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06-25-2014 HUCMMINUTES Regular Meeting — Hutchinson Utilities Commission Wednesday, June 25, 2014 Call to order — 3:01 p.m. President Hanson called the meeting to order. Members present: President Anthony Hanson; Vice President Monty Morrow; Commissioner Donna Luhring; Attorney Marc Sebora; General Manager Jeremy Carter. Members Absent: Commissioner Dwight Bordson and Secretary Mark Girard. Approve Minutes of May 28, 2014 Regular Meeting The minutes of the May 28, 2014 regular meeting were reviewed. A motion was made by Commissioner Luhring, seconded by President Hanson to approve the minutes. Motion was unanimously carried. 2. Ratify Payment of Bills for May 2014 The May 2014 payables were discussed. After discussion, a motion was made by Commissioner Luhring, seconded by Vice President Morrow to ratify the payment of bills in the amount of $2,714,075.00 (detailed listing in payables book). Motion was unanimously carried. 3. Approve Financial Statements/Budget Year to Date Jared Martig presented the May 2014 financial statements/budget year-to-date. After discussion, a motion was made by Vice President Morrow, seconded by Commissioner Luhring to approve the financial statements/budget year-to-date. Motion was unanimously carried. 4. Review Exempt and Non -Exempt Handbooks GM Carter presented the exempt and non-exempt handbooks, sections: • Jury Duty • Volunteer Fire or Rescue Squad Duty Retirement Program There were no recommended changes. 5. Approve Changes to Exempt and Non -Exempt Handbooks Jan Sifferath presented the exempt and non-exempt handbooks, sections: • Equal Employment Opportunity • Sick Leave • Parental Leave Jan Sifferath explained the reason for changes were due to the new Women's Economic Security Act effective July 1, 2014. An additional change of "(see Definitions)" will be added after each reference of "Immediate Family' in the Sick Leave section of both exempt and non-exempt handbooks. A motion was made by Vice President Morrow, seconded by Commissioner Luhring to approve changes to the exempt and non-exempt handbooks with the recommended additional change. Motion was unanimously carried. (Changes attached.) 6. Rescind Exempt and Non -Exempt Employee Handbooks, section Employee Recognition Compensation Jan Sifferath recommended rescinding the Employee Recognition Compensation of the exempt and non-exempt handbooks due to the new policy in agenda item #7. The Commission had requested a policy be created to combine recognition of service awards and retirement gifts. After discussion, a motion was made by Commissioner Luhring, seconded by Vice President Morrow to rescind the exempt and non-exempt handbooks section: Employee Recognition Compensation. Motion was unanimously carried. 7. Approve Exempt and Non -Exempt Employee Handbooks, section Recognition Policy - Service Awards and Retirement Gifts Jan Sifferath presented the Recognition Policy - Service Awards and Retirement Gifts to replace the rescinded Employee Recognition Compensation. The service award values remained the same as in the Employee Recognition Compensation. A motion was made by Commissioner Luhring, seconded by President Hanson to approve the exempt and non-exempt handbooks section: Recognition Policy — Service Awards and Retirement Gifts. Motion was unanimously carried. (Policy attached.) 8. Rescind Exempt and Non -Exempt Employee Handbooks, section Personnel Records Access and Data Privacy Jan Sifferath recommended rescinding the Personnel Records Access and Data Privacy of the exempt and non-exempt handbooks as it will be replaced with the policy in agenda item #9, Data Practices Advisory. A motion was made by Vice President Morrow, seconded by Commissioner Luhring to rescind the exempt and non-exempt handbooks section: Personnel Records Access and Data Privacy. Motion was unanimously carried. 9. Approve Exempt and Non -Exempt Employee Handbooks, section Data Practices Advisory Jan Sifferath presented the Data Practices Advisory policy to replace the rescinded Personnel Records Access and Data Privacy policy. A motion was made by Commissioner Luhring, seconded by President Hanson to approve the exempt and non-exempt employee handbooks section: Data Practices Advisory. Motion was unanimously carried. (Policy attached.) 10. Update on Joint Meeting Date with City (Commissioner Bordson) No update as Commissioner Bordson was absent. 11. Communication from the Interim City Administrator • Land owner of a property located at Highways 7 and 22 wants to remove from City limits and put back into Hutchinson Township. This property is also part of HUC's service territory. • City selected Springsted Inc. to recruit the new city administrator. 2 • Discussion held at last City Council meeting about hiring a consultant for airport resurfacing project next summer. 12. Division Reports Business — Jan Sifferath • Working on more HUC policy changes for next month. Electric — Dave Hunstad • Continue to work on improvement projects in the northwest part of town. • Map to identify where improvement projects are taking place for 2014 is on HUC's web site. Electric — Dan Lang Nothing to report Electric — Randy Blake • Met with League of Minnesota Cities and MMUA today regarding the Pilot Program. HUC will receive the insurance discount this year. • Finishing a couple of capital projects at plant 1 — security fence around substation and gear box for cooling tower. • Wartsila working on last warranty item on unit 5. Finance — Jared Martig • Filing sales tax refund of approximately $140,000. Natural Gas — John Webster Nothing to report 13. Legal Update Nothing to report Unfinished Business Discuss Separate Business Unit for Wholesale Business o Jared Martig submitted information to GM Carter for his review. Discuss Industrial Rate Change — Electric o GM Carter, President Hanson and Vice President Morrow have fielded Council member's questions regarding the potential industrial rate change. GM Carter wants to make sure HUC considered at all its alternatives to an industrial rate reduction along with the financial impact to HUC. Discuss Compensation Study o Donna Luhring reported a copy of the request for proposal has been sent to GM Carter for review. Committee will wait for GM Carter's recommendation. New Business None 3 There being no further business, a motion was made by Commissioner Luhring, seconded by Vice President Morrow to adjourn the meeting at 3:37 p.m. Motion was unanimously carried. ATTEST: V` Anthony Hanson, President 4 (1/v x 1 1, 2 ark Girard, Secretary EXEMPT EQUAL EMPLOYMENT OPPORTUNITY HUC is committed to providing equal opportunity in all areas of employment, including, but not limited to recruitment,hiring, demotion, promotion, transfer, recruitment, selection, lav -off, disciplinary action, termination, compensation and selection for training. In accordance with Minnesota State Statute 363A, HUC will not discriminate against anemployeejob applicant on the basis of race, color, creed, religion, national origin, ancestry, sex, sexual orientation, disability, age, marital status, genetic information, status with regard to public assistance, veteran status, familial status, or membership on a local human rights commission. NON-EXEMPT EQUAL EMPLOYMENT OPPORTUNITY HUC is committed to providing equal opportunity in all areas of employment including but not limited to recruitment, hiring, demotion, promotion transfer, recruitment selection lay-off, disciplinary action, termination, compensation and selection for training In accordance with Minnesota State Statute 363A, HUC will not discriminate against any employee or job applicant on the basis of race color, creed religion national origin ancestry, sex sexual orientation disability, age, marital status genetic information status with regard to public assistance veteran status, familial status, or membership on a local human rights commission EXEMPT SICK LEAVE Sick leave shall be granted to all probationary and non -probationary employees at a rate of eight (8) hours per month. 2. Sick leave may be granted for absence from duty due to personal illness, or for the illness of an immediate family (See Definitionsimember on the same terms the employee is able to use sick leave benefits for their own illness, including appointments for necessary medical, dental or eye care, legal quarantine, or brief emergency situation (not to exceed one day) in the immediate family (See Definitions). 3. Sick leave cannot be accumulated beyond 720 hours. After the accumulation of 720 hours, a payback of one-third of the amount over 720 hours shall be made annually on or about February 1. 4. Upon retirement or death before retirement, a payback of one-third of the amount over 240 hours shall be made. If the employee resigns or is dismissed, the above payment shall not be made. In case of death during employment, the unused sick leave shall be paid to his/her estate on the same percentage as above. 5. Requests for sick leave consideration in case of other emergency situations may be brought to the Director, Manager or Supervisor. 6. A maximum of five days funeral leave may be allowed when necessary in the case of death in the immediate family_(See Definitions). 7. If an employee becomes ill and must stay home from work, he/she shall notify their Director, Manager or Supervisor before their work day begins. If an employee becomes ill during his/her regular work day, they shall notify their Director, Manager or Supervisor that it is necessary to leave due to illness. 9. Employees may be required to submit a medical certificate for any sick leave, at the discretion of the Director, Manager or Supervisor. 10. The use or claim of sick leave for a purpose not authorized may be cause for disciplinary action. 11. For the purpose of accumulating additional vacation or sick leave, an employee using earned vacation or sick leave is considered to be in a paid or working status. 12. Employees that are injured while engaged in after hours' employment of others or while self employed, shall not be covered under HUC's Sick Leave Policy, or Worker's Compensation benefits. 13. An employee who is determined to be eligible for workers compensation benefits during absence from duty shall receive such benefits pursuant to Sectio' enti "Worker's Compensation" in the Employee Handbook. 14. HUC shall comply with the Family and Medical Leave Act, the Minnesota Parental Leave Act and the Americans with Disabilities Act. 15. Safety leave. Employees are authorized to use sick leave for reasonable absences for themselves or immediate family (See Definitions) who are providing or receiving assistance because they, or a relative, is a victim of sexual assault, domestic abuse or stalking Safety leave for those listed, other than the employee and the employee's child, is limited to 160 hours in any calendar year. After accrued sick leave has been exhausted, vacation leave may be used upon approval of the General Manager, to the extent the employee is entitled to such leave. NON-EXEMPT SICK LEAVE Sick leave shall be granted to all probationary and non -probationary employees at a rate of eight (8) hours per month. 2. Sick leave may be granted for absence from duty due to personal illness, or for the illness of an immediate family (See Definitions) member on the same terms the employee is able to use sick leave benefits for their own illness, including appointments for necessary medical, dental or eye care, legal quarantine, or brief emergency situation (not to exceed one day) in the immediate family (See Definitions). 3. Sick leave cannot be accumulated beyond 720 hours. After the accumulation of 720 hours, a payback of one-third of the amount over 720 hours shall be made annually on or about February 1. 4. Upon retirement or death before retirement, a payback of one-third of the amount over 240 hours shall be made. If the employee resigns or is dismissed, the above payment shall not be made. In case of death during employment, the unused sick leave shall be paid to his/her estate on the same percentage as above. 5. Requests for sick leave consideration in case of other emergency situations may be brought to the Director, Manager or Supervisor. 6. A maximum of five days funeral leave may be allowed when necessary in the case of death in the immediate family (See Definitions). 7. If an employee becomes ill and must stay home from work, he/she shall notify their Director, Manager or Supervisor before their work day begins. 8. If an employee becomes ill during his/her regular work day, they shall notify their Director, Manager or Supervisor that it is necessary to leave due to illness. 9. Employees may be required to submit a medical certificate for any sick leave, at the discretion of the Director, Manager or Supervisor. 10. The use or claim of sick leave for a purpose not authorized may be cause for disciplinary action. 11. For the purpose of accumulating additional vacation or sick leave, an employee using earned vacation or sick leave is considered to be in a paid or working status. 12. Employees that are injured while engaged in after hours' employment of others or while self employed, shall not be covered under HUC's Sick Leave Policy, or Worker's Compensation benefits. 13. An employee who is determined to be eligible for workers compensation benefits during absence from duty shall receive such benefits pursuant to Seeti .,, entitled "Worker's Compensation" in the €*empt-Employee Handbook. 14. HUC shall comply with the Family and Medical Leave Act, the Minnesota Parental Leave Act and the Americans with Disabilities Act. 15. Safety leave. Employees are authorized to use sick leave for reasonable absences for themselves or immediate family (See Definitions) who are providing or receiving assistance because they, or a relative, is a victim of sexual assault, domestic abuse, or stalking. Safety leave for those listed, other than the employee and the employee's child, is limited to 160 hours in any calendar year. After accrued sick leave has been exhausted, vacation leave may be used upon approval of the General Manager, to the extent the employee is entitled to such leave. EXEMPT PARENTAL PREGNANCY AND PARENTING LEAVE Pursuant to the Minnesota n,,.-enW Leave— Pregnancy and Parenting_Act, employees who have worked for HUC for at least twelve 12l months and average at least twenty (20) hours per week may take six (6) weeks unpaid leave for- the bii4h er- adeption of a ehild. This lem,e must begin within six weeks after the bi ft ^r adopt ^^.are entitled to take an unpaid leave of absence. Female employees are eligible for prenatal care, or incapacity due to pregnancy, childbirth, or related health conditions as well as a biological or adoptive parent in conjunction with the birth or adoption of a child are eligible for up to twelve (12) weeks of unpaid leave and must begin within twelve (12) months of the birth or adoption of the child. In the case where the child must remain in the hospital longer than the mother, the leave must begin within twelve (12) months after the child leaves the hospital. Eligible employees must provide thirty (30) days written notice to the Customer/HR Manager of their desire to take parental leave. Employees may -are required to use their paid leave banks, such as sick leave or vacation, but the), aro not ,-o.,uired to a^ so If the employee is also eligible for FMLA, the pafenW-pregnancy and parenting leave under this section and FMLA shall run concurrently. The employee is entitled to return to work in the same position and at the same rate of pay the employee was receiving prior to commencement of the leave. Group insurance coverage will remain available while the employee is on leave pursuant to the Pregnancy and Parenting Leave Act, but the employee will be responsible for the entire premium unless otherwise provided in this policy (i.e., where leave is also FMLA qualifi�ng). For employees on an FMLA absence as well, the employer contributions toward insurance benefits will continue during the FMLA leave absence. REASONABLE UNPAID WORK TIME FOR NURSING MOTHERS Nursing mothers will be provided reasonable unpaid break time to express milk for nursing her child for one year after the child's birth. HUC will provide a room (other than a bathroom) as close as possible to the employee's work area, that is shielded from view and free from intrusion from coworkers and the public and includes access to an electrical outlet, where the nursing mother can express milk in private. REASONABLE ACCOMMODATIONS TO AN EMPLOYEE FOR HEALTH CONDITIONS RELATING TO PREGNANCY HUC will attempt to provide a female employee who requests reasonable accommodation with the following for her health conditions related to her pregnancy or childbirth • More frequent restroom, food and water breaks; • Seating; • Limits on lifting over 20 pounds and/or Temporary transfer to a less strenuous or hazardous position should one be available Unless such accommodations impose an undue hardship HUC will engage in an interactive process with respect to an employee's request for a reasonable accommodation NON-EXEMPT RAPtENT-AL-PREGNANCY AND PARENTING LEAVE Pursuant to the Minnesota Parental T eavt Pre ancv and Parenting_Act, employees who have worked for HUC for at least twelve 12) months and average at least twenty (20) hours per week may take six (6) weeks unpaid leave fvow. the bit4h or adoption of a ehild. This leave must begiff within six weeks biAh a ti .are entitled to take an unpaid leave of absence. VV �J {;1 #V1 U1V 1 the Female employees are eligible for prenatal care or incapacity due to pregnancy, childbirth or related health conditions as well as a biological or adoptive parent in conjunction with the birth or adoption of a child are eligible for up to twelve (12) weeks of unpaid leave and must begin within twelve (12) months of the birth or adoption of the child In the case where the child must remain in the hospital longer than the mother, the leave must begin within twelve (12) months after the child leaves the hospital. Eligible employees must provide thirty (30) days written notice to the Customer/HR Manager of their desire to take parental leave. Employees ma -y- are required to use their paid leave banks, such as sick leave or vacationbut hey ale not required to do o. If the employee is also eligible for FMLA, the parenW- anc parenting_ leave under this section and FMLA shall run concurrently. The employee is entitled to return to work in the same position and at the same rate of pay the employee was receiving prior to commencement of the leave Group insurance coverage will remain available while the employee is on leave pursuant to the Pregnancy and Parenting Leave Act, but the employee will be responsible for the entire premium unless otherwise provided in this policy (i.e., where leave is also FMLA qualifying). For employees on an FMLA absence as well, the employer contributions toward insurance benefits will continue during the FMLA leave absence. REASONABLE UNPAID WORK TIME FOR NURSING MOTHERS Nursing mothers will be provided reasonable unpaid break time to express milk for nursing her child for one year after the child's birth. HUC will provide a room (other than a bathroom) as close as possible to the employee's work area that is shielded from view and free from intrusion from coworkers and the public and includes access to an electrical outlet where the nursin mother can express milk inrip ivate. REASONABLE ACCOMMODATIONS TO AN EMPLOYEE FOR HEALTH CONDITIONS RELATING TO PREGNANCY HUC will attempt to provide a female employee who requests reasonable accommodation with the following for her health conditions related to her pregnancy or childbirth • More frequent restroom, food and water breaks; • Seating; • Limits on lifting over 20 pounds and/or Temporary transfer to a less strenuous or hazardous position should one be available Unless such accommodations impose an undue hardship HUC will engage in an interactive process with respect to an employee's request for a reasonable accommodation. Exempt RESCIND Amount Years of Service 10 Yeaips 1 [�s 2 n Years 2 [ Years A8 3n�0 Years 35 Years A 40 Years Non -Exempt RESCIND AmounC Years AF Service $✓v J Years $ +., ., 7 nzvicirs 11 [�� $-SV 3 [vim ears Exempt Recognition Policy Service Awards and Retirement Gifts Obiective Service awards and retirement gifts are provided to recognize and reward employees for service with the company. Awards are granted without regard to position or salary. Scope of Policy Full-time, active employees are eligible for a service award every five (5) years of service completed. The service awards may increase in value based on longevity, per the table listed in Service Award Procedures below. Service Credit Service credit for service awards will count from the first day an individual is considered a full- time employee of HUC and continue while the employee remains on full-time, active status. If an individual has a break in service, their service credit may resume accumulating when they return to full-time status, depending on the nature of the break. Service Award Procedures HUC will inform the individual employee of their eligibility and ask them where they would like a gift card from per table below. Employee will receive a Certificate of Appreciation signed by the General Manager and presented to them at the Recognition Banquet. The employee and a guest shall be entitled to attend any annual employee recognition banquet, as compensation, sponsored by HUC. Gift cards must be for personal, tangible property and may not be redeemed for cash. Amount Years of Service $50 5 Years $100 10 Years $125 15 Years $150 20 Years $175 25 Years $200 30 Years $250 35 Years $300 40 Years Retirement Recognition Procedures Retirees have the option of a potluck luncheon in their honor. A gift from HUC valued at no greater than $300 will be presented at the luncheon or on their last physical day of work. The immediate supervisor will be responsible for coordinating the purchase of the gift. Non -Exempt Recognition Policy Service Awards and Retirement Gifts Obiective Service awards and retirement gifts are provided to recognize and reward employees for service with the company. Awards are granted without regard to position or salary. Scope of Policv Full-time, active employees are eligible for a service award every five (5) years of service completed. The service awards may increase in value based on longevity, per the table listed in Service Award Procedures below. Service Credit Service credit for service awards will count from the first day an individual is considered a full- time employee of HUC and continue while the employee remains on full-time, active status. If an individual has a break in service, their service credit may resume accumulating when they return to full-time status, depending on the nature of the break. Service Award Procedures HUC will inform the individual employee of their eligibility and ask them where they would like a gift card from per table below. Employee will receive a Certificate of Appreciation signed by the General Manager and presented to them at the Recognition Banquet. The employee and a guest shall be entitled to attend any annual employee recognition banquet, as compensation, sponsored by HUC. Gift cards must be for personal, tangible property and may not be redeemed for cash. Amount Years of Service $50 5 Years $100 10 Years $125 15 Years $150 20 Years $175 25 Years $200 30 Years $250 35 Years $300 40 Years Retirement Recognition Procedures Retirees have the option of a potluck luncheon in their honor. A gift from HUC valued at no greater than $300 will be presented at the luncheon or on their last physical day of work. The immediate supervisor will be responsible for coordinating the purchase of the gift. RESCIND EXEMPT • NIR m. • �. En _ RESCIND NON-EXEMPT - - �_ Mier EXEMPT — NEW POLICY DATA PRACTICES ADVISORY Employee records are maintained by the Customer/Human Relations Manager. Personnel data is retained in personnel files, finance files, and benefit/medical files. Information is used to administer employee salary and benefit programs, process payroll, complete state and federal reports, document employee performance, etc. Employees have the right to know what data is retained, where it is kept, and how it is used. All employee data will be received, retained, and disseminated according to the Minnesota Government Data Practices Act. Media Requests: All HUC employees have a responsibility to help communicate accurate and timely information to the public in a professional manner. Requests for private data or information outside of the scope of an individual's job duties should be routed to the appropriate department. Any employee who identifies a mistake in reporting should bring the error to the General Manager or other appropriate staff. Regardless of whether the communication is in the employee's official utilities role or in a personal capacity, employees must comply with all laws related to trademark, copyright, software use, etc. With the exception of routine events and basic information that is readily available to the public, all requests for interviews or information from the media are to be routed through the General Manager. No HUC employee is authorized to speak on behalf of HUC without prior authorization from the General Manager or his designee. Media requests include anything intended to be published or viewable to others in some form such as television, radio, newspapers, newsletters, and web sites. When responding to media requests, employees should follow these steps: 1. If the request is for routine or public information (such as a meeting time or agenda) provide the information and notify the General Manager of the request. 2. If the request is regarding information about HUC personnel, potential litigation, controversial issues, an opinion on a HUC matter, or if an employee is unsure if the request is a "routine" question, forward the request to the General Manager. An appropriate response would be "I'm sorry, I don't have the full information regarding that issue. Let me take some basic information and submit your request to the appropriate person who will get back to you as soon as he/she can." Then ask the media representative's name, questions, deadline and contact information. All news releases concerning HUC personnel will be the responsibility of the General Manager. When/if the General Manager authorizes a staff person to communicate on behalf of HUC in interviews, publications, news releases, on social media sites, and related communications, employees must: ✓ Identify themselves as representing HUC. Account names on social media sites must be clearly connected to HUC and approved by the General Manager. ✓ All information must be respectful, professional and truthful. Corrections must be issued when needed. ✓ Personal opinions generally don't belong in official statements. One exception is communications related to promoting a service. ✓ Employees need to notify the General Manager if they will be using their personal technology (cell phones, home computer, cameras, etc.) for HUC business. Employees should be aware that the data transmitted or stored may be subject to the Data Practices Act. It is important for HUC employees to remember that the personal communications of employees may reflect on HUC, especially if employees are commenting on HUC business. The following guidelines apply to personal communications including various forms such as social media (Facebook, Twitter, blogs, YouTube, etc.), letters to the editor of newspapers, and personal endorsements. ✓ Remember that what you write is public, and will be so for a long time. It may also be spread to large audiences. Use common sense when using email or social media sites. It is a good idea to refrain from sending or posting information that you would not want your boss or other employees to read, or that you would be embarrassed to see in the newspaper. ✓ HUC expects its employees to be truthful, courteous and respectful towards supervisors, co-workers, citizens, customers and other persons associated with HUC. Do not engage in name-calling or personal attacks. ✓ If you publicize something related to HUC business, identify yourself and use a disclaimer such as, "I am an employee of HUC. However, these are my own opinions and do not represent those of HUC." ✓ HUC resources, working time, or official positions cannot be used for personal profit or business interests, or to participate in personal political activity. ✓ Personal social media account name or email names should not be tied to HUC. NON-EXEMPT — NEW POLICY DATA PRACTICES ADVISORY Employee records are maintained by the Customer/Human Relations Manager. Personnel data is retained in personnel files, finance files, and benefit/medical files. Information is used to administer employee salary and benefit programs, process payroll, complete state and federal reports, document employee performance, etc. Employees have the right to know what data is retained, where it is kept, and how it is used. All employee data will be received, retained, and disseminated according to the Minnesota Government Data Practices Act. Media Requests: All HUC employees have a responsibility to help communicate accurate and timely information to the public in a professional manner. Requests for private data or information outside of the scope of an individual's job duties should be routed to the appropriate department. Any employee who identifies a mistake in reporting should bring the error to the General Manager or other appropriate staff. Regardless of whether the communication is in the employee's official utilities role or in a personal capacity, employees must comply with all laws related to trademark, copyright, software use, etc. With the exception of routine events and basic information that is readily available to the public, all requests for interviews or information from the media are to be routed through the General Manager. No HUC employee is authorized to speak on behalf of HUC without prior authorization from the General Manager or his designee. Media requests include anything intended to be published or viewable to others in some form such as television, radio, newspapers, newsletters, and web sites. When responding to media requests, employees should follow these steps: 3. If the request is for routine or public information (such as a meeting time or agenda) provide the information and notify the General Manager of the request. 4. If the request is regarding information about HUC personnel, potential litigation, controversial issues, an opinion on a HUC matter, or if an employee is unsure if the request is a "routine" question, forward the request to the General Manager. An appropriate response would be "I'm sorry, I don't have the full information regarding that issue. Let me take some basic information and submit your request to the appropriate person who will get back to you as soon as he/she can." Then ask the media representative's name, questions, deadline and contact information. All news releases concerning HUC personnel will be the responsibility of the General Manager. When/if the General Manager authorizes a staff person to communicate on behalf of HUC in interviews, publications, news releases, on social media sites, and related communications, employees must: ✓ Identify themselves as representing HUC. Account names on social media sites must be clearly connected to HUC and approved by the General Manager. ✓ All information must be respectful, professional and truthful. Corrections must be issued when needed. ✓ Personal opinions generally don't belong in official statements. One exception is communications related to promoting a service. ✓ Employees need to notify the General Manager if they will be using their personal technology (cell phones, home computer, cameras, etc.) for HUC business. Employees should be aware that the data transmitted or stored may be subject to the Data Practices Act. It is important for HUC employees to remember that the personal communications of employees may reflect on HUC, especially if employees are commenting on HUC business. The following guidelines apply to personal communications including various forms such as social media (Facebook, Twitter, blogs, YouTube, etc.), letters to the editor of newspapers, and personal endorsements. ✓ Remember that what you write is public, and will be so for a long time. It may also be spread to large audiences. Use common sense when using email or social media sites. It is a good idea to refrain from sending or posting information that you would not want your boss or other employees to read, or that you would be embarrassed to see in the newspaper. ✓ HUC expects its employees to be truthful, courteous and respectful towards supervisors, co-workers, citizens, customers and other persons associated with HUC. Do not engage in name-calling or personal attacks. ✓ If you publicize something related to HUC business, identify yourself and use a disclaimer such as, "I am an employee of HUC. However, these are my own opinions and do not represent those of HUC." ✓ HUC resources, working time, or official positions cannot be used for personal profit or business interests, or to participate in personal political activity. ✓ Personal social media account name or email names should not be tied to HUC.