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11-28-2018 HUCMMINUTES Regular Meeting — Hutchinson Utilities Commission Wednesday, November 28, 2018 Call to order — 3:00 p.m. President Monty Morrow called the meeting to order. Members present: President Monty Morrow; Vice President Anthony Hanson; Secretary Robert Wendorff; Commissioner Don Martinez; Commissioner Matt Cheney; GM Jeremy Carter; Attorney Marc Sebora: Conflict of Interest 2. Approve Consent Agenda a. Approve Minutes b. Ratify Payment of Bills Motion by Commissioner Martinez, second by Commissioner Cheney to approve the Consent Agenda. Motion carried unanimously. 3. Approve Financial Statements Jared Martig presented the financial statements. Last month Gas Division showed a decrease in revenue by $35K due to a calculated fuel error, which was corrected for this month. GM Carter added on Electric Division Sales for Resales is up from last October. Transalta Energy Sales for Oct 2018 was $112,911 compared to last year of $30,123. On the Investment Report, there is a U.S. Treasury Bill coming due Dec 6. The Treasury Bill will not be reinvested due to Units 6 & 7 payments on mechanical and electrical that need to be paid. Divisions are running on trend, along with loads being consistent from year to year. GM Carter noted that a graph was added for the Combined Division Financial Report. Motion by Commissioner Hanson, second by Commissioner Wendorff to approve the financial statements. Motion carried unanimously. 4. Open Forum 5. Communication a. City Administrator — Matthew Jaunich i. Major construction has been completed for the year. ii. Development Wise — Expansion of Woodstone, Townhomes on Century Ave and Apartments on Denver iii. Getting ready for budgets b. Divisions i. Dan Lang, Engineering Services Manager — Nothing to Report ii. Dave Hunstad, Electric Transmission/Distribution Manager 1. Finishing up projects for the year iii. Randy Blake, Production Manager 1. Construction is going well for Units 6 & 7. Staff is waiting for a permit on a piping project that is being worked on that has to go to an underground tank. Also waiting for a DOT permit to work within the confines of HWY 7. Many people on site working. iv. John Webster, Natural Gas Division Manager- Absent v. Jared Martig, Financial Manager - Nothing to Report c. Human Resources - Brenda Ewing — Nothing to Report d. Legal — Marc Sebora — Nothing to Report e. General Manager — Jeremy Carter i. Wrapping up budgets and CIP. ii. Waiting on Health Insurance. Medica has quoted us as a small group al 11.12%. Waiting to hear from Health Partners. iii. Working on Property Liability Insurance. May be adding insurance on Natural Gas transmission line. iv. Fleet schedule will be finalized this week. Looking at having a workshop in December. Commissioners agreed that a workshop is needed. Angie will set up a Special meeting. 6. Policies a. Review Policies i. Landlord Acknowledgement ii. Inserts with Utility Bills iii. Training & Education Assistance iv. Workplace Accommodation v. Unpaid Extended Leave of Absence vi. Family Death vii. Emergency Leave viii. Military Leave ix. Jury, Witness, or Board Duty x. Volunteer Fire or Rescue Squad Duty A. School Conference Leave xii. Bone Marrow/Organ Donation Leave No changes recommended at this time. b. Approve Changes i. After Hours Reconnection Policy - As noted. Make timeframes consistent. ii. Retirement Program - As noted. Changing title. Motion by Commissioner Hanson, second by Commissioner Martinez to approve the policy changes as recommended. Motion carried unanimously. 7. Unfinished Business 8. New Business 2 a. Approve Non -Waiver of Tort Liability Limits for General Liability Mr. Martig presented the requirement by League of Minnesota Cities Insurance Trust. Staff is recommending to not waive the tort liability limits. If HUC does waive this, then HUC must purchase excess liability coverage. In the past, HUC has not waived the municipal tort limit. After discussion, a motion by Commissioner Martinez, second by Commissioner Cheney to Approve Non -Waiver of Tort Liability Limits for General Liability. Motion carried unanimously. b. Discuss Date for Performance Review of Hutchinson Utilities General Manager. President Morrow recognized Brenda Ewing, Human Resources Director. Ms. Ewing discussed the Performance Review of Hutchinson Utilities General Manager. Per General Manager's contract with Utilities, an annual Performance Review is to be conducted. Generally, this has occurred in December at the scheduled Commission Meeting or a Special Meeting. It is up to the commission on when the Performance Review should be held. GM Carter would have the opportunity to decide if it would be an open or closed session. When the date is decided, review forms will be sent to all the Commissioners. GM Carter is reviewed in multiple different areas, including Organizational Management, Fiscal Management, Program Development, Relationship and Communication with the Commission, Long Range Planning and Relationship with Public and Outside Organizations. After Commissioners have completed and returned review forms, all results will be compiled for discussion at the review. President Morrow asked GM Carter and the Commissioners to have the review at the December 19, 2018 Commission Meeting. GM Carter and Commissioners agreed to the date. c. Discussion of re -appointment of Don Martinez GM Carter spoke of the re -appointment of Don Martinez. GM Carter along with Mr. Sebora, review annually what board members and officer positions need re- appointment. At the end of 2018, Commissioner Martinez's position is up for re -appointment. Commissioner Martinez was filling in for a previous term that was held by Donna Luring. The process HUC goes through is to see if the candidate wants to be re -appointed and stay on, if so the information is given to the Mayor and City Administrator of the City of Hutchinson. It would be recommended that HUC would like to re -appoint Commissioner Martinez to a first full year five term. Commissioner Martinez is willing to stay on and be re- appointed. Commissioner Martinez concurred. All Commissioners agreed with re- 3 appointment of Commissioner Martinez. d. Formal Action -Discussion of EDA Incubator Building Covered Utility Services. President Morrow recapped the EDA Discussion from the previous meeting on November 9, 2018. Today the Commissioners will be putting it to vote on whether to cover the utility services of the EDA Incubator Building Commissioner Hanson inquired if the Commissioners are to discuss if there is support, if some language should be created with some starts and stops. President Morrow stated that a direction would be made one way or the other. Bringing it to a motion and voting 'yay' or `nay'. If Commissioners want to discuss before it is brought to a formal vote that may be something that can be entertained. President Morrow recognized Mr. Sebora, and inquired if that is something that can be entertained. Mr. Sebora stated it could be played out either way. The Commissioners have had the time to think about this topic, discussions have been made and now it is time to move forward with the motion or not. If the Commission does want to move forward, direction needs to be given to GM Carter and myself so something can be drafted, otherwise if the Commission wants to set a dollar amount that is something that can be voted on as a motion as well. There are many options that the Commission have talked about in the past; does the Commission want the amount to be an annual amount, should something be written as part of a policy, should the by-laws be amended, is EDA going to be the only group that is entitled to that contribution. On the other side, this is new territory; does HUC want to enter into this. HUC may receive other requests from other bodies. Either way a decision needs to be made today. After more discussion, Commissioner Hanson made a motion, second by Commissioner Cheney for GM Carter and Attorney Marc Sebora to move forward and create language on a policy to consider the EDA's financial request with certain starts and stops that follow State Statute. Motion was not carried unanimously. President Morrow asked for a roll call vote. Commissioner Hanson — yay Commissioner Wendorff- nay President Morrow — nay Commissioner Martinez — nay Commissioner Cheney — yay Vote was 3 nay — 2 yay. President Morrow thanked the Commission and Staff for the great discussion. Commissioner Wendorff pointed out that this does not show HUC as not n supporting the EDA, EDA is a good program. Commissioner Cheney added if down the road EDA comes back with different language, that HUC and the Commission should keep an open mind for further discussion. 9. Adjourn There being no further business, a motion by Commissioner Cheney, second by Commissioner Wendorff to adjourn the meeting at 3:39p.m. Motion carried unanimously. ATTEST: Monty MorIl6w, President k .: 6, ��! r