09-25-2013 HUCMMINUTES
Regular Meeting — Hutchinson Utilities Commission
Wednesday, September 25, 2013
Call to order — 3:00 p.m.
President Bordson called the meeting to order. Members present: President Bordson,
Secretary Monty Morrow; Commissioner Anthony Hanson; General Manager Michael
Kumm; Attorney Marc Sebora.
Members absent: Commissioner Craig Lenz.
President Bordson proposed the following changes to the agenda:
• Strike item #11
• Strike Unfinished Business
• Discuss Charter for HUC Commissioner Position as it Relates to
Living Outside City Limits for One Position
• Discuss Purchasing Strategies for Unit 6 (Tabled at both the
July 31, 2013 Regular and August 28 Regular Commission Meetings)
• Move agenda item #9 to agenda item #6, #7 to #8, and #8 to #9.
1. Swearing in of New Commissioner - Mark Girard
Attorney Sebora swore in the newly elected commissioner, Mark Girard.
2. Commission Reorganization
a. Vice President — A motion was made by President Bordson, seconded by
Secretary Morrow to appoint Commissioner Hanson as Vice President.
Motion was unanimously carried.
3. Approve Minutes of August 28, 2013 Regular Meeting
The minutes of the August 28, 2013 regular meeting were reviewed. After
discussion, a motion was made by Vice President Hanson, seconded by Secretary
Morrow to approve the August 28, 2013 regular meeting minutes. Motion was
unanimously carried.
4. Ratify Payment of Bills for August 2013
The August 2013 payables were discussed. A motion was made by Secretary
Morrow, seconded by Vice President Hanson to ratify the payment of bills in the
amount of $2,564,415.68 (detailed listing in payables book). Motion was
unanimously carried.
5. Approve Financial Statements /Budget Year to Date
GM Kumm distributed a new cash flow statement and presented the August 2013
financial statements /budget year -to -date. After discussion, a motion was made by
Commissioner Girard, seconded by Vice President Hanson to approve the financial
statements /budget year -to -date. Motion was unanimously carried.
6. Approve Requisition #5576 — Roof Replacement at 225 Michigan Street SE
1
Jared Martig presented requisition #5576 for roof replacement at 225 Michigan
Street SE in the amount of $83,212 for Laraway Roofing. After discussion, a
motion was made by Vice President Hanson, seconded by Secretary Morrow to
approve requisition #5576 for roof replacement at 225 Michigan Street SE. Motion
unanimously carried. (Requisition attached.)
7. Approve Changes to Sick/Vacation Leave Donation Policy
GM Kumm presented the recommended changes to the sick/vacation leave
donation policy. The purpose of the changes are for clean -up and to add verbiage
to allow the General Manager to authorize more than 16 hours of donated leave to
a single fellow employee and the General Manager shall have the right to extend
the use of donated leave on an individual basis. After discussion, a motion was
made by Vice President Hanson, seconded by Secretary Morrow to approve
changes to the sick/vacation leave donation policy. Motion unanimously carried.
(Changes attached.)
8. Review Changes to Policies and Requirements Booklet
GM Kumm presented the policies and requirements booklet, sections:
• Definition of Your Bill
• Errors in Billing
• Payment of Your Bill
After discussion, GM Kumm recommended this agenda item be tabled until the
October regular commission meeting at which time he will present ideas for the
verbiage for section definition of your bill to reflect the transfer amount to the City.
9. Review Changes to Exempt and Non - Exempt Handbooks
GM Kumm presented changes to the exempt and non - exempt handbooks,
sections:
• Hours & Conditions of Employment (Exempt Only)
• Flextime Program (Exempt Only)
• Rest Periods
• Meal Periods
After discussion, this agenda item was tabled until the October regular commission
meeting.
10. Discuss Bylaws of Hutchinson Utilities Commission
GM Kumm presented the bylaws of Hutchinson Utilities Commission to discuss
section (D) relating to the 2.75% payment in lieu of taxes. Discussion was held
regarding adding verbiage to the last paragraph of section (D) reflecting additional
funds beyond the 2.75% payment being transferred from HUC to the City in 2014,
and then reviewed annually. The Board requested GM Kumm to report back with
verbiage recommendations.
11. Committee Discussion
This agenda item was struck.
12. Declare HUC Open House on Tuesday, October 8, 2013 as an Open Meeting
A motion was made by Vice President Hanson, seconded by Secretary Morrow to
declare the HUC Open House scheduled for October 8, 2013, as an open meeting.
Motion was unanimously carried.
13. Communication from the City Administrator
City Administrator Carter was absent.
Division Reports
Natural Gas — John Webster
• Had the last construction meeting with the City of Brownton on September 24.
Contractor will be finished this Friday.
• Out of about 270 meters, 100 meters have been set as of today; 16 are turned
on.
• Working with Sue Winter on the City of Brownton billing system setup.
• Starting October 7, Great River Energy will be installing 12, 200 -foot vertical
wells on HUC pipeline for CapX project. Great River Energy is paying the entire
bill to mitigate the AC.
Electric — Steve Lancaster
• Completed installation of oxidation catalyst on units 3 and 4.
• Testing done on nox limits to evaluate if operating hours can be increased for
units 3 and 4.
• Met MPA and MPCA requirements for RICE ruling.
14. Legal Update
Nothing to report.
At 3:32 p.m., Brenda Ewing arrived.
Unfinished Business
• Discuss Separate Business Unit for Wholesale Business
Nothing to report
• Discuss Pre -Pay for Natural Gas
Nothing to report
• Discuss Charter for HUC Commissioner Position as it Relates to Living Outside
City Limits for One Position
This agenda item was struck.
• Discuss Purchasing Strategies for Unit 6 (Tabled at both the
July 31, 2013 Regular and August 28 Regular Commission Meetings)
This agenda item was struck.
3
New Business
At 3:34 p.m. President Bordson moved to closed session under Minnesota Statute
Section 13D.05 Subd. 2(b) for the purpose of preliminary consideration of
allegations of misconduct against someone subject to the Commission's authority.
Monty Morrow, Secretary
A
ATTEST:
Dwight Bordson, President
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HUTCHINSON UTILITIES COMMISSION
SICK/VACATION LEAVE DONATION POLICY
The Hutchinson Utilities Commission (HUC) recognizes that a catastrophic illness and /or serious
health condition of an employee or immediate family member (spouse or dependent child) may
deplete an employee's available paid leave (sick/vacation/compensatory time). This policy is
meant to provide employees with the option of assisting fellow employees at such a time.
Policy
HUC employees having accrued sick or vacation leave will be allowed to donate a portion of
such accrued leave to fellow employees experiencing a catastrophic illness and /or serious health
condition suffered by the employee, the employee's spouse, or the employee's dependent
child(ren). A catastrophic illness and /or serious health condition includes but is not limited to,
heart attack, stroke, organ transplant, or other life threatening illness or debilitating condition as
defined by a physician's diagnosis.
The donation of leave from one employee to another shall be subject to the following terms and
conditions.
1. An employee is only eligible to receive donated leave for time lost from normal work hours
due to a life threatening disease or condition as defined above.
2. An employee will be eligible to receive donated leave only after the employee's accrued sick,
vacation, and compensatory time have been exhausted.
3. All requests to receive donated leave must be in writing to the General Manager and must be
accompanied by supporting medical data. The requests will be reviewed by the General
Manager and must be approved to become effective.
4. No full time employee will be allowed to receive more than a total of twenty (20) work days
o4 160 hours of donated leave for any single major life threatening disease or condition -.
5. An employee may only use donated leave up to the time of eligibility for a long -term
disability benefit (if applicable), or for the maximum number of days allowed to be donated,
whichever occurs first.
6. A full time employee may donate no more than sixteen (16) hours of leave per calendar year
tol a single fellow employee unless authorized by the General Manager. This shall not be
construed to prohibit donating sixteen (16) hours per year to additional employees. Leave
donation will be calculated using time and not an equivalent cash amount.
7. An employee who is donating paid leave must do so from the employee's accrued sick and /or
vacation leave balance.
8. A written request to donate leave must be made to the Business-Customer/HR Manager on
f s designated by HUC for that purpose. The Bu&iness- Customer/HR Manager shall
submit all requests to the General Manager for final approval. All donations made will be
kept confidential.
9_T ie General Manager shall have the right to deny use of donated leave or limit its use if it is
determined to be in the best interests of HUC.
9:10. The General Manager shall have the right to extend use of donated leave on an individual
The Ousiness Department (as part of the payroll function) will subtract
donated leave from the donor's accumulated balance and credit the donated hours to the
requested employee. Donated time will be processed and used by the date of submission until
the eligible amount of donated leave is reached. Contributions of leave hours exceeding the
eligible amount will be returned to the donating employee, and will not be transferred.
Accepted:
C�Dwight Bordson, President
Hutchinson Utilities Commission