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09-24-2014 HUCMMINUTES Regular Meeting — Hutchinson Utilities Commission Wednesday, September 24, 2014 Call to order — 3:00 p.m. Vice President Morrow called the meeting to order. Members present: Vice President Monty Morrow; Secretary Mark Girard; Commissioner Donna Luhring; Commissioner Dwight Bordson; Attorney Marc Sebora; and General Manager Jeremy Carter. Member absent: President Anthony Hanson. 1. Approve Minutes of August 27, 2014 Regular Meeting The minutes of the August 27, 2014 regular meeting were reviewed. A motion was made by Commissioner Luhring, seconded by Commissioner Bordson to approve the minutes. Motion was unanimously carried. 2. Ratify Payment of Bills for August 2014 The August 2014 payables were discussed. After discussion, a motion was made by Commissioner Bordson, seconded by Commissioner Luhring to ratify the payment of bills in the amount of $2,347,275.06 (detailed listing in payables book). Motion was unanimously carried. 3. Approve Financial Statements/Budget Year to Date GM Carter and Jared Martig presented the August 2014 financial statements/budget year-to-date. After discussion, a motion was made by Secretary Girard, seconded by Commissioner Bordson to approve the financial statements/budget year-to-date. Motion was unanimously carried. 4. Review Policies GM Carter presented the policies, sections: • Cold Weather Rule • Definition of Your Bill • Payment of Your Bill No changes were recommended. 5. Approve Changes to Policies GM Carter presented changes to the policies, section: • Errors in Billing Changes made were for clean-up purposes and to change two years to one year in the second and third paragraphs. Commissioner Luhring suggested adding "year' back into the last paragraph. After discussion, a motion was made by Commissioner Luhring, seconded by Commissioner Bordson to approve changes to section, Errors in Billing to include the amended change. Motion was unanimously carried. (Changes attached.) 6. Review Exempt and Non -Exempt Employee Handbooks GM Carter presented exempt and non-exempt handbooks, sections: • Unsafe Conditions or Practices No changes were recommended. 7. Approve Changes to Exempt and Non -Exempt Employee Handbooks GM Carter presented changes to the exempt and non-exempt employee handbooks, sections: • Health and Safety • Accidents and Injuries • Employee Right -to -Know Changes made to section Health & Safety were for clean-up purposes. Changes to section Accidents and Injuries were for clarity. In section Employee Right -to -Know, MSDS was changed to safety data sheet (SDS). After discussion, a motion was made by Commissioner Luhring, seconded by Commissioner Bordson to approve changes to the exempt and non-exempt handbooks. Motion was unanimously carried. (Changes attached.) 8. Approve Summary of Closed Meeting Proceedings for the General Manager Performance Appraisal Session Held on August 27, 2014 Vice President Morrow presented the Summary of Closed Meeting Proceedings for the General Manager Performance Appraisal. After discussion, a motion was made by Secretary Girard, seconded by Commissioner Luhring to approve the Summary of Closed Meeting Proceedings for the General Manager Performance Appraisal Session Held on August 27, 2014. Motion was unanimously carried. (Summary attached.) 9. Declare HUC Open House as an Open Meeting on Tuesday, October 7 from 4 p.m. to 7 p.m. A motion was made by Commissioner Bordson, seconded by Secretary Girard to declare the HUC Open House scheduled for October 7, 2014, as an open meeting. Motion was unanimously carried. 10. Communication from the Interim City Administrator Interim City Administrator Sebora mentioned there was no update regarding the detachment petition submitted to City regarding the by-pass. City Council approved refinancing bonds from 2008 which will result in about $150,000 savings. Nothing new regarding the City Administrator search. 11. Division Reports Electric — Dan Lang Nothing to report Electric — Dave Hunstad Nothing to report 2 Finance — Jared Martig Nothing to report Electric — Randy Blake • Intake fans were damaged during storm last weekend and are being repaired. • McCormick Insulation starting on unit 5 exhaust stack cover next Monday, October 6. Natural Gas — John Webster • Greater Minnesota Gas will be visiting HUC on October 9 to learn about our Sensus/AMI system. • Passed a MNOPS fields and records audit yesterday. • Highway 7 East construction complete. • Investigating new plastic piping to use instead of the 6 inch steal for next year's high pressure natural gas line project. There may be a cost savings. • Working on setting up a meeting with BP Power regarding purchasing power off HUC's units. 12. Legal Update Nothing to report Unfinished Business • Discuss Separate Business Unit for Wholesale Business o Nothing to report • Discuss Industrial Rate Change — Electric o Meeting next week regarding industrial rate. • Discuss Compensation Study o Nothing to report • 2015 Budget o Nothing to report New Business There being no further business, a motion was made by Commissioner Bordson, seconded by Secretary Girard to adjourn the meeting at 3:50 p.m. Motion was unanimously carried. P V/44, / I " 0, 4 JJ Ma(k Girard, Secretary ATTEST: _ t2n!§�� Monty Mo ow, Vice President 3 Errors in Billing Overcharged customers will be credited on the next statement or refunded on their final billing. ARy adjustments resulting in a Gredit greateF thaR thFee (3) Menths billing well Overcharges will not be refunded for any errors exceeding two (2) „oars one (1) year from the date of notice by the customer. Undercharged customers w4 -may be billed for any errors not exceeding two (2) dears one (1) year from the date of notice, and wH-may be billed on a separate invoice, with an explanation of charges. i NCTAWI SECTION 6 - HEALTH AND SAFETY HUC is very concerned about the safety of its employees and the public HUC serves. All employees are required to follow all HUC safety rules and make the safety of themselves, their co-workers, and the public a priority. To encourage a safe workplace, The Commission has adopted the APPA — Utilities Safety Handbook. All non-exempt employees are required to read the APPA safety handbook. Compliance with the APPA is "mandatory and is considered a requirement for employment". (Pp. 20 and 23 APPA Safety Handbeelo. ACCIDENTS AND INJURIES Employees must immediately report to a Director, Manager or Supervisor job-related illnesses, all accidents and injuries (regardless how minor) that occur during the course of employment with HUC. The Employee and Supervisor must fill out and sign an accident report. See Customer/Human Relations Manager for form. If a supervisor is not available and the nature of injury or illness requires immediate treatment the employee is to go to the nearest available medical facility for treatment and, as soon as possible notify his/her supervisor of the action taken. In the case of a serious emergency, 911 should be called. If the injury is not of an emergency nature, but requires medical attention, the employee will report it to the supervisor and make arrangements for a medical appointment. Worker's compensation benefits and procedures to return to work will be applied according to applicable state and federal laws. HUC contracts with Corvel as the worker's compensation managed care provider. Pursuant to Minnesota Law, HUC has established a labor-management safety committee that investigates or reviews all accidents to identify causes of the accidents and suggest ways to prevent reoccurrence of the accident. The safety committee may request to interview any employee involved in an accident or any employee who may have knowledge of an accident. All employees are required to cooperate with the safety committee. NON-EXEMPT SECTION 6 - HEALTH AND SAFETY HUC is very concerned about the safety of its employees and the public HUC serves. All employees are required to follow all HUC safety rules and make the safety of themselves, their co-workers, and the public a priority. To encourage a safe workplace, The Commission has adopted the APPA — Utilities Safety Handbook. All non-exempt employees are required to read the APPA safety handbook. Compliance with the APPA is "mandatory and is considered a requirement for employment". (Pp. 20 and 73 APPA Safety LJandb. elo ACCIDENTS AND INJURIES Employees must immediately report to a Director, Manager or Supervisor job-related illnesses, all accidents and injuries (regardless how minor) that occur during the course of employment with HUC. The Employee and Supervisor must fill out and sign an accident report. See Customer/Human Relations Manager for form. If a supervisor is not available and the nature of injury or illness requires immediate treatment, the employee is to go to the nearest available medical facility for treatment and, as soon as possible, notify his/her supervisor of the action taken. In the case of a serious emergency, 911 should be called. If the injury is not of an emergency nature, but requires medical attention, the employee will report it to the supervisor and make arrangements for a medical appointment. Worker's compensation benefits and procedures to return to work will be applied according to applicable state and federal laws. HUC contracts with Corvel as the worker's compensation managed care provider. Pursuant to Minnesota Law, HUC has established a labor-management safety committee that investigates or reviews all accidents to identify causes of the accidents and suggest ways to prevent reoccurrence of the accident. The safety committee may request to interview any employee involved in an accident or any employee who may have knowledge of an accident. All employees are required to cooperate with the safety committee. EXEMPT EMPLOYEE RIGHT -TO -KNOW Minnesota's Employee Right -to -Know law requires HUC to inform employees when they may be exposed to hazardous substances, harmful physical agents, or infectious agents. HUC has adopted a written Employee Right -to -Know program. HUC has evaluated and reevaluates the work sites to determine the presence of hazardous substances. Employees shall become familiar with the location of AASBS safety data sheets SDS in their work area. NON-EXEMPT EMPLOYEE RIGHT -TO -KNOW Minnesota's Employee Right -to -Know law requires HUC to inform employees when they may be exposed to hazardous substances, harmful physical agents, or infectious agents. HUC has adopted a written Employee Right -to -Know program. HUC has evaluated and reevaluates the work sites to determine the presence of hazardous substances. Employees shall become familiar with the location of IVISDS safety data sheets SDS in their work area. Hutchinson Utilities Commission Summary of Closed Meeting Proceedings General Manager Performance Appraisal Wednesday, August 27, 2014 On August 27, 2014, the Hutchinson Utilities Commission closed its meeting at 3:55 p.m. to conduct the three-month performance appraisal for General Manager, Jeremy Carter. Individuals present included General Manager Jeremy Carter, Commission Members Donna Luhring, Mark Girard, Anthony Hanson, Monty Morrow, and Dwight Bordson, City Attorney Marc Sebora, and City of Hutchinson Human Resources Director Brenda Ewing. Mr. Carter exercised his right to close the proceedings to the public as permitted under Minnesota Statute 13D.05, Subdivision 3(a). Motion by Luhring, seconded by Bordson to go into closed session to conduct the General Manager's performance review. The motion passed unanimously. The Commission then proceeded into a closed session at 3:55 p.m. The Commission reviewed with Mr. Carter his performance for the initial three-month period of employment which commenced on May 27, 2014. The review is required per the terms of the employment contract in place between the Hutchinson Utilities Commission and General Manager Carter. President Hanson noted that the Commission is to provide Mr. Carter with direction and feedback regarding his performance to date and to provide guidance to advance the organization in the direction the Commission deems appropriate. Mr. Carter provided the Commission with an overview of his initial 90 days of employment as General Manager. Mr. Carter's performance was evaluated in the following areas: Organizational Management, Fiscal/Business Management, Program Development, Relationship & Communication with the Commission, Long -Range Planning, and Relationships with Public & Outside Organizations. The consensus of the Commission is that Mr. Carter's transition into the position of General Manager is going well, and the cumulative performance for the review period was found to be satisfactory in all areas. City Attorney Marc Sebora left the meeting at 4:25 p.m. Motion by Bordson, seconded by Luhring, to open the closed proceedings. The motion passed unanimously. The Commission moved back to the open session at 4:55 p.m. Motion by Luhring, seconded by Bordson, to adjourn the meeting at 4:55 p.m. The motion passed unanimously.