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11-26-1984 HUCML/ _ _i Regular Meeting November 26, 1984 All Commissioners were present; also present were Mgr. Alexander, Counsel Peterson and Ruth Hakel. The meeting was called to order by President Daggett at 1:00 p.m. Motion was made by Commissioner Lyke, seconded by Commissioner Beatty to accept the October 29, 1984 minutes as written. Motion was unanimously carried. The October payables for both entities were discussed. Motion was made by Commissioner Beatty, seconded by Commissioner Lyke to accept the payables as listed. Motion was unanimously carried. Ruth Hakel commented on the financial statements. Motion was made by Commissioner Lyke, seconded by Commissioner Beatty to accept the reports. Motion was unanimously carried. At 1:20 p.m. Don Swanson of Associated Consultants was welcomed to the meeting. After an inquiry regarding the cost of a distribution study, Mr. Swanson estimated that a study would run between $10,000 and $15,000. This study would point out modifications where needed, check large volume customer electrical problems, etc. It was decided to consider the study. Mgr. Alexander discussed recent outages with the Commission. He pointed out that a recording instrument was on order and that every- thing is being done to alleviate our problems. Mr. Swanson presented an operating report for the first six months of 1984. He commented that the utilities had an excellent record - showing a profit yet selling a competitively priced product. Mr. Swanson was asked to attend the meeting to comment on a rate review. The end result of the report indicated that at this point in time perhaps a designated amount of profit could be: 1. Contributed to the City of Hutchinson 2. Refunded to customers 3. Reduction of rates (eliminating or reducing the first step) A motion was made by Commissioner Beatty, seconded by Commissioner Lyke to reduce revenue from the sale of electricity by $300,000 and the sale of gas by $200,000 for the year 1985. Motion was unanimously carried. Mgr. Alexander presented a Memorandum received from Great Lakes Electric Consumers Association regarding vacancies on the Board of Directors. Q0 O CO O 040 N I 7 NCo Q 0 E M o ], O `� C O U) O O O N U) O O U) Q- M N :3 r L Q C (n 0) = 0 a) i i O i N c6 O Q N �cL Ew" N W O O �QZIL President Daggett felt it was an interesting association; however, very time consuming. Mgr. Alexander requested that the Commission not take action. He would communicate with other utilities and get back to the Commission at the next meeting. Counsel Peterson having researched the Minnesota statutes and the Public officials insurance policy, informed the Commission of the coverage which was available. Mgr. Alexander reported that regular monthly safety meetings were being held by each division and rule books were being reviewed. Mgr. Alexander suggested that a medical insurance restricted account be set aside each year for the ultimate goal of achieving a self insurance program. Retention of Records WHEREAS, retention periods of records have been set -up by the State of Minnesota and the Federal Energy Regulatory Commission (FERC). Both governmental entities have the same periods of retention. According to FERC, the Hutchinson Utilities Commission would fall under the federal jurisdiction. A schedule of records and periods of retention for the Hutchinson Utilities Commission is attached. WHEREAS, each public utility subject to the regulation shall designate one or more persons with official responsibility to supervise the utilities program for preservation and authorized destruction of its records. WHEREAS, the public utility shall provide reasonable protection for records subject to the regulation from damage by fire, flood and other hazzard and safeguard the records for unnecessary exposure to deterioration from excessive humidity, dryness or lack of ventilation. The Utilities, vault meets these requirements. Microfilm will be considered for preserving certain records. WHEREAS, destruction of records will be permitted (burning suggested) after the expiration period of retention. A Certificate of Destruction will be issued for each type of record listing detail of dates, etc., etc. All records which are to be kept permanently, cannot be destroyed. RESOLUTION 11 RESOLVED, that the Hutchinson Utilities Commission being subject to the statutes and regulation of FERC, adopt the Rules and Regulations for Preservation of Records of Public Utilities (pages 12,403 through 12,601, Part 125.) As at this point in the Utilities operation, no guidelines have been defined for retention of records. l � i A motion was made by Commissioner Lyke, seconded by Commissioner Beatty to adopt the Schedule of Records for Retention (as set forth above), follow proper procedure for destruction and designate a supervisory official to carry out the Rules and Regulations. Motion was unanimously carried. Schedule of Records and Periods of Retention Agenda Permanent Annexation Records Permanent Annual Reports Permanent Historical Data Permanent Minutes Permanent Resolutions Permanent Disbursement Jr Permanent General Jr Permanent Union Contracts Permanent Personnel Record Files Permanent PERA Reports Permanent Departmental Rules & Regulations Permanent General Ledger Permanent EEO Summary Data Permanent Radio Logs Engine Log Permanent Rate Schedules Permanent Annual Budget Permanent Audit Report Permanent Payroll Journal Permanent Outage Reports Permanent Trouble Call Sheets Permanent Canceled /Paid Bond & Coupons 6 years (after Accounts Receivable Register 8 years Book Statements 6 years Canceled Checks 6 years Cash Receipts Analysis After Audit Meter Deposit Receipts 2 years Paid Invoices & Claim Vouchers 10 years Requisition & Purchase Orders 7 years Work Orders 6 years Insurance Policies 6 years after Insurance Claim Payment Record 6 years Minnesota Withholding Reports 7 years W -2 Forms - (Duplicates) 6 years Payroll Worksheets 6 years Quarterly Payroll Reports 6 years Time Sheets 1 7 years Meter Reading Sheets 8 years Service Requests 6 years Records Showing Detailed Distribution of Material From Inventory 6 years Application for Employment 18 months Report - Status of Customer Accts 1 year Daily Cash Receipts 1 year paid) policy has expired /yq, Counsel Peterson furnished a Conflict of Interest letter to each Commissioner for his file. Mgr. Alexander was asked to obtain a letter from Associated Consultants indicating in detail the scope of work a distribution study would involve, also estimate cost. Being that the next regular meeting will be December 31, 1984, it was decided to change the date to December 27 at 1:00 p.m. The following are October payables: �1 OCTOBER PAYABLES - ELECTRIC American Payment Centers Rent 53.00 Burmeister Electric Co 69 KV - final 1,901.70 Citizens Bank & Trust Co Deposit to contribution account 20,900.00 Citizens Bank & Trust Cc Deposit to bond & interest pay- 87.50 ment account Colonial Life & Accident Accident insurance withheld 115.50 Hutch Utilities Employee utility bills withheld 987.50 MN Electric Supply Co Inventory 45.72 Natural Gas Division Due to Natural Gas Division - 288,826.34 Accounts Receivable Richard Peterson Legal retainer 400.00 WESCO Inventory 234.00 Tammy Stoll Refund - overpayment final bill 55.00 Continental Assurance Co Life insurance 190.58 Continental Assurance Co Life insurance 43.36 MMUA Registration - distribution workshop 250.00 Janet Sorenson Meter refund & interest 10.51 Cindy Langenbau 11.17 Todd Domine 2.42 Rick Thomes 17.77 Petty Cash 346.63 State Treasurer PERA withheld & expense 3,614.94 State Treasurer FICA withheld & expense 3,557.21 Citizens Bank & Trust Co Federal tax withheld 4,450.25 ICMA Retirement Corp. Employee deferred comp withheld 909.00 Putnam Fund Dist Employee deferred comp withheld 50.00 Woodman Accident & Life Medical insurance 5,374.22 Twin City Hose, Inc Maint fuel oil system 412.61 Border States Electric Plant supplies 97.98 IBM Corporation Lease, maint service 919.50 Petersen- Wisdorf, Inc Inventory 1,302.36 Petty Cash Postage 758.75 Shopko Stores Mdse, plant supplies 99.95 Abbott Electronics Building maint 75.90 Bailey Controls Co Engine maint #8 17.70 Border States Electric Underground services 17.89 Instrumentation Services Building maint 199.52 MN Electric Supply Mdse 87.34 MN Lift Truck Corp Power operated equipment maint 6.19 Paper Service Co Plant supplies, mdse 122.23 Petersen - Wisdorf, Inc Mdse 311.95 Upper Midwest Sales Co Plant supplies 28.81 Zee Medical Service Plant supplies 128.10 Putnam Fund Dist Employee deferred comp withheld 50.00 ICMA Retirement Corp Employee deferred comp withheld 909.00 MN Environmental Quality Bd Assessment - Power plant siting 103.14 program Citizens Bank & Trust Co Federal tax withheld 4,363.63 Commissioner of Revenue State tax withheld 4,754.29 State Treasurer FICA withheld & expense 3,616.56 State Treasurer PERA withheld & expense 3,577.98 OCTOBER - ELECTRIC (cont) Petty Cash Meter refunds & interest 147.30 West Central Roofing Cont Fire damage expense 1,435.00 AMI Sewer & Septic Tank Ser Building maint 38.00 Albrecht Oil Cc Gas 97.57 Allen Office Products Office supplies 435.14 American Linen Supply Laundry 58.92 American Welding Supply Plant supplies 40.90 Amoco Oil Co Gas 27.74 Anderson Chemical Cc Chemical inventory 573.45 Aquatrol Corp Sub - station maint 407.25 Associated Consultants Engineering services 827.50 Book Distribution Center Office supplies 59.71 Brandon Tire Power operated equipment maint 103.89 Brinkman Studio Camera 128.65 Burmeister Electric Cc Meter inventory 857.80 Central Eyewear Repair glasses - Norm Bohn 2.65 Central MN Communications Radio maint 10.00 Commissioner of Revenue Sales tax 18,730.66 Culligan Water Conditioning Plant supplies 56.25 Fabricare Cleaners Laundry 178.00 Family Rexall Drug Office supplies 66.69 Farm & Home Dist Co Plant supplies, power operated 28.42 equipment maint Fireman's Fund Am Life Ins Insurance withheld 98.08 General Trading Co Plant supplies, eng maint #3, bldg 1,706.09 maint, mdse Home Bakery Cookies 207.90 Hutchinson Co -op Plant supplies 12.50 Hutch Fire & Safety Fire extinguisher, recharged 38.05 Hutch Util - Employee Fund Employee fund withheld 105.00 Hutch Utilities Engines 28,125.18 32,290.67 Labor 2,455.65 Plant & utility 1,709.84 center usage IBEW Local 949 Union dues withheld 451.25 Ink Spots Office supplies 137.70 Instrumentation Services Sub - station maint 659.73 Jahnke's Red Owl Coffee 193.87 Jim's Auto Salvage Truck maint 5.00 Lakes Gas Cc Gas 154.62 Lawson Products, Inc Supplies 208.69 Leef Bros., Inc Laundry 55.90 Lystads, Inc URD maint 4.60 McLeod Co. Sntry Landfill Dumping charges 3.00 Mankato Business Office supplies 76.72 MN Electric Supply Mdse 20.62 MMUA Registration - fall meeting 135.00 G. F. Nemitz Sons Lubricant handling 15.00 PFC Equipment, Inc Engine maint #8 889.00 Petersen - Wisdorf, Inc Inv, plant supplies, URD maint 974.90 Plaza OK Hardware Plant supplies, truck maint 21.89 OCTOBER - ELECTRIC (cont) Quade Electric Plant supplies, bldg maint, engine 56.12 maint #9 Schaeffer Mfg Co Mdse 177.22 Schmeling Oil Maint other equipment 24.25 Scientific Columbus Sub - station maint 730.12 Share Corporation Bldg maint 30.94 Simonson Lumber Line maint 10.46 Standard Printing Office supplies 91.00 Tani Division Engine maint #8 240.55 Uniforms Unlimited Uniforms 512.45 UPA Maint station equipment 1,651.81 Vaughn's Building maint 183.22 Velvet Coach Meeting expense 20.82 Welders Supply Fire damage expense 192.30 Westinghouse Electric Corp Sub - station maint 6,508.00 WESCO Plant supplies, inventory 911.10 Wigen Chevrolet Cc Truck maint 97.62 Williams Steel & Hardware Tools 57.20 Zep Manufacturing Cc Plant supplies 194.00 G.T.C. Auto Parts Mdse, truck maint 27.10 Rockite Silo 3M feeder line, mdse 163.58 Sterling Electric Co Inv, plant supplies, bldg maint, 389.15 line maint H & C Electric Supply mdse, inventory 195.65 MN Electric Supply Co Plant supplies, mdse, bldg maint 606.62 MN Benefit Association Employee insurance withheld 10.00 Petty Cash Office supplies, gas, power oper 165.40 equipment maint Hutchinson Telephone Co Telephone 1,492.31 Sterling Electric Co Fire damage expense 55.15 MN Tile Supply Building maint 13.55 Border States Electric Inventory 160.87 Graybar Electric Cc Mdse, inv, 3M feeder line 2,480.58 Rufus Alexander Meeting expense 384.40 J.C. Penney Uniforms 440.15 Eugene Daggett Meeting expense 154.41 Bonnie Thompson Meter refund & interest 21.30 Schoen Schuknecht 21.20 Robert Rubischko 42.40 Howard Riggle 22.40 Wayne Nussbaum I 21.20 Debra Neubarth 42.40 Clarence Lund 42.60 Mary Kockelman Madson 21.20 Richard Klitzke 42.40 Michelle Kartes 42.60 Denise Henschke 21.20 Shari Hennessey 21.30 Daivd Costello 22.40 John Beckman 42.60 Brad Baysinger 42.40 OCTOBER - ELECTRIC (cont) Hutch Wholesale UPA Graybar Electric Co UPA Ideal Shoe Shop Coast to Coast McLeod Co -op Power Assn. Junker Sanitation Four Seasons Services Graybar Electric Cc Medical Insurance Plant supplies, truck maint, power 178.80 operated equipment maint Purchased power 475,351.50 Potential transformer 3,225.00 Maint station equipment 480.59 Maint equipment 20.00 Plant supplies, building maint 58.70 Purchase Stueber account 816.95 Refuse service 87.00 Cup inserts 70.00 Mdse 657.12 1,231.49 OCTOBER PAYABLES - GAS Colonial Life & Accident Accident insurance withheld 24.50 First State Federal Saving Deposit to C/D account 500.00 Hutch Utilities Employee utility bills withheld 455.00 Graphic Controls Corp Supplies 50.28 Continental Assurance Co Life insurance 75.34 Continental Assurance Cc Life insurance 17.14 ICMA Retirement Corp Employee deferred comp withheld 50.00 Putnam Fund Dist Employee deferred comp withheld 250.00 State Treasurer PERA withheld & expense 911.33 State Treasurer FICA withheld & expense 775.53 Citizens Bank & Trust Co Federal tax withheld 1,009.58 Distran Sales Cc Inventory 204.61 Putnam Fund Dist Employee deferred comp withheld 250.00 ICMA Retirement Corp Employee deferred comp withheld 50.00 Insurance Planners Liability audit 1,801.00 State Treasurer PERA withheld & expense 919.59 State Treasurer FICA withheld & expense 789.28 Commissioner of Revenue State tax withheld 1,139.66 Citizens Bank & Trust Co Federal tax withheld 1,069.65 Yellow Freight System Freight 39.18 Hutchinson Utilities Due to Municipal Electric Plant 7,294.82 Natural Gas Div share ins American Meter Division Meters 87.50 American Welding Supplies Welding supplies 10.95 Brandon Tire Power operated equipment maint 235.63 Case Power & Equip Power operated equipment maint 364.82 Fitzloff Hardware Maint of M & R station equipment 9.25 Hutch Util - Employee Fund Employee fund withheld 24.00 Hutch Utilities Labor, gas, peak shaving 2,207.14 IBEW Local 949 Union dues withheld 113.50 Lakes Gas Cc Gas 161.41 Lawson Products, Inc Supplies 208.70 MMUA Registration - fall meeting 45.00 Minvalco Mdse 86.09 North Star Waterworks Mains, inventory 1,075.28 Northern States Supply Supplies, grinder 99.81 1 OCTOBER - GAS (cont) Plexco Sorenson Farm Supply Welders Supply Co Apollo Piping Supply C & I Repair Apollo Piping Supply Apollo Piping Supply Petty Cash Northern Natural Gas Co J.C. Penney Co Eugene Daggett R. H. Alexander Hutch Utilities Circle Hutch Utility Hutch Wholesale Coast to Coast Electronic Center Lee Scheller Tapping MN Electric Supply Co Inventory, supplies 129.07 Supplies 68.88 Welding supplies 35.40 Inventory 81.18 Power operated equipment maint 92.65 Inventory, services 189.98 Inventory 805.10 Power oper equip maint, meeting exp 60.75 Purchased gas 27.91 Uniforms 146.64 Meeting expense 66.18 Meeting expense 164.75 Due to Municipal Electric Plant 11,447.65 October expenses Purchased gas 358,679.90 Truck & power oper equip maint 51.55 Supplies 7.28 Supplies 3.47 Mains 275.00 Mains 38.22 There being no further business, a motion was made by Commissioner Beatty, seconded by Commissioner Lyke to adjourn the meeting at 4:10 p.m. Motion was unanimously carried. ATTEST E. Daggett, President 68mas B. Lyke, Secret�r