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05-25-2011 HUCMRegular Meeting May 25, 2011 Members present: President Robert Hantge; Vice President Paul Nordin; Secretary Dwight Bordson; Commissioner Donald H. Walser; General Manager Michael Kumm Members absent: Commissioner Craig Lenz and Attorney Marc Sebora President Hantge called the meeting to order at 3:00 p.m. The minutes of the April 27, 2011 regular meeting were reviewed. A motion was made by Vice President Nordin, seconded by Secretary Bordson to approve the minutes as written. Motion was unanimously carried. The April 2011 payables were discussed. A motion was made by Commissioner Walser, seconded by Vice President Nordin to ratify the payment of bills in the amount of $3,082,888.50 (detailed listing in payables book). Motion was unanimously carried. GM Kumm presented the April 2011 financial statements /budget year -to -date explaining HUC is well ahead of benchmarks for the year. After discussion, a motion was made by Secretary Bordson, seconded by Commissioner Walser to approve the financial statements /budget year -to -date. Motion was unanimously carried. GM Kumm handed out and discussed the bid tabulation for natural gas fired reciprocating internal combustion engine generator set and auxiliaries replacement. HUC is working with HDR consultants in evaluating this bid tabulation. Hope to present bid tabulation for commission approval at the June meeting. (Bid tabulation attached.) GM Kumm presented changes to policies and requirements booklet, sections: natural gas meter requirements and placement; sealing of meters -gas; meter testing -gas; and natural gas service work. `Natural gas meter requirements and placement', and `natural gas service work' are for review only; no changes were recommended. The change to `sealing of meters' is to rescind that policy due to past practice. The change to `meter testing' is to replace the word `shall' with `may' in the last paragraph. After discussion, a motion was made by Secretary Bordson, seconded by Commissioner Walser to approve changes to the policies and requirements booklet, sections: sealing of meters - gas, and meter testing -gas. Motion was unanimously carried. (Changes attached.) GM Kumm presented changes to exempt and non - exempt handbooks, sections: inclement weather; use of telephones and e -mail; and personal visitors and U.S. mail. The change recommended to section `inclement weather' is to add the words `floating holiday' to the first sentence. The changes recommended to `use of telephones and e- mail' is to add the language `and shall follow the same guidelines as above.' to the first sentence of the last paragraph and to delete the last sentence of same paragraph. The change recommended by the Board to `personal visitors and U.S. mail' is to delete the words `to the office' in the first sentence of the last paragraph. This was to provide more clarity. A motion was made by Vice President Nordin, seconded by Secretary Bordson to approve the changes to exempt and non - exempt handbooks, sections: inclement weather; use of telephones and e -mail; and personal visitors and U.S. mail. Motion was unanimously carried. (Changes attached.) Jan Sifferath presented the mid -year charge -offs for 2011. After discussion, a motion was made by Secretary Bordson, seconded by Commissioner Walser to approve the charge -offs for 2011 (detailed listing on page 2796 of the May general journal.) Motion was unanimously carried. GM Kumm gave an update on the MISO transmission owner membership. Division Reports Electric — Steve Lancaster • Working on HTI switch to new transformer Gas — John Webster • City of Waukee, Iowa visited today to discuss HUC's experience with the AMI system • Update on the AMI system • Discussion on building HUC emergency response trailer budgeted for 2011 Business — Jan Sifferath • PILOT calculation and bill stuffer explaining PILOT to be in June's statements Finance — Jared Martig • Working on the out -of -state travel policy; will present for approval at the June's commission meeting • Automatic gate opener for the inventory building to be installed by June Legal Update - None Unfinished Business • Jared Martig to report back to the Board in June with an explanation of the $7,594.95 software /hardware expense on page 6 of April payables • Jan Sifferath reported travel expenses policy is still being rewritten as there are substantial changes to it; will be presented at the June commission meeting New Business None There being no further business, a motion was made by Secretary Bordson, seconded by Vice President Nordin to adjourn the meeting at 3:49 p.m. Motion was unanimously carried. ATTEST: Robert Hantge, President Dwight Bordson, Secretary Regular Meeting May 25, 2011 Members present: President Robert Hantge; Vice President Paul Nordin; Secretary Dwight Bordson; Commissioner Donald H. Walser; General Manager Michael Kumm Members absent: Commissioner Craig Lenz and Attorney Marc Sebora President Hantge called the meeting to order at 3:00 p.m. The minutes of the April 27, 2011 regular meeting were reviewed. A motion was made by Vice President Nordin, seconded by Secretary Bordson to approve the minutes as written. Motion was unanimously carried. The April 2011 payables were discussed. A motion was made by Commissioner Walser, seconded by Vice President Nordin to ratify the payment of bills in the amount of $3,082,888.50 (detailed listing in payables book). Motion was unanimously carried. GM Kumm presented the April 2011 financial statements /budget year -to -date explaining HUC is well ahead of benchmarks for the year. After discussion, a motion was made by Secretary Bordson, seconded by Commissioner Walser to approve the financial statements /budget year -to -date. Motion was unanimously carried. GM Kumm handed out and discussed the bid tabulation for natural gas fired reciprocating internal combustion engine generator set and auxiliaries replacement. HUC is working with HDR consultants in evaluating this bid tabulation. Hope to present bid tabulation for commission approval at the June meeting. (Bid tabulation attached.) GM Kumm presented changes to policies and requirements booklet, sections: natural gas meter requirements and placement; sealing of meters -gas; meter testing -gas; and natural gas service work. `Natural gas meter requirements and placement', and `natural gas service work' are for review only; no changes were recommended. The change to 'sealing of meters' is to rescind that policy due to past practice. The change to `meter testing' is to replace the word `shall' with `may' in the last paragraph. After discussion, a motion was made by Secretary Bordson, seconded by Commissioner Walser to approve changes to the policies and requirements booklet, sections: sealing of meters - gas, and meter testing -gas. Motion was unanimously carried. (Changes attached.) GM Kumm presented changes to exempt and non - exempt handbooks, sections: inclement weather; use of telephones and e-mail; and personal visitors and U.S. mail. The change recommended to section 'inclement weather' is to add the words 'floating holiday' to the first sentence. The changes recommended to 'use of telephones and e- mail' is to add the language 'and shall follow the same guidelines as above.' to the first sentence of the last paragraph and to delete the last sentence of same paragraph. The change recommended by the Board to 'personal visitors and U.S. mail' is to delete the words 'to the office' in the first sentence of the last paragraph. This was to provide more clarity. A motion was made by Vice President Nordin, seconded by Secretary Bordson to approve the changes to exempt and non - exempt handbooks, sections: inclement weather; use of telephones and e-mail; and personal visitors and U.S. mail. Motion was unanimously carried. (Changes attached.) Jan Sifferath presented the mid -year charge -offs for 2011. After discussion, a motion was made by Secretary Bordson, seconded by Commissioner Walser to approve the charge -offs for 2011 (detailed listing on page 2796 of the May general journal.) Motion was unanimously carried. GM Kumm gave an update on the MISO transmission owner membership. Division Reports Electric — Steve Lancaster • Working on HTI switch to new transformer Gas — John Webster • City of Waukee, Iowa visited today to discuss HUC's experience with the AMI system • Update on the AMI system • Discussion on building HUC emergency response trailer budgeted for 2011 Business — Jan Sifferath • PILOT calculation and bill stuffer explaining PILOT to be in June's statements Finance — Jared Martig • Working on the out -of -state travel policy; will present for approval at the June's commission meeting • Automatic gate opener for the inventory building to be installed by June Legal Update - None Unfinished Business • Jared Martig to report back to the Board in June with an explanation of the $7,594.95 software /hardware expense on page 6 of April payables • Jan Sifferath reported travel expenses policy is still being rewritten as there are substantial changes to it; will be presented at the June commission meeting New Business None There being no further business, a motion was made by Secretary Bordson, seconded by Vice President Nordin to adjourn the meeting at 3:49 p.m. Motion was unanimously carried. ATTEST D ght Bordson, Secretary c O E O co c O co c iE U 2 c .Q E N O N U 'c AL` X L +�+ Q 0 O cu cu U O L C6 Q O 'U CU m c � N N U- O c U'W is L O cu Z r O (V C\ 2 ofI- 60- 6c)- °cam v N Lr) CIO N O IL V- M N 6F} Efl m I C 'C C O O E c O c 2 2 x L O W Q O N co N � O Cfl LO I Q Z O _0 a) m x m d P E Ow OOOO O o =m OOOO O O co i 00 4 O 6 E 3 V L6 M 0) ~ CO 000 N co C.O a ��Ma) CD co � le ' C6 64 40 64 d Z N �+ N t O Cb >O � O U A� W N co W c N c N Lo. (A a) f� ca N O w L CA U c f� J N C� Delete due to past practice METER TESTING HUC shall periodically test all natural gas meters for accuracy and sound mechanical condition. Meters that have an average accuracy of 100 %, plus or minus 2 %, shall be considered accurate. Average accuracy is defined as the average of the open and check flow accuracies. Accounts in which the natural gas meter tests in excess of 102% are subject to a refund. This refund shall be based on the "as found average meter accuracy" and the customer's consumption for the previous six month period. Upon request of the customer, HUC shall test the average accuracy of the natural gas meter. A $40 trip charge shall may be assessed to all accounts in which the "as found average meter accuracy" is determined to be 100 %, plus or minus 2 %. EXEMPT Inclement Weather If inclement weather causes an employee to arrive late or leave the job early, the employee must use vacation time, floating holiday= compensatory time or time without pay for the portion of the scheduled shift the employee did not work. If the General Manager determines it is necessary to close the Utilities offices due to weather, all employees will be paid their regular pay. Essential employees will be required to remain on -duty, however, they will be given comparable time off at a later date. If an essential employee living within the limits of the City of Hutchinson cannot get to the job site due to inclement weather, a Utility vehicle or snowplow will be dispatched to pick up the essential employee. NON - EXEMPT Inclement Weather If inclement weather causes an employee to arrive late or leave the job early, the employee must use vacation time, floating ey, compensatory time or time without pay for the portion of the scheduled shift the employee did not work. If the General Manager determines it is necessary to close the Utilities offices due to weather, all employees will be paid their regular pay. Essential employees will be required to remain on -duty, however, they will be given comparable time off at a later date. If an essential employee living within the limits of the City of Hutchinson cannot get to the job site due to inclement weather, a Utility vehicle or snowplow will be dispatched to pick up the essential employee. EXEMPT Use of Telephones and E -mail Customer Service. Please be courteous and tactful when dealing with Utility customers and business partners so they enjoy dealing with our employees and the Utility. When receiving a call, answer promptly, explain to the caller when leaving the line, return to the line promptly, transfer calls only when necessary, give tactful explanations for a coworker's absence from the office and take accurate messages. When placing a call, plan the call in advance making sure of the number and identify yourself, including your position with the Utility. Personal Calls. During working hours employees are expected to keep the number and length of personal calls to a minimum. Any personal long distance calls should be made by calling card. If this is not possible, the long distance call must be reported to the accountant and the Utilities must be reimbursed the cost of personal long distance calls. E -Mail. See the City of Hutchinson Information Technology Policy (HUC Edition). Cell Phones. Cell phones provided to employees by the Utility remain the property of the Utility.. and shall follow the same guidelines as above. Personal ealls an the eel phones must be r-eimbur-sed to the Utility the same as long distanee. NON - EXEMPT Use of Telephones and E -mail Customer Service. Please be courteous and tactful when dealing with Utility customers and business partners so they enjoy dealing with our employees and the Utility. When receiving a call, answer promptly, explain to the caller when leaving the line, return to the line promptly, transfer calls only when necessary, give tactful explanations for a coworker's absence from the office and take accurate messages. When placing a call, plan the call in advance making sure of the number and identify yourself, including your position with the Utility. Personal Calls. During working hours employees are expected to keep the number and length of personal calls to a minimum. Any personal long distance calls should be made by calling card. If this is not possible, the long distance call must be reported to the accountant and the Utilities must be reimbursed the cost of personal long distance calls. E -Mail. See the City of Hutchinson Information Technology Policy (HUC Edition). Cell Phones. Cell phones provided to employees by the Utility remain the property of the Utility.. and shall follow the same guidelines as above. Pefse al ealls on the eel phones must be reimbursed to the Utility the same as long distanee. EXEMPT Personal Visitors and U.S. Mail Employees are discouraged from having personal mail delivered to the Utilities office. All incoming mail is sorted and routed at the office. Employees may not prepare personal letters during work hours. Employees are discouraged from inviting personal visitors to the ^ffie° during work hours. Employees should escort personal visitors away from the work area. Time spent on personal visits will be considered part of a rest period or lunch period. NON - EXEMPT Personal Visitors and U.S. Mail Employees are discouraged from having personal mail delivered to the Utilities office. All incoming mail is sorted and routed at the office. Employees may not prepare personal letters during work hours. Employees are discouraged from inviting personal visitors to the effi^ work hours. Employees should escort personal visitors away from the work area. Time spent on personal visits will be considered part of a rest period or lunch period.