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11-27-2013 HUCMMINUTES Regular Meeting — Hutchinson Utilities Commission Wednesday, November 27, 2013 Call to order — 3:00 p.m. President Bordson called the meeting to order. Members present: President Dwight Bordson, Vice President Anthony Hanson; Secretary Monty Morrow; Commissioner Craig Lenz; Commissioner Mark Girard; General Manager Michael Kumm; Attorney Marc Sebora. 1. Approve Minutes of October 30, 2013 Regular Meeting The minutes of the October 30, 2013 regular meeting were reviewed. After discussion, a motion was made by Commissioner Lenz, seconded by Secretary Morrow to approve the October 30, 2013 regular meeting minutes. Motion was unanimously carried. 2. Recognition to Craig Lenz for Years of Service On behalf of the Hutchinson Utilities Commission, President Bordson and GM Kumm presented Commissioner Lenz with a meter lamp in appreciation for his years of service to the Commission. 3. Ratify Payment of Bills for October 2013 The October 2013 payables were discussed. A motion was made by Vice President Hanson, seconded by Commissioner Girard to ratify the payment of bills in the amount of $2,365,780.52 (detailed listing in payables book). Motion was unanimously carried. 4. Approve Financial Statements /Budget Year to Date Jared Martig presented the October 2013 financial statements /budget year -to -date. After discussion, a motion was made by Commissioner Lenz, seconded by Vice President Hanson to approve the financial statements /budget year -to -date. Motion was unanimously carried. 5. Approve Changes to Policies and Requirements Booklet Jan Sifferath presented the changes to the policies and requirements booklet, sections: • Payment of Your Bill (Tabled at the October 30, 2013 Regular Commission Meeting) • Automatic Bill Payment Plan • Budget Payment Plan • Explanation of Billing Procedure Payment of Your Bill was rewritten to incorporate HUC's new online payment system and toll free phone payment system. Automatic Bill Payment Plan was changed to incorporate HUC's new online payment system and recurring payments via credit/debit card. Jan mentioned approximately 25% of HUC's customers are signed up for automatic withdrawals or recurring credit card payments. No changes were recommended for sections, Budget Payment Plan and Explanation of Billing Procedure. After discussion, a motion was made by Vice President Hanson, seconded by Secretary Morrow to approve the changes to the policies and requirements booklet. Motion was unanimously carried. (Changes attached.) 6. Approve Changes to Exempt and Non - Exempt Handbooks Jan Sifferath presented changes to the exempt and non - exempt handbooks, sections: • Attendance/Tardiness • Time Clocks • Inclement Weather • Use of Telephone and E -mail • Personal Visitors and U.S. Mail Changes made to sections, Inclement Weather; Use of Telephone and E -mail; and Personal Visitors and U.S. Mail were for clean -up and to reflect what HUC currently practices. No changes were recommended for sections, Attendance/Tardiness and Time Clocks. After discussion, a motion was made by Secretary Morrow, seconded by Commissioner Girard to approve the changes to the exempt and non - exempt handbooks. Motion was unanimously carried. (Changes attached.) 7. Approve General Manager's Contract President Bordson presented the General Manager's Contract for approval. A motion was made by Commissioner Girard, seconded by Commissioner Lenz to approve General Manager's Contract. Motion was unanimously carried. (Contract attached.) 8. Approve Bad Debt Write -Off Jan Sifferath presented the 2013 accounts receivable charge -offs totaling $4,316.12, which is one of the lowest due to the Revenue Recapture program. After discussion, a motion was made by Vice President Hanson, seconded by Commissioner Lenz to approve the 2013 accounts receivable charge -offs. Motion was unanimously carried. (2013 Charge -Offs attached.) 9. Approve 2014 Insurance Renewals Jan Sifferath presented a summary of 2014 insurance quotes received by the broker, explaining due to very high claims Medica quoted a 24% increase, Blue Cross Blue Shield quoted a 22% increase. Preferred One and Health Partners chose not to quote due to high claim history. 2 After discussion, the Board recommended approving all insurance renewals except the health insurance. The Board recommended Jan Sifferath research what the City of Hutchinson's health insurance plan is along with identifying the cost per employee and present the information at the December's special meeting. A motion was made by Vice President Hanson, seconded by Secretary Morrow to approve dental, basic life, voluntary life and long -term disability insurance renewals for 2014. Motion was unanimously carried. (insurance quotes attached.) 10. Approve Changes to the HUC Bylaws Attorney Sebora presented the changes to the HUC bylaws which included replacing section (D) of the bylaws to reflect transfers to the City be done pursuant to the City Charter. A motion was made by Commissioner Lenz, seconded by Vice President Hanson to approve the changes to the HUC bylaws. Motion was unanimously carried. (Changes attached.) 11. Approve Rescheduling December 25, 2013 Regular Commission Meeting to Thursday, January 2, 2014 Discussion was held on rescheduling December's regular meeting to Thursday, January 2, 2014 at 3:00 p.m. A motion was made by Vice President Hanson, seconded by Secretary Morrow to reschedule December's regular meeting to Thursday, January 2, 2014 at 3:00 p.m. Motion was unanimously carried. 12. Overview of 2014 Budget GM Kumm gave a summary overview presentation of the 2014 budget and invited the Commissioners to contact him with questions or suggested changes before the December special meeting. (Presentation attached.) 13. Set Date for Special Commission Meeting to Approve 2014 Budget Discussion was held to schedule a special meeting for the 2014 budget approval and discuss the 2014 health insurance renewal for Wednesday, December 18, 2013 at 3:00 p.m. A motion was made by Commissioner Lenz, seconded by Vice President Hanson to schedule a special meeting for the 2014 budget approval and discuss the 2014 health insurance renewal. Motion was unanimously carried. 14. Declare Recognition /Holiday Party on Friday, December 13, 2013 as an Open Meeting A motion was made by Commissioner Lenz, seconded by Commissioner Girard to declare the Recognition /Holiday party on Friday, December 13, 2013 as an open meeting. Motion was unanimously carried. (Invitation attached.) 15. Discuss Policy for Deposit Requirements (Residential and Commercial) Vice President Hanson explained a few months ago there were changes made to the residential and commercial deposit requirements policy. He has since heard some concerns from customers regarding the deposit requirement changes. After discussion, the Board recommended Jan Sifferath bring alternatives back to the Board. 3 16. Communication from the City Administrator City Administrator Carter was absent. Division Reports Finance — Jared Martig • Getting quotes for boiler insurance; down to one quote as the other insurance companies claimed they could not compete with Zurich. Electric — Steve Lancaster • Working on end of year work orders; largest one is for the control system. Business — Jan Sifferath • Working on health insurance and deposit policy follow -up. 17. Legal Update Nothing to report. Unfinished Business • Discuss Separate Business Unit for Wholesale Business Taking a harder look at this in the first quarter of 2014. • Discuss Pre -Pay for Natural Gas Nothing to report New Business There being no further business, a motion was made by Commissioner Lenz, seconded by Secretary Morrow to adjourn the meeting at 4 :39 p.m. Motion was unanimously carried. Monty Morrow, Secretary rs ATTEST: Dwighl Bordson, President 4 Payment of Your Bill REPLACE WITH: Payments may be personally presented during office hours at HUC's business office or drive -up window located at 225 Michigan Street Southeast. Payments are due by the date shown on the statement and may be paid by: • cash • check • money order • VISA /MasterCard /Discover • drop box at Cash Wise Foods, Hutchinson City Center or HUC's business office • automatic bank payment plan • online at www.hutchinsonutilities.com or HUCbilling (a�ci.hutchinson.mn.us • phone toll free at 855 - 820 -2288. When paying in any manner other than cash, no change will be given. No second party or post -dated checks will be accepted. Checks will not be held. A dishonored check is treated as a non - payment. If notification of the dishonored check is received by HUC, the customer will be charged a $30 processing fee. Automatic Bill Payment Plan Payments may be made directly from withdrawals out of a checking /--or- savings account, or a credit/debit card. These payments are withdrawn on the date the bill is due. The customer must fill out an Authorization for Automatic Payment form supplied by HUC's business office or online. The customer will receive their monthly utility billing statement showing the payment amount to be withdrawn. The customer may contact RUC's Customer Service Department before the amount is withdrawn if they don't agree with the billing or have any questions. The customer will have approximately 10 days to review their bill before the money is withdrawn. If a customer's payment is dishonored for two consecutive months, that customer will be removed from the automatic payment plan. A service charge of $30 will be assessed to customer's account for each dishonored payment occurrence. 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 HUC 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 y-HUC vehicle or snowplow will be dispatched to pick up the essential employee. Use of Telephones and E -mail Customer Service. Please be courteous and tactful when dealing with y-HUC customers and business partners so they enjoy dealing with our employees and the HUC. 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 yHUC. Personal Calls. During working hours employees are expected to keep the number and length of personal calls to a minimum. Anyorsanal len distance calls sheuld be made by Balling card. 1# this is not pessible, the lang distance call must be repeFted te the aceeuRtaRt and the Utilities jr - -P vn o n crr rs ca r E -Mail. See the City of Hutchinson Information Technology Policy (HUC Edition). Cell Phones. Cell phones provided to employees by the HUC remain the property of t#e Utility -HUC and shall follow the same guidelines as above. Personal Visitors and U.S. Mail Employees are discouraged from having personal mail delivered to the I Itiliti^° ^{f *r^HUC. 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 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 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 t"^ "THUC 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 y-HUC vehicle or snowplow will be dispatched to pick up the essential employee. Use of Telephones and E -mail Customer Service. Please be courteous and tactful when dealing with y-HUC customers and business partners so they enjoy dealing with our employees and the " HUC. 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 WtilityHUC. Personal Calls. During working hours employees are expected to keep the number and length of personal calls to a minimum. AR perseRal IGRg .distaRe„ calls should be made by Galli g r-+r,d If this iS REA possible, the IeRg diStaRce call must be reperted to the aeeeURtaRt and thP- 1-1tilitiP-S E -Mail. See the City of Hutchinson Information Technology Policy (HUC Edition). Cell Phones. Cell phones provided to employees by the t�-HUC remain the property of t#e Utilit�-HUC and shall follow the same guidelines as above. Personal Visitors and U.S. Mail Employees are discouraged from having personal mail delivered to the Wtilit;^- of ieeHUC. 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 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. Hutchinson Utilities Commission General Manager Employment Agreement Introduction This Agreement made and entered into this 1 st day of December, 2013, by and between the Hutchinson Utilities Commission, a Minnesota Municipal Corporation, (hereinafter called "Employer ") and Michael L. Kumm, (hereinafter called "Employee ") both of whom agree as follows: Section 1: Term The term of this agreement shall be for a period of time commencing on December 1, 2013, and ending on January 31, 2014. Section 2: Compensation The Employer agrees to pay Employee a monthly salary of $13,386.58 payable bi- weekly. Section 3: Vehicle Use Employee shall be entitled to the use of a utilities vehicle for business related purposes. Section 4: Employer's Policies Except as set out in this agreement, Employee shall abide by all of Employer's rules, regulations and policies. In a like manner, Employee shall be entitled to all other benefits available to Employers' exempt employees. Hutchinson Utilities Commission Dwigh 13ordson, President Michael L. Kumm, General Manager Attest: Monty Morr w, Secretary M O N O N O C 0) c� U M O N C2 CL O_ N (0 N V V U w Of Of of) 12 � E E E O` g L co ti (O O N O) � N r (D N a) U U U O O ? 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O m x 0) ,�-I .�-I C 'O 3 O E, H 7 m > L m `�• U C O N N y N CL w vi m ai m _ L 3 m J W m L U C > m L C > U OJ z f�a U aJ aJ U U H 3 O in o` H m Q a` N C O E C O m m o a c v a a, z CD CL 4"-J. o m a` J Q {n 01 I� n Ln 00 N N Ln 00 Ln n C .-I Ln Oi a Oi O O E m -4 v a ,1 a � v w ° c � o CL w > a, 2 An ai �. m �. m 06 o m S iA LL Ln 6 LL J Q Ln O Ln ll� li O I, C1 -4 00 O C n O M 00 N q* C E PN'I V E V IL al �_' al O �_ O Ln N C C w co 0 N in m LL in LL J Q N m w w C d U J J CL Q w ` m N N u7i d 6m7 C7 Q c.� W u m m N ` m W m m W m 7 U m U U Q cc � � w 7 7 � C C w D �I S O m > to provide for a contribution to the City in lieu of taxes, and to provide a sinking fund sufficient for the purpose of paying off such indebtedness at maturity and establish restricted funds based on good business judgment. C. Natural Gas Rates - The Commission shall fix such rates for natural gas furnished to consumers as will secure revenues sufficient to pay all salaries and wages of all officers and employees in the natural gas division; to cover the cost of all repairs; to cover all miscellaneous expenses; to pay all interest charged upon all indebtedness of the Commission created for the purpose of purchasing, improving, or extending the natural gas system to provide for a contribution to the City in lieu of taxes, and to provide a sinking fund sufficient for the purpose of paying off such indebtedness at maturity and establish restricted funds based on good business judgment. .. .. - - •- - - . .. - -a, . . _ . . _ contribution to the City in lieu of taxes shall be made pursuant to the provisions of Section 11.05 of the Hutchinson City Charter. -n j W m c--I O N O N W� L C6 CO O p O M O N p O LO CO M - Cb co ++ p LO GJ LQ Lo O 00 o M O O O 1- G N N OD co co lzt ~ LO O M O � M 00 0p ,1- N O Cl) N M N C 69 fA 6q EA E O LO p f� cl� C6 U co CD M 00 LL O M m M ~ d (D L 00 O L co co M co O M O N O co co O O O p O LL N N O M co (si Q4 H3 ell Ef? 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