the equipment from the city at its cost. g. Attends Hutchinson Utilities Staff meetings. h. Responsible for the Local Security Administration for MISO and OATI (organizations related to the buying and selling of electrical power). i. LOGIS representation for the Strategic Advisory Committee, Security Committee, Network Administration, and Geographical Information Systems. j. Cell phone management including adds, moves and changes. k. Manages credit card processing, both web and office transactions. 2. Local Area Network (LAN) and Personal Computer (PC) Management. a. Responsible for the operational and maintenance management of the LAN and WAN. b. Serves as the lead agent for all LOGIS (Local Government Information Systems Consortium) computer hardware and software applications. C. Directs and manages all maintenance and repair operations for personal computers for Hutchinson Utilities. Utilizes IT staff and/or consultant services where necessary. d. Coordinates software upgrades periodically for all municipal applications. e. Responsible for inventory and licensing of all HUC hardware and software applications. f. Provides technical support for HUC hardware and software. 3. Coordinates and manages Geographic Information System (GIS). a. Manages the overall operation of the GIS system. b. Works with Electric and Natural Gas Division to develop and maintain the GIS system. C. Responsible for daily maintenance and long -term development of the GIS system. d. Coordinates the continual update of the PID system and implements the linking of City and County land records. e. Provides support and coordination of Resource Management systems for the City. f. Coordinates the development and implementation of GIS -based inventory control systems for all HUC infrastructure. 4. City Web Site Development and Management. a. Coordinates the development and regular update of the HUC's website. b. Works with HUC staff and consultants to set up and support the new Web -based applications for both internal (Intranet) and external (Internet) clients. 5. Computer -Aided Drafting (CAD) Management for the Electric and Natural Gas Divisions. a. Provides AutoCAD support and training for Engineering Department personnel. b. Coordinates software integration and use for AutoCAD and GIS. 6. Assist with updating the list of items HUC does for and with the City. 7. Establish web site for HUC. HUC needs to establish its own web -site. Coordinate the activities of deciding what to place on the new HUC web -site. Identify what happened to HUC's old web - site —could this be resurrected? it FEE FOR SERVICE -- ENERGY TREE PLANTING PROGRAMS TOTAL FEE: $30,000 SUPERVISED BY: ENERGY CONSERVATION ADMINISTRATOR DATE: January 14, 2008 SUMMARY: This is a broadening of Hutchinson Utilities Commission's commitment to the community's Energy Conservation relating to energy trees planted on both public and private property. It is funded by Hutchinson Utilities Commission, and administrated through the City of Hutchinson's Public Works Forestry Department. DUTIES AND RESPONSIBILITIES 1. PLANNING AND DRAFTING OF PROGRAMS a. Determines proper planting sites on both public and private property. b. Marks in the field planting sites selected for energy trees. C. Oversees contractual bidding for the planting of trees on site and selects contractor. d. Selects trees species and purchases the desired varieties for planting. e. Reviews private tree applications and works with the home owner to determine best sites for plantings. 2. PLANTING AND MONITORING OF TREE RESOURCES a. Manages contract workers during the planting process on private property. b. Directs city planting crews during the planting process on public property. C. Inventories all plantings and permanently records that data. d. Continues to follow -up with private tree recipients after trees are planted. e. Disease management and emergency response on continuous basis. 3. PROMOTION AND EDUCATION a. Presents to civic groups the Hutchinson Utilities Commission Energy Tree Programs and their benefits. b. Submits news paper articles on the HUC Energy Tree Programs. C. Promotes the HUC Energy Tree Programs on radio stations community affairs network. d. Disseminates tree information via utility bill stuffers. e. Conducts presentation to student on trees and their payback to the community. f. Celebrates HUC's sponsored Arbor Day with Schools and City residents on an annual basis. g. Distributes HUC's Energy Tree Programs energy tree seedlings to students during Arbor Day and other programs. 4. COORDINATES AND DOCUMENTS TREE DATA a. Coordinates, updates, and records all energy tree data. b. Oversees and documents the GIS location of newly planted trees. C. Provides annual tree data to HUC's Energy Conservation Administrator for energy savings calculations. d. Applies for and reports on various tree programs that are jointly credited to the City of Hutchinson and the Hutchinson Utilities Commission. e. Administers Hutchinson Utilities Commission's APPA Tree Power Program. f. Coordinates HUC's participation in APPA's Golden Tree award certification. g. Reports to the Hutchinson Utilities Commission on an annual basis at a designated monthly meeting on past and future progress of all Energy Tree programs. Position Description — Utility Commissioner Function The Hutchinson Utilities Commission will provide economical, reliable electric and natural gas service within our service territory and the Midwest, while contributing to the economic vitality of the City of Hutchinson and our customers. As a representative of the public, be the primary force pressing the organization to the realization of opportunities for service and the fulfillment of its obligations to all its constituencies. Responsibilities Planning 1. Approve the organization's philosophy and review management's performance in achieving it. 2. Annually assess the ever - changing environment and approve the organization's strategy in relation to it. 3. Annually review and approve the organization's plans for funding strategy. 4. Review and approve the organizations' long -range financial goals. 5. Annually review and approve the organization's budget. 6. Approve major policies guiding the organization. 7. Review integrated resources plan and /or long range energy planning. Organization 1. Elect, monitor, appraise, advise, stimulate, support, reward and if necessary or desirable, change top management. Regularly discuss with the general manager matters that are of concern to him/her or to commission. 2. Ensure that management succession planning is properly being provided. 3. Ensure that the status of organizational strength and human resource planning is equal to the requirements of the long -range goals. 4. Approve appropriate compensation and benefit policies and practices. 5. Annually approve the performance review of the general manager and establish his/her compensation. 6. Assist with bargaining unit negotiations as appointed by the commission. Operations 1. Review the results achieved by management as compared with the annual and long -range goals, and the performance of similar organizations. 2. Ensure that the financial structure of the organization is adequate for its current needs and long -range strategy. 3. Provide candid and constructive criticism, advice and comments. 4. Approve major actions of the organization, such as capital expenditures on all projects over authorized limits and /or significant changes in programs and services. 5. Receive input from the community to assist in establishing and /or modifying HUC policy. In addition, explain policy and /or procedures and/or policies to members of the public. Audit 1. Ensure that the commission and its committees are adequately and currently informed through reports and other methods of the condition of the operations. 2. Ensure that published reports properly reflect operating results and the financial condition of the organization. 3. Approve independent auditors assessment of the organization on an annual basis. 4. Review compliance with relevant material laws affecting the organization. Officers of the Utility Commission The Role of the Board President 1. Assures that the commission fulfills its responsibilities for governance of the organization. 2. Is a partner to the General Manager, helping him/her to achieve the mission of the organization. 3. Optimizes the relationship between the commissioners and the staff. The Role of the Vice President 1. Leads commissioner meeting in the absence of the elected president. 2. Undertakes other activities as assigned by the president and the commission. The Role of the Secretary 1. Ensures that commission meetings and commission decisions are properly documented and communicated. 2. Fulfills other such assignments as the commission president and the commission agree are appropriate and desirable for the secretary to perform. Position Description— President Function 1. As president of the commission, assure that the commission fulfills its responsibilities for the governance of the organization. 2. Be a partner to the general manager, helping him/her to achieve the mission of the organization. 3. Optimize the relationship between the commission and management. Responsibilities 1. Chairs meetings of the commission, ensuring that it functions effectively, interacts with management optimally, and fulfills all of its duties. 2. Reflects any concerns management has in regard to the role of the commission of directors or individual director. Reflects to the general manager the concerns of the utility commission and other constituencies. 3. Prepares review of the general manager and recommends salary. 4. Annually focuses the commission's attention on matters of institutional governance which relate to its own structure, role and relationship to management. Ensures that the commission is satisfied it has fulfilled all of its responsibilities. 5. Acts as an additional set of eyes and ears. 6. Serves as an alternate spokesperson in the absence of the general manager 7. Fulfills other duties the chair and the general manager agree are appropriate and desirable for the chair to perform. 8. Appoint sub committees as necessary. I Hutchinson Utilities Commission Main Extension Rules Service Beyond City Limits of Hutchinson 1. Definitions Natural Gas Distribution Main Natural gas distribution main is defined as that portion of the HUC's natural gas piping and related facilities which are intended to provide service to more than a single customer. Such piping is normally located in public streets and their right -of- way or adjacent to property lines. 2. Individual Requests for Gas Main Extension A. Application Prospective customers currently without natural gas service may request such service by submitting a written application to Hutchinson Utilities Commission (HUC). HUC shall investigate the possibility of installing gas main to the customer and shall make an estimate of the costs involved. Current construction costs: 2 Inch Polyethylene Main - $3.00 /ft 4 Inch Polyethylene Main - $5.501ft B. Allowances Each customer shall receive a construction allowance based on projected marginal revenue. 1) Residential Customers - $915.00 Footage Allowance - 305 feet of 2 inch polyethylene pipe - 166 feet of 4 inch polyethylene pipe 2) Firm Commercial Customers Allowance for main shall be based on customer's estimated annual revenue using the following formula (based on seven year recovery): Allowance = $(U x M) x 7 3. Where: U = Estimated long term annual usage in Mcf M = Applicable margin per Mcf Monthly "Meter Charge" not considered in calculating customer allowance as this is a fixed cost to HUC. C. Customer Contributions A contribution shall be required if the estimated construction cost of main exceeds the main allowance(s) for the customer(s) requesting the extension. This payment is due as a single payment prior to the installation of the main. However, if a residential customer's contribution for main exceeds $300.00, the customer, with the approval of HUC, may elect to make a single payment before construction begins or agree to pay the contribution in twelve (12) equal installments, including a finance charge based on HUC's current weighted cost of capital. These installments shall be billed with the utility bill and be payable on the same date as the utility bill. All contributions shall be refundable in accordance with Section 3. of this schedule. Reapportionment and Refunds of Contributions A. Reapportionment of Customer Contribution When additional customers take service from a main extension which had required a customer contribution, the original contribution and any new contribution will be reapportioned among all customers on the extension if the reapportionment does not cause an increase in any existing customer's contribution. If the reapportionment calculation would cause an increase to any customer's contribution, the portion of new main facilities under consideration will be considered a separate and new gas main extension subject to all the gas extension rules. B. Refunds of Customers with No Additional Contribution The HUC shall make refunds to the customer(s) or developer who made the contribution(s) toward the extension of main for a period of five (5) years from the installation date. When the HUC connects new customers to this portion of main extension, the refund shall be equal to the change in the customer contribution value after reapportioning the contribution using the allowance in effect at the time the extension was installed. When the HUC makes an extension of main to subsequent customer(s) that does not require a contribution form the subsequent customer(s), the refund shall be equal to the change in the customer using the allowance in effect at the time the original extension was installed and the allowance in effect for the new facilities less the construction costs of all main. C. Single Customer Payment of Contribution If an individual customer agrees in writing before the main extension is installed to pay the total required contribution, that customer shall be eligible for all main allowance refunds from all subsequent customers on the extension during the refund period. Such a written agreement will thereby preclude any reapportionment of the contribution among subsequent customers. 1) If a further main extension off the original extension is required to serve a subsequent customer and the main cost is less than the total main allowance available, the unused allowance shall be refunded to the customer who made the single payment contribution outlined above. 2) If a further main extension off the original extension is required to serve a subsequent customer and the main costs exceeds the total main allowance available, the subsequent customers shall pay the contribution for the new facilities. 4. Right to Refund The right to receive a refund of any contribution held hereunder will attach to the ownership of the premises for which the original extension was made. Any refund shall be made to the person who owns such premise(s) at the time the refund is paid unless the contributor has reserved the right to receive such refund in the conveyance of the premise(s) to a subsequent owner and demonstrates that to the HUC. In the case of a developer making a contribution to extend gas into a development, the right to receive a refund shall attach to the owner of the development at the time the refund becomes due, unless, in the conveyance of the development, the developer provides the HUC with a written agreement reserving the right to receive such refunds. In no case shall the total refund(s) exceed the amount of the contribution. 5. Clearing Rights and Costs Customer requesting service shall furnish, without expense to the HUC, right -of- way, easements, permits and additional costs incurred to provide adequate clearing for the main extension to serve the customer along a route approved by the HUC after consulting with the customer. If requested by the customer, the HUC will do the clearing at customer's expense. The customer shall pay the HUC the estimated cost of clearing to be done by the HUC. Costs will be adjusted to actual costs upon completion of the job. 6. Title The title to all distribution main extensions made by the HUC hereunder remains with the HUC. The HUC may at any time add additional customers to or make new extensions to an existing extension without the consent of any customer or customers who contributed to the cost of the existing extension, and without incurring any liability for refunding contributions other that as provided herein. 7. Construction Standards All natural gas distribution system extensions constructed hereunder shall conform to the HUC's standards of construction, and shall meet the requirements of governmental regulatory bodies having jurisdiction. 8. General Provisions A. If in the HUC's sole judgment the HUC needs an easement over customer's property in order to furnish service to customer, customer shall provide HUC with an easement at no expense to HUC. If in the HUC's sole judgment HUC needs an easement or easements over property not owned by customer in order to furnish service to customer, customer shall obtain the easement(s) at no expense to HUC. B. No structures shall be placed over the route of the HUC's natural gas facilities. However, such property may be used for gardens and other purposes which will not interfere with maintenance and replacement of HUC's natural gas facilities. C. Properties subject to an easement granted to HUC shall be graded to a level which shall not be above or more than 6 inches below finished grade, prior to the time installation of natural gas facilities is commenced by HUC. The HUC shall be notified in advance of any changes in grade after the natural gas facilities have been installed by HUC, and HUC shall be reimbursed for any and all costs incurred as a result of such change. D. HUC shall not be liable for damage to trees, shrubs, fences, sidewalks, driveways or other obstructions incident to the installations, maintenance or replacement of natural gas facilities, unless such damage is caused by its own negligence. iL 1 JAC SMMPA MIRES MIRES CMMPA GRE SMMPA CMMPA Supplie r Others WAPA WAPA WAPA & Heartland WAPA WAPA % Change Year over Year 7.14% 10.17% 1.64% 8.06% 4.41% 0.00% 6.49% 0.00% 0.00% 7.87% 0.00% 2007 2008 Litchfield $ 56.00 $ 60.00 Alexandria $ 59.00 $ 65.00 Marshall $ 61.00 $ 62.00 Willmar $ 62.00 $ 67.00 Ottertail $ 68.00 $ 71.00 Hutchinson $ 76.00 $ 76.00 Xcel Energy $ 77.00 $ 82.00 Mcleod Coop $ 84.00 $ 84.00 St. Peter $ 86.00 $ 86.00 New Ulm $ 89.00 $ 96.00 Glencoe $ 92.00 $ 92.00 JAC SMMPA MIRES MIRES CMMPA GRE SMMPA CMMPA Supplie r Others WAPA WAPA WAPA & Heartland WAPA WAPA % Change Year over Year 7.14% 10.17% 1.64% 8.06% 4.41% 0.00% 6.49% 0.00% 0.00% 7.87% 0.00% I N �O 00 N ti N �D N E N � Z O N C O) M Cl) � a o j U O � O U T o � 00 � Z X I o = o N C V Z � H ' y N � 3 m � ; E 3 0 I d Q 0 00 _ 00 cc r L m N I v r � m v N � t _ u J 0 0 0 0 0 0 0 O O O O Cl O O M N r r N Cl) S39111N33 ?J3d N d N LM c w c N N a R a a� CL ` a0 O O N E M a3i Z g C 0) 0 :+ d a = N i 000 m v 0 CO 2 o 0 J U m m N a Z w 2 u Z X W a 0 0 N N C t W TTT aU Z 0 0 3 0 a 2 LL O m Z E O U) R a X O U Q L LA �o w w L u J O 000 O^ C, � d' M N Or OM r !A FA fA !R fA fR d'► fA fR Vq sadiloa N �O 00 N ti N �D N E N � Z O N C O) M Cl) � a o j U O � O U T o � 00 � Z X I o = o N C V Z � H ' y N � 3 m � ; E 3 0 I d Q 0 00 _ 00 cc r L m N I v r � m v N � t _ u J 0 0 0 0 0 0 0 O O O O Cl O O M N r r N Cl) S39111N33 ?J3d N d N LM c w c N N a R a a� CL ` a0 O O N S39111N33 ?J3d N d N LM c w c N N a R a a� CL ` a0 O O N ?J3d N d N LM c w c N N a R a a� CL ` a0 O O N I O J J_ m J Q H Z LLI W J Z H Z 2 LL O Z O U) CL 0 U N a yN U d suviloa N y u c m �•! 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Advertisement for Bids For ABOVEGROUND STORAGE TANK REMOVAL AND ABOVEGROUND STORAGE TANKS INSTALLATION Sealed bids for the ABOVEGROUND STORAGE TANK REMOVAL AND ABOVEGROUND STORAGE TANKS INSTALLATION will be received at the offices of Hutchinson Utilities Commission, 225 Michigan St SE, Hutchinson, Minnesota 55350. All bids must be in a sealed envelope and permanently marked: "CONSTRUCTION BID FOR ABOVEGROUND STORAGE TANK REMOVAL AND ABOVEGROUND STORAGE TANKS INSTALLATION ATTN: MR. STEVE LANCASTER." Bids will be received by Hutchinson Utilities Commission at 225 Michigan St SE, Hutchinson, Minnesota 55350 until April 1, 2008 at 11:00 a.m. Central Time. Bids received after the aforementioned time, will be returned unopened. A pre -bid conference will be held at Hutchinson Utilities Commission building on March 20, 2008 at 10:00 a.m. Central Time. At the meeting, a general history of the site and description of the project will be discussed, followed by a question and answer session for those attending. All interested Bidders are encouraged to attend the pre -bid conference. Failure of the successful Bidder to attend the pre -bid conference and ascertain the conditions at the site shall not constitute a basis for extra compensation. Additional site visits by interested Bidders must be scheduled with Mr. Steve Lancaster. In general, the project consists of removing one aboveground storage tank (one 300,000 - gallon single - walled steel tank) and appurtenances; installation of two doubled - walled steel 25,000 - gallon aboveground storage tanks with monitoring and leak detection equipment, associated appurtenances, and finish site work. All work at the site shall be completed by July 1, 2008. All proposals shall be submitted in duplicate on the Bidder's own letterhead in facsimile of the Proposal Form enclosed in the Specifications, or by utilizing the Proposal Form enclosed with the Specifications by typing in the official name of the Bidder at the top of the form. Each proposal should be accompanied by a Bid Bond, may payable to the Hutchinson Utilities Commission, Hutchinson, Minnesota in the amount of five percent (5 %) of the Bid, as a guarantee that the Bidder will enter into the proposed Contract and provide a Performance Bond after his Bid shall have been accepted. The contract documents may be examined at the following locations: Hutchinson Utilities Commission Attn: Mr. Steve Lancaster 225 Michigan St SE Hutchinson Minnesota 55350 Telephone: 320 - 234 -0547 Or Liesch Associates, Inc. 1340015 1h Ave N Plymouth MN 55441 Telephone: 763- 489 -3100 Copies of the contract documents may be obtained at the office of Liesch Associates, Inc. Mr. John Lichter or Glen Sanders Liesch Associates, Inc. 13400 15th Ave N Plymouth MN 55441 Telephone: 763- 489 -3100 Fax: 763- 489 -3101 The successful Bidder shall furnish a Performance Bond and Payment Bond within ten (10) days after the award of the contract in an amount equal to one hundred percent (100 %) of the Contract price. The Performance Bond shall be executed by a company duly authorized to do business in the State of Minnesota. No Bidder may withdraw his Bid or Proposal for a period of thirty (30) days after the date of opening of Bids. At the aforementioned time and place, or at such later time and place as the Owner then may fix, the Owner will act upon Proposals received and with its sole discretion may award Contract for the furnishing of said equipment. The work shall be started within ten (10) days after award of Contract. The Hutchinson Utilities Commission, Hutchinson, Minnesota reserves the right to reject any and all bids, waive irregularities if it appears to said Owner that such irregularities and /or errors were made inadvertently, or to accept such bid or bids as in the opinion of the Owner will be in the best interest of the Owner. B Y �� Donald H. Walser, i5resident Date ATTESTED By Dwi Bo son, Secretary I I E CL O E xo U) L) * • * — --------------------- - -- - - ------- - ---------------- - -- - -------------------- - -------------------- - - - - - -- ------------- - - --------------- - ------ - - - - -- ------------------ ----------- - - ------- - - -- - - -------- -- -- --- -- -- -- ------ - - ------ a r E is -ri: EF oa 5E �E 0 if E E E E Lz LZ i5, a- 72 72 u U) L) * • *