07-28-2010 HUCMRegular Meeting
July 28, 2010
Members present: President Dwight Bordson; Vice President Robert Hantge, Secretary
Craig Lenz; Commissioner Donald H. Walser; Attorney Marc Sebora; General Manager
Michael Kumm
Member absent: Commissioner Paul Nordin
President Bordson called the meeting to order at 3:00 p.m.
The minutes of the June 30, 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.
GM Kumm discussed the letter of support for the solar project for Applied Kinetics, Inc.
We have a parallel generation policy in force and that is what HUC will implement when
they proceed with their project. GM Kumm's recommendation was to remain neutral and
not sign the letter of support.
The June 2010 payables were discussed. A motion was made by Vice President
Hantge, seconded by Commissioner Walser to ratify the payment of bills in the amount
of $3,192,165.46 (detailed listing in payables book). Motion was unanimously carried.
GM Kumm presented the June 2010 financial statements /budget year -to -date. After
discussion, a motion was made by Secretary Lenz, seconded by Vice President Hantge
to approve the financial statements /budget year -to -date. Motion was unanimously
carried.
GM Kumm presented changes to exempt and non - exempt handbooks, sections:
employment of relatives; personnel records access and data privacy; and
membership /dues /conventions. The only change is section: personnel records access &
data privacy — exempt and non - exempt. Recommended changes are a title change,
and a 30 day notification of changes to employee status. After discussion a motion was
made by Vice President Hantge, seconded by Secretary Lenz to approve changes to
the exempt and non - exempt handbooks. Motion was unanimously carried. (Changes
attached.)
GM Kumm presented changes to policies and requirements booklet, sections: general
policies; policies and requirements brochure; and establishing a new electric /natural gas
account. The only change here is to add the plus 4 to our zip code (55350- 1905). A
motion was made by Commissioner Walser, seconded by Secretary Lenz to approve
changes to the policies and requirements booklet. Motion was unanimously carried.
(Changes attached.)
GM Kumm presented the IBEW Local 949 labor agreement for ratification. HUC
approved the tentative agreement last month. Our labor attorney drafted the final copy
and HUC staff has reviewed it. A motion was made by Vice President Hantge,
seconded by Secretary Lenz to ratify the IBEW Local 949 Labor Agreement. Motion was
unanimously carried. Also, a motion was made by Commissioner Walser, seconded by
Secretary Lenz to ratify the Letter of Agreement regarding health and disability
insurance with an HSA. Motion was unanimously carried.
Steve Lancaster presented requisition #004092 for plant 1 transformer removal from
Utilities Plus Energy Services, Inc. This is for removal of the failed transformer at plant 1
and replacing it with the temporary one. The work has already been completed. A
motion was made by Secretary Lenz, seconded by Vice President Hantge to approve
requisition #004092 for plant 1 transformer removal from Utilities Plus Energy Service,
Inc. for $32, 950.50. Motion was unanimously carried. (Requisition attached.)
GM Kumm presented requisition #004093 for transmission line material inventory from
Border States. This is to have extra material on hand in case of a problem i.e.: the car
accident that took down a transmission pole or storm damage that could take out a half -
mile of poles at one time. After discussion a motion was made by Commissioner
Walser, seconded by Secretary Lenz to approve requisition #004093 for transmission
line material inventory from Border States for $28,718.49. Motion was unanimously
carried. (Requisition attached.)
GM Kumm presented a hand -out explaining specific goals for 2010 and the progress of
those goals. He updated the status of HUC's work orders and the progress or
completions of specific work orders. He also reported on the hiring of ProCare to do
HUC's janitorial duties.
Division Reports
Electric — Steve Lancaster
• Finished the air permitting test (RATA) on unit 1; weather was too hot do
testing on unit 9, will do it later when it's cooler and less humid. We are still in
compliance.
Gas — John Webster
• Will see if there's an interest in natural gas from Ag Systems to Simonson's
because Simonson's has requested natural gas be installed to their facility.
• Writing the natural gas division's greenhouse gas emissions report per EPA.
• Passed around the actual gas module for the AMI project.
• MNOPS found no issues during their annual audit. John commended his crew
for their assistance during the audit.
Business — Jan Sifferath
• Jon Guthmiller performed a load profile for Regional Eye Specialist and as a
result it saved them 25% to 30% in energy costs. That model has now gone
to State level. Jon is invited to attend a conference in Morton, MN put on by
the MN Health Care Engineers Association and they will present that model
as a benchmark.
• Working on union enrollment for long -term disability
• Cold Weather Rule applications are being printed and will be mailed out.
Legal Update
Nothing to report
Unfinished Business
Employee Community Service:
Vice President Hantge presented a hand -out on policies for community service.
Jan Sifferath and Marc Sebora will review them and report back at next month's
meeting with recommendations.
New Business
Dwight Bordson gave an update on the meeting with City regarding the transfer.
(At this time Vice President Hantge excused himself from the meeting
because of a previous commitment — 4:44 p.m.)
After discussion it was decided that GM Kumm will review the numbers and will
report back to the Board.
There being no further business, a motion was made by Commissioner Walser,
seconded by Secretary Lenz to adjourn the meeting at 4:58 p.m. Motion was
unanimously carried.
ATTEST:
Dwight Bordson, President
Craig Lenz, Secretary
Regular Meeting
July 28, 2010
Members present: President Dwight Bordson; Vice President Robert Hantge, Secretary
Craig Lenz; Commissioner Donald H. Walser; Attorney Marc Sebora; General Manager
Michael Kumm
Member absent: Commissioner Paul Nordin
President Bordson called the meeting to order at 3:00 p.m.
The minutes of the June 30, 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.
GM Kumm discussed the letter of support for the solar project for Applied Kinetics, Inc.
We have a parallel generation policy in force and that is what HUC will implement when
they proceed with their project. GM Kumm's recommendation was to remain neutral and
not sign the letter of support.
The June 2010 payables were discussed. A motion was made by Vice President
Hantge, seconded by Commissioner Walser to ratify the payment of bills in the amount
of $3,192,165.46 (detailed listing in payables book). Motion was unanimously carried.
GM Kumm presented the June 2010 financial statements /budget year -to -date. After
discussion, a motion was made by Secretary Lenz, seconded by Vice President Hantge
to approve the financial statements /budget year -to -date. Motion was unanimously
carried.
GM Kumm presented changes to exempt and non - exempt handbooks, sections:
employment of relatives; personnel records access and data privacy; and
membership /dues /conventions. The only change is section: personnel records access &
data privacy — exempt and non - exempt. Recommended changes are a title change,
and a 30 day notification of changes to employee status. After discussion a motion was
made by Vice President Hantge, seconded by Secretary Lenz to approve changes to
the exempt and non - exempt handbooks. Motion was unanimously carried. (Changes
attached.)
GM Kumm presented changes to policies and requirements booklet, sections: general
policies; policies and requirements brochure; and establishing a new electric /natural gas
account. The only change here is to add the plus 4 to our zip code (55350- 1905). A
motion was made by Commissioner Walser, seconded by Secretary Lenz to approve
changes to the policies and requirements booklet. Motion was unanimously carried.
(Changes attached.)
GM Kumm presented the IBEW Local 949 labor agreement for ratification. HUC
approved the tentative agreement last month. Our labor attorney drafted the final copy
and HUC staff has reviewed it. A motion was made by Vice President Hantge,
seconded by Secretary Lenz to ratify the IBEW Local 949 Labor Agreement. Motion was
unanimously carried. Also, a motion was made by Commissioner Walser, seconded by
Secretary Lenz to ratify the Letter of Agreement regarding health and disability
insurance with an HSA. Motion was unanimously carried.
Steve Lancaster presented requisition #004092 for plant 1 transformer removal from
Utilities Plus Energy Services, Inc. This is for removal of the failed transformer at plant 1
and replacing it with the temporary one. The work has already been completed. A
motion was made by Secretary Lenz, seconded by Vice President Hantge to approve
requisition #004092 for plant 1 transformer removal from Utilities Plus Energy Service,
Inc. for $32, 950.50. Motion was unanimously carried. (Requisition attached.)
GM Kumm presented requisition #004093 for transmission line material inventory from
Border States. This is to have extra material on hand in case of a problem i.e.: the car
accident that took down a transmission pole or storm damage that could take out a half -
mile of poles at one time. After discussion a motion was made by Commissioner
Walser, seconded by Secretary Lenz to approve requisition #004093 for transmission
line material inventory from Border States for $28,718.49. Motion was unanimously
carried. (Requisition attached.)
GM Kumm presented a hand -out explaining specific goals for 2010 and the progress of
those goals. He updated the status of HUC's work orders and the progress or
completions of specific work orders. He also reported on the hiring of ProCare to do
HUC's janitorial duties.
Division Reports
Electric — Steve Lancaster
• Finished the air permitting test (RATA) on unit 1; weather was too hot do
testing on unit 9, will do it later when it's cooler and less humid. We are still in
compliance.
Gas — John Webster
• Will see if there's an interest in natural gas from Ag Systems to Simonson's
because Simonson's has requested natural gas be installed to their facility.
• Writing the natural gas division's greenhouse gas emissions report per EPA.
• Passed around the actual gas module for the AMI project.
• MNOPS found no issues during their annual audit. John commended his crew
for their assistance during the audit.
Business — Jan Sifferath
• Jon Guthmiller performed a load profile for Regional Eye Specialist and as a
result it saved them 25% to 30% in energy costs. That model has now gone
to State level. Jon is invited to attend a conference in Morton, MN put on by
the MN Health Care Engineers Association and they will present that model
as a benchmark.
• Working on union enrollment for long -term disability
• Cold Weather Rule applications are being printed and will be mailed out.
Legal Update
Nothing to report
Unfinished Business
Employee Community Service:
Vice President Hantge presented a hand -out on policies for community service.
Jan Sifferath and Marc Sebora will review them and report back at next month's
meeting with recommendations.
New Business
Dwight Bordson gave an update on the meeting with City regarding the transfer.
(At this time Vice President Hantge excused himself from the meeting
because of a previous commitment — 4:44 p.m.)
After discussion it was decided that GM Kumm will review the numbers and will
report back to the Board.
There being no further business, a motion was made by Commissioner Walser,
seconded by Secretary Lenz to adjourn the meeting at 4:58 p.m. Motion was
unanimously carried.
ATTEST: oa� Ag��
DwIghf Bordson, President
EXEMPT AND NON- EXEMPT HANDBOOKS
Personnel Records Access and Data Privacy
Employee records are maintained by the Business Customer /Human Relations Manager.
Information necessary to administer employee benefits and payroll and to complete required
Federal and State reports are included in the personnel file. Examples of this data are: home
address, off -duty telephone number, social security number, date of birth, person to notify in case
of emergency, insurance and retirement beneficiaries, wage history, job category and
department. Also included as personnel data are any commendations, evaluations and records of
discipline. Most personnel data is classified as private data and cannot be released without the
employee's written permission. Public data include: employee name, employee job titles,
wage /salary history and dates of employment.
Current information is necessary for proper administration of compensation and employee
benefits. Employees must notify the Business Customer/Human Relations Manager within 30
days of any change in home address, number of withholding exemptions, beneficiary
designations or any other change that would affect employment status.
Any employee wishing to review his/her personnel file should contact the Business
Customer/Human Relations Manager to arrange a time to review the file. Only management
personnel with a need to know may review an individual's personnel file.
GENERAL POLICIES
HUTCHINSON UTILITIES COMMISSION
(Hereafter referred to as HUC)
A five - member Commission governs HUC. The Commission members are appointed by
the Mayor and the City Council to each serve a five -year term. The Commission meets
at the regularly scheduled time on the last Wednesday of each month. The following
policies are reviewed and approved by the Commission and it reserves the right to
make changes, as it deems necessary from time to time. The Commission also
reserves the right to vary from its policy in special circumstances.
HUC is a municipal utility that is operated and owned by its citizens, through the city
council and its political subdivision, the Hutchinson Utilities Commission.
BUSINESS OFFICE HOURS
The office hours are:
BUSINESS OFFICE INFORMATION
Mailing address for business office:
Customer Service phone number:
Internet address
EMERGENCY SERVICE
Monday through Friday
7:30 a.m. to 4:00 p.m.
225 Michigan St SE
Hutchinson MN 55350 -1905
320 - 587 -4746
www.hutchinsonutilities.com
Emergency service telephone number: 320 - 587 -4745
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HUTCHINSON UTILITIES COMMISSION
" Meter Reading scheduling will remain with customer service / billing; Meter Reader manpower will be provided by electric and natural gas utilities.
EXEMPT HANDBOOK
Promotions and Transfers
The Commission encourages individual advancement by providing opportunities for promotion
and transfer as positions become available. Job vacancies shall be posted ten (10) working days.
Employees desiring to be considered for the position must provide a letter of interest to the
appropriate staff person by the deadline stated on the posting.
All promoted employees shall serve a six (6) month probationary period during which time the
promoted employee may be placed back in the employee's previous job classification at the sole
discretion of the Staff Personnel, without loss of seniority.
We encourage employees to discuss their career plans and goals with their Director or Manager
or- Superuiser.
NON - EXEMPT HANDBOOK
Promotions and Transfers
The Commission encourages individual advancement by providing opportunities for promotion
and transfer as positions become available. Job vacancies shall be posted ten (10) working days.
Employees desiring to be considered for the position must provide a letter of interest to the
appropriate staff person by the deadline stated on the posting.
All promoted employees shall serve a six (6) month probationary period during which time the
promoted employee may be placed back in the employee's previous job classification at the sole
discretion of the Staff Personnel, without loss of seniority.
We encourage employees to discuss their career plans and goals with their Director, Of Manager
or Supervisor.
EXEMPT AND NON- EXEMPT HANDBOOKS
Layoffs
The Utility retains its right to eliminate positions within the organization if the Commission
deems it appropriate to do so. If a layoff occurs, the Utility will provide four weeks notice to
affected employees. Layoffs will be based on skill, and knowledge, utility needs and
also employee's seniority.
Definitions
In this Handbook, the following terms shall have the meanings as listed below:
"Commission" means the Hutchinson Utilities Commission.
"Essential employees" means power plant operators, system controllers, line workers, and
natural gas service workers.
"Exempt employees" means executive, professional and administrative employees as those terms
are defined in the Fair Labor Standards Act ( "FLSA ") and who are not subject to the minimum
wage and overtime provisions of the FLSA.
"General Manager" means the Chief Executive of Hutchinson Utilities who is appointed by the
Commission.
"Immediate family" means spouse or significant other, parent, stepparent, guardian, child,
stepchild, sibling, grandparent, grandchild, and any in -law.
"Non- exempt employees" are employees who are generally paid hourly and are subject to the
minimum wage and overtime provisions of the FLSA.
"Regular full -time employee" means an employee who has been appointed to an authorized,
budgeted position who is not temporary or probationary and who is regularly scheduled to work
40 hours during a work week. Generally, regular full -time employees are eligible for Utility
benefit programs subject to the terms, conditions and limitations of each benefit program.
"Seniority" means length of consecutive employment as a regular full -time employee with
Hutchinson Utilities.
"Staff personnel" means Director of Electric Division, Director of Natural Gas Division,
Customer/Human Relations Manager, Manager of Electric Production, Manager of Electric
Transmission/Distribution, Manager of T°ehnie-ai Engineering Services, Finance Manager,
Accountant, Administrative Coordinator, Purchasing Agent, Inventory Agent, Computer Systems
Analyst, Energy Conservation Administrator, and Accounts Supervisor.
"Temporary employee" means an employee who may work up to 40 hours per week but for a
maximum of 24 weeks per year, even if not consecutive weeks. Temporary positions are eligible
for legally mandated benefits such as Social Security but are ineligible for Utility benefit
programs.
"Utility" and "Utilities" means Hutchinson Utilities.
"Working days" means Monday through Friday.
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 Customer /Human Relations Manager
Electric Transmission /Distribution Manager
Production Manager
TeGhnicai Engineering Services Manager
One Purchasing Agent
Company purchases up to $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.
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