03-02-2009 HUCMRegular Meeting
March 2, 2009
(February's Meeting)
Members present: President Dwight Bordson; Vice President Robert Hantge; Secretary
David Wetterling; Commissioner Craig Lenz; Commissioner Donald H. Walser; Attorney
Marc Sebora; General Manager Michael Kumm.
President Bordson called the meeting to order at 3:00 p.m.
The minutes of the January 28, 2009 regular meeting were reviewed. A motion was
made by Commissioner Walser, seconded by Secretary Wetterling, to approve the
minutes as written. Motion was unanimously carried.
The minutes of the February 5, 2009 special meeting were reviewed. A motion was
made by Secretary Wetterling, seconded by Vice President Hantge, to approve the
minutes as written. Motion was unanimously carried.
GM Kumm presented the January 2009 payables. After discussion, a motion was made
by Commissioner Lenz, seconded by Vice President Hantge to ratify the payment of
bills in the amount of $4,327,363.65 (detailed listing in payables book). Motion was
unanimously carried.
GM Kumm presented the January 2009 financial statements /budget year -to -date. After
discussion, a motion was made by Secretary Wetterling, seconded by Commissioner
Walser to approve the January 2009 financial statements /budget year -to -date. Motion
was unanimously carried.
A motion was made by Secretary Wetterling, seconded by Commissioner Lenz to
amend a motion made at the January 28, 2009 regular meeting for the depository of
utility funds to include Citizens Bank & Trust and Home State Bank as depositories for
utility funds. Motion was unanimously carried.
GM Kumm presented changes to the credit card policy. Language has been added to
make it clearer and company purchases has been increased from $1,000 to $2,000.
After discussion, a motion was made by Secretary Wetterling, seconded by Vice
President Hantge to approve the changes to the credit card policy. Motion was
unanimously carried. (Policy attached.)
GM Kumm presented the HUC identity theft prevention policy. The "Red Flag Program"
has been developed in an attempt to prevent identity theft and will be maintained and
administered by the Business Manager. A motion was made by Commissioner Walser,
seconded by Secretary Wetterling to approve the HUC identity theft prevention policy to
be part of the policies and requirements booklet. Motion was unanimously carried.
(Policy attached.)
Steve Lancaster, Director Electric Division, presented the bid tabulation for directional
drilling contractor for 2009 — 2010. Every two years we go out for bids for the
construction season. After discussion, a motion was made by Commissioner Walser,
seconded by Commissioner Lenz to approve the bid tabulation for directional drilling
contractor for 2009 — 2010 from Steile Construction. Motion was unanimously carried.
(Bid tabulation attached.)
Our annual breakfast meeting is scheduled for March 31, 2009. To comply with open
meeting laws, we need to approve this breakfast meeting as an open meeting. A motion
was made by Commissioner Lenz, seconded by Vice President Hantge to approve the
March 31, 2009 breakfast meeting as an open meeting. Motion was unanimously
carried. (Invitation /letter attached.)
John Webster, Director Natural Gas Division, presented requisition #003399 for 16,000'
of pipe. This pipe is for the new developments for this construction season. A motion
was made by Commissioner Lenz, seconded by Secretary Wetterling, to approve
requisition #003399 for 16,000' of pipe from Forrer Supply. Motion was unanimously
carried. (Requisition attached.)
John Webster presented requisition #003448 for a 2007 Ditch Witch trencher. This is a
budgeted item to replace a 1992 Case Maxi - Sneaker. It is a 2007 model with only 1 '/
hours of use on it and is used for installing smaller service lines. A motion was made by
Vice President Hantge, seconded by Secretary Wetterling to approve requisition
#003448 for 2007 Ditch Witch trencher from Ditch Witch of MN. Motion was
unanimously carried. (Requisition attached.)
GM Kumm reported on his trip to Washington, DC for the 2009 MMUA Legislative Rally.
He met an organization that develops plasma arc and HUC might have an interest in
having them do a basic analysis for us. They extended an invitation for us to tour their
plants.
Division reports
Gas — John Webster
• Damage prevention meeting scheduled for March 19, 2009
• CAER meeting scheduled for mid March
• Had a carbon monoxide call on Mark Drive with levels in the high range —
shut the gas off and evacuated the home. Plumbers were called to repair
furnace and unplug the chimney. Advised home owner to purchase
another new CO detector.
• Consulting with AMI on bidding procedures for the infrastructure system
Electric — Steve Lancaster
• Planning for the 2009 conversions
• Working on downtown project
• Working with City on Hackbarth property
Business - None
Legal Update
Hospital - moratorium for bids in building new nursing home
Unfinished Business
None
New Business
• Vice President Hantge asked about our reliability study compared to other cities
• GM Kumm plans to meet with PILOT committee
There being no further business, a motion was made by Vice President Hantge,
seconded by Commission Lenz to adjourn the meeting at 4:05 p.m. Motion was
unanimously carried.
ATTEST:
Dwight Bordson, President
David Wetterling, Secretary
Regular Meeting
March 2, 2009
(February's Meeting)
Members present: President Dwight Bordson; Vice President Robert Hantge; Secretary
David Wetterling; Commissioner Craig Lenz; Commissioner Donald H. Walser; Attorney
Marc Sebora; General Manager Michael Kumm.
President Bordson called the meeting to order at 3:00 p.m.
The minutes of the January 28, 2009 regular meeting were reviewed. A motion was
made by Commissioner Walser, seconded by Secretary Wetterling, to approve the
minutes as written. Motion was unanimously carried.
The minutes of the February 5, 2009 special meeting were reviewed. A motion was
made by Secretary Wetterling, seconded by Vice President Hantge, to approve the
minutes as written. Motion was unanimously carried.
GM Kumm presented the January 2009 payables. After discussion, a motion was made
by Commissioner Lenz, seconded by Vice President Hantge to ratify the payment of
bills in the amount of $4,327,363.65 (detailed listing in payables book). Motion was
unanimously carried.
GM Kumm presented the January 2009 financial statements /budget year -to -date. After
discussion, a motion was made by Secretary Wetterling, seconded by Commissioner
Walser to approve the January 2009 financial statements /budget year -to -date. Motion
was unanimously carried.
A motion was made by Secretary Wetterling, seconded by Commissioner Lenz to
amend a motion made at the January 28, 2009 regular meeting for the depository of
utility funds to include Citizens Bank & Trust and Home State Bank as depositories for
utility funds. Motion was unanimously carried.
GM Kumm presented changes to the credit card policy. Language has been added to
make it clearer and company purchases has been increased from $1,000 to $2,000.
After discussion, a motion was made by Secretary Wetterling, seconded by Vice
President Hantge to approve the changes to the credit card policy. Motion was
unanimously carried. (Policy attached.)
GM Kumm presented the HUC identity theft prevention policy. The "Red Flag Program"
has been developed in an attempt to prevent identity theft and will be maintained and
administered by the Business Manager. A motion was made by Commissioner Walser,
seconded by Secretary Wetterling to approve the HUC identity theft prevention policy to
be part of the policies and requirements booklet. Motion was unanimously carried.
(Policy attached.)
Steve Lancaster, Director Electric Division, presented the bid tabulation for directional
drilling contractor for 2009 — 2010. Every two years we go out for bids for the
construction season. After discussion, a motion was made by Commissioner Walser,
seconded by Commissioner Lenz to approve the bid tabulation for directional drilling
contractor for 2009 — 2010 from Steile Construction. Motion was unanimously carried.
(Bid tabulation attached.)
Our annual breakfast meeting is scheduled for March 31, 2009. To comply with open
meeting laws, we need to approve this breakfast meeting as an open meeting. A motion
was made by Commissioner Lenz, seconded by Vice President Hantge to approve the
March 31, 2009 breakfast meeting as an open meeting. Motion was unanimously
carried. (Invitation /letter attached.)
John Webster, Director Natural Gas Division, presented requisition #003399 for 16,000'
of pipe. This pipe is for the new developments for this construction season. A motion
was made by Commissioner Lenz, seconded by Secretary Wetterling, to approve
requisition #003399 for 16,000' of pipe from Forrer Supply. Motion was unanimously
carried. (Requisition attached.)
John Webster presented requisition #003448 for a 2007 Ditch Witch trencher. This is a
budgeted item to replace a 1992 Case Maxi - Sneaker. It is a 2007 model with only 1 Y2
hours of use on it and is used for installing smaller service lines. A motion was made by
Vice President Hantge, seconded by Secretary Wetterling to approve requisition
#003448 for 2007 Ditch Witch trencher from Ditch Witch of MN. Motion was
unanimously carried. (Requisition attached.)
GM Kumm reported on his trip to Washington, DC for the 2009 MMUA Legislative Rally.
He met an organization that develops plasma arc and HUC might have an interest in
having them do a basic analysis for us. They extended an invitation for us to tour their
plants.
Division reports
Gas — John Webster
• Damage prevention meeting scheduled for March 19, 2009
• CAER meeting scheduled for mid March
• Had a carbon monoxide call on Mark Drive with levels in the high range —
shut the gas off and evacuated the home. Plumbers were called to repair
furnace and unplug the chimney. Advised home owner to purchase
another new CO detector.
• Consulting with AMI on bidding procedures for the infrastructure system
Electric — Steve Lancaster
• Planning for the 2009 conversions
• Working on downtown project
• Working with City on Hackbarth property
Business - None
Legal Update
Hospital - moratorium for bids in building new nursing home
Unfinished Business
None
New Business
• Vice President Hantge asked about our reliability study compared to other cities
• GM Kumm plans to meet with PILOT committee
There being no further business, a motion was made by Vice President Hantge,
seconded by Commission Lenz to adjourn the meeting at 4:05 p.m. Motion was
unanimously carried.
i�
i
n�
r"
David Wettefling, Secretary
i
ATTEST: �er�
Dwight ordson, President
CREDIT CARDS
A purchase by credit card must comply with all statutes and rules applicable to
Hutchinson Utilities Commission (HUC) purchases. Credit card purchases must comply
with the following requirements:
Minn. Stat. 412.271, subd. 2 and 471.38, subd.1. Claims presented to HUC for payment
must be in writing and itemized. Bills from credit card companies do not contain the
detail necessary to satisfy these requirements; therefore, HUC must retain invoices and
itemized receipts for items charged to a credit card.
The Office of the State Auditor strongly urges local government units to develop a
comprehensive credit card use policy to avoid misappropriation of funds or other misuse
of the credit card.
The following are authorized to make credit card purchases on behalf of HUC:
General Manager
Electric Division Director
Natural Gas Division Director
Business Manager
Electric Distribution Manager
Production Manager
Technical Services Manager
One Purchasing Agent
Company purchases up to $000 $2,000 are allowed to be made with a credit card. No
personal purchases are to be made with the credit card. Receipts will be given to each
Division Director /Manager as items are purchased to initial, assign appropriate account
numbers and give a description of the item purchased. The receipt then gets forwarded
to the accountant.
The accountant will keep a file for each Division until monthly credit card statements are
received and reconciled. The accountant has the authority to approve and question all
credit card purchases in so far as the policy applies. The full amount of the statement
must be paid each month.
(To be part of the Policies and Requirements booklet)
IDENTITY THEFT — "RED FLAG PROGRAM"
It shall be the policy of Hutchinson Utilities Commission to establish an identity theft
program, also know as "Red Flag Program ".
Hutchinson Utilities Commission has an identity theft program in place called the "RED
FLAG PROGRAM', pursuant to the Federal Trade Commission's Red Flags Rule, which
implements Section 114 of the Fair and Accurate Credit Transactions Act of 2003.
Internal procedures have been established whereby employees of HUC have been
trained on how to recognize and what procedures to follow if the employee suspects an
identity theft is taking place.
Implementation of the Red Flag Program is the responsibility of the Account Supervisor.
Administration and maintenance of the Red Flag Program is the responsibility of the
Business Manager.
\
k
§
§
]
E
v
q
)
§
¥
�
§
\
/
\
\
k
i
@
8
PC
Cd
wo
%b
)
-
a
Pl.
�
f�U2`
t
a
�
�
B,�
co��
E
!
3)}
i
Q
°
S
q
§(22
olaji
o
.
e�
cc!!
§ ;Q
§,
w
ƒ
§
�
ME
-
2lj�
k
�
.
I
,
�
!
(
)
,
)
\
k
§
§
]
E
v
q
)
§
¥
�
§
\
/
\
\
k
i
Hutchinson
Utilities
Commission
225 Michigan Street
Hutchinson, Minnesota
55350
Dwight Bordson
President
Robert Hantge
Vice President
David Wetterling
Secretary
Craig Lenz
Commissioner
Donald H. Walser
Commissioner
Michael Kumm
General Manager
Tel 320 - 587 -4746
Fax 320 - 587 -4721
February 13, 2009
Dear Sir or Madam,
Re: Breakfast Meeting
You are invited to attend our annual breakfast meeting to be held on
March 31, 2009 at 7:00 a.m.
Please join us in discussing how we can better serve you and your
organization. Communication is the key to success and we want to
achieve this success by assuring your electrical and natural gas
reliability is our focus.
Please RSVP by March 20, 2009 by calling Lin Madson at 234 -0501
with the following information. We look forward to brainstorming with
you and developing new ideas.
Yours truly
HUTCHINSON UTILITIES COMMISSION
Electric and Natural Gas Divisions
Your Company /Name
Number Attending
Loa
Fax: 320 - 587 -4721 Attn: Lin Madson
E -mail: Lmadson @ci.hutchinson.mn.us
0
LL
Z
0
D
W
Z
CG
G
<.i
J_
D
Z
U)
H
000
0
°o
0
1
o
f0
N
N
d
C
M
N
N
Cl)
V
0
0
M
p1
o
Z
a,
a
p
a�
U-
M
�
o
0
c
Z
U
F- 0
N
co C, O
0
N M
W
o
00
Q
J N
FZZCCO�
N I-
� D
o
LO
G
oa000
oo
0)
N N�9
fA
0
Z =ZNN
3n
O
= 0 = M M
d cr
C)�V
C .
N M O c
= N = d I
cn
cn
LLI
f-r W
o-�
O
H
U
a
C.
Q
}
ui
c
a
�
o
CL
C) w
NU
a
wQ
Y N
E
of
}O
v N
3
=W
Wa
LO
0
ca
a
J
ao
Cl v
U
J V o co
d� Z��
- ~
a0
ar �tn�
� O
aLL
00
N O N
w r Z a w
O �
XQ0ON
W Z 0
00
V m
v
w C
cc
:D)
r 0 W o ii
^?
*.
CL..r
Er
000
M
D1
0
N N
N
1
C
a7 to
N
N
r
V
r
M
O
M
p1
a
�
o
0
m
U
F- 0
co C, O
0
H
o
ce
z
m
m
O
w
cn
cn
LLI
f-r W
o-�
� a
Q
}
1 >,
m
\ c m
\, o 0
N O
�' Q
G
O
LL
O`_
r
w
Z
vI
G
O
V
J_
P
Z
,O,^
v/
Z
0
i
2
d'
M
0
0
0
Z
c
O
N
a-
Z
CO)
CN
G
O
U
O
LL! M
NO
U CZC v N
U G r- I-
O Q 0 00 00
ca 0 N
00
Z=ZNN
) = M M
ci � ci N
SN2a�i
CL
t
Cl)
Z c7
�Q�
r N
LL
03Z00'T
V� U)M
W N N
ui W O 000 �
V N Y c
~ co =t ca
0 T" V) n..U-
L-
N
.Q
fl.
co rn
o
co
C) 0
v
N
(O
N
'
r
N
a
U
U
r r
w
W
V
O
Cl
d
N
rn
N
(0
r
N
If
O
rn
rn
LO
LO
0
0
a
(O
CD
0
0
r
r
t0
O
O
7
N
L
N
�L
-
m
m
N N
U =�
N
m co
(a v
}
00
m Y
y
m
v
r
= >"
0
� 0)
V
V E
CtaO
0
N 0
1(
m cam
2)
0�
E
V
O
O M
z
a
�tO�N
�
�
=
�
w
a
i-- ns
a�
m
z LO
o M C
.26.s
j5
�0
r
ay
' L N
N
F-:
03
O N M C
O N
O w r
c
O c
X
N
O 03
co
O JNm
O
° �U a
ry
r
r
U
E
r
N
0)
co rn
o
C) 0
r
N
'
co
0 00
I
r
r r
N
M O
O
0-
a�
rn
X O7
N U
U
H �
N U-
ao
(^ co mma
v�
1
ui ai
0 0
Z in
S
O f--
m z
� w
w ~
07 CO N
co �- W
S � a
m
m T
c m
0
w �
N O
w Q