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05-26-2010 HUCMRegular Meeting May 26, 2010 Members present: President Dwight Bordson; Vice President Robert Hantge; Secretary Craig Lenz; Commissioner Donald H. Walser; Commissioner Paul Nordin; General Manager Michael Kumm Member absent: Attorney Marc Sebora President Bordson called the meeting to order at 3:00 p.m. The minutes of the April 28, 2010 regular meeting were reviewed. A motion was made by Secretary Lenz, seconded by Vice President Hantge to approve the minutes as written. Motion was unanimously carried. The April 2010 payables were discussed. A motion was made by Secretary Lenz, seconded by Commissioner Nordin to ratify the payment of bills in the amount of $3,807,749.54 (detailed listing in payables book). Motion was unanimously carried. GM Kumm presented the April 2010 financial statements /budget year -to -date. After discussion, a motion was made by Vice President Hantge, seconded by Secretary Lenz to approve the financial statements /budget year -to -date. Motion was unanimously carried. Commissioner Walser arrived at 3:10 p.m. GM Kumm presented changes to Exempt and Non - Exempt Handbooks, Sections: Administrative of Personnel Policies and Procedures Savings Clause Equal Employment Opportunity Hiring Procedures Probationary Period Upon Hiring Temporary Employees After discussion it was decided to table the section titled Equal Employment Opportunity. HUC is in compliance with the Affirmative Action Plan that was adopted in 1989. Jan Sifferath is updating this plan and it will be presented at a future commission meeting. After further discussion a motion was made by Commissioner Nordin, seconded by Commissioner Walser to approve the changes to the exempt and non- exempt handbooks, sections: Administrative of Personnel Policies and Procedures Savings Clause Hiring Procedures Probationary Period Upon Hiring Temporary Employees; with the exception of tabling the section: Equal Employment Opportunity. Motion was unanimously carried. (Changes attached) Division Reports Electric — Steve Lancaster Nothing to report Finance — Jared Martig • Started landscaping at Materials Distribution Center • PERA contributions going up Y4 % Gas — John Webster • Waiting for State permits, then we'll be extending gas to the Hassan Valley Township area Business — Jan Sifferath • Have received over 120 requests from customers wanting to go on the automatic bill payment plan, after inserting the ACH form with the monthly bill. • Have collected over $120,000 through Revenue Recapture; as a result no write -offs at this time. • Web store payments are on the rise GM Kumm reported on the following: • Water Tower Lease Agreement is completed; waiting for City Administrator's signature • Purchase Power Agreement has been executed • Territory Agreement has been signed and delivered to HUC on May 25, 2010 • Promoted to President on MMUA Board Legal Update — none A motion was made by Secretary Lenz, seconded by Commissioner Nordin to close the meeting for labor negotiations. Motion was unanimously carried. The meeting closed at 3:30 p.m. A motion as made by Secretary Lenz, seconded by Commissioner Walser to move from closed meeting back to open meeting. Motion was unanimously carried. The meeting reopened at 3:47 p.m. Unfinished Business Approve Sale of One -Half Acre of Mineral Rights in Oklahoma (Tabled from April 28 2010 Regular Meeting) • GM Kumm will report back to the board at a later time New Business The Board expressed their thanks to GM Kumm for his time and effort in the execution of the Power Sale Agreement with MRES. There being no further business, a motion was made by Vice President Hantge, seconded by Commissioner Nordin to adjourn the meeting at 3:50 p.m. Motion was unanimously carried. ATTEST: Robert Hantge, Vice President Craig Lenz, Secretary Regular Meeting May 26, 2010 Members present: President Dwight Bordson; Vice President Robert Hantge; Secretary Craig Lenz; Commissioner Donald H. Walser; Commissioner Paul Nordin; General Manager Michael Kumm Member absent: Attorney Marc Sebora President Bordson called the meeting to order at 3:00 p.m. The minutes of the April 28, 2010 regular meeting were reviewed. A motion was made by Secretary Lenz, seconded by Vice President Hantge to approve the minutes as written. Motion was unanimously carried. The April 2010 payables were discussed. A motion was made by Secretary Lenz, seconded by Commissioner Nordin to ratify the payment of bills in the amount of $3,807,749.54 (detailed listing in payables book). Motion was unanimously carried. GM Kumm presented the April 2010 financial statements /budget year -to -date. After discussion, a motion was made by Vice President Hantge, seconded by Secretary Lenz to approve the financial statements /budget year -to -date. Motion was unanimously carried. Commissioner Walser arrived at 3:10 p.m. GM Kumm presented changes to Exempt and Non - Exempt Handbooks, Sections: Administrative of Personnel Policies and Procedures Savings Clause Equal Employment Opportunity Hiring Procedures Probationary Period Upon Hiring Temporary Employees After discussion it was decided to table the section titled Equal Employment Opportunity. HUC is in compliance with the Affirmative Action Plan that was adopted in 1989. Jan Sifferath is updating this plan and it will be presented at a future commission meeting. After further discussion a motion was made by Commissioner Nordin, seconded by Commissioner Walser to approve the changes to the exempt and non- exempt handbooks, sections: Administrative of Personnel Policies and Procedures Savings Clause Hiring Procedures Probationary Period Upon Hiring Temporary Employees; with the exception of tabling the section: Equal Employment Opportunity. Motion was unanimously carried. (Changes attached) Division Reports Electric — Steve Lancaster Nothing to report Finance — Jared Martig • Started landscaping at Materials Distribution Center • PERA contributions going up'/ % Gas — John Webster • Waiting for State permits, then we'll be extending gas to the Hassan Valley Township area Business — Jan Sifferath • Have received over 120 requests from customers wanting to go on the automatic bill payment plan, after inserting the ACH form with the monthly bill. • Have collected over $120,000 through Revenue Recapture; as a result no write -offs at this time. • Web store payments are on the rise GM Kumm reported on the following: • Water Tower Lease Agreement is completed; waiting for City Administrator's signature • Purchase Power Agreement has been executed • Territory Agreement has been signed and delivered to HUC on May 25, 2010 • Promoted to President on MMUA Board Legal Update — none A motion was made by Secretary Lenz, seconded by Commissioner Nordin to close the meeting for labor negotiations. Motion was unanimously carried. The meeting closed at 3:30 p.m. A motion as made by Secretary Lenz, seconded by Commissioner Walser to move from closed meeting back to open meeting. Motion was unanimously carried. The meeting reopened at 3:47 p.m. Unfinished Business Approve Sale of One -Half Acre of Mineral Rights in Oklahoma (Tabled from April 28 2010 Regular Meeting) • GM Kumm will report back to the board at a later time New Business The Board expressed their thanks to GM Kumm for his time and effort in the execution of the Power Sale Agreement with MIRES. There being no further business, a motion was made by Vice President Hantge, seconded by Commissioner Nordin to adjourn the meeting at 3:50 p.m. Motion was unanimously carried. XEMPT AND NON - EXEMPT EMPLOYEE ADMINISTRATION OF PERSONNEL POLICIES AND PROCEDURES The Commission approves personnel policies intending uniform administration of personnel matters of the Utilities. The Commission may supplement, amend and/or rescind the policies to assure that they will remain practical, useful and current. In approving personnel policies, the Commission has made every effort to be as reasonable and practical as possible. Final responsibility for the enforcement of the policies shall rest with the Commission. The Commission however, has delegated to the General Manager the responsibility and authority for the enforcement of all personnel policies. The General Manager, in turn, delegates certain responsibilities and authority to the Staff as deemed advisable in order to carry out the personnel policies. The General Manager, however, remains accountable to the Commission. If the Commission has not clearly delegated its authority in a certain manner, the Commission retains authority to determine the appropriate action. These personnel policies govern all Utilities employees and apply to all cases except where a policy contained herein conflicts with a Union Contract, or past practice, in which case the Union Contract, or past practice shall govern. XEMPT AND NON - EXEMPT EMPLOYEES Hiring Proeedure°Policies It is the Commission's policy to hire qualified applicants through internal employee promotion and external recruitment if appropriate. - Nefie° of °11 • positions shall be posted t°^ (10) wefldng d"s -within all Utility depaftments d also -- ad- veers °ca —ex4 °1@riiully w ef—e appr-epr-iate. All appheations ffmst be submitted to the General Manager- no Wer- than the fi day for- elesing of appheatiens. The General Manager has the authority to hire all employees and must approve all hiring recommendations. Final interviews for the General Manager position will be conducted by all Commissioners. Final interviews for Director positions will be conducted by the General Manager and the President of the Commission. W. NOW 97901 rEMM I 11111111IRT". P-In R ry The General Manager has the authority to hire all employees and must approve all hiring recommendations. Final interviews for the General Manager position will be conducted by all Commissioners. Final interviews for Director positions will be conducted by the General Manager and the President of the Commission.