3.0 ERMU MINUTES 02-24-2009 - Laserfiche WebLink

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Page 4 Regular meeting of the Elk River Municipal Utilities Commission January 13, 2009 The next issue to discuss was the HR Function duties. Mark Mathison reviewed the listing of duties. Discussion followed. Lori Johnson said the City Council was receptive to the idea but felt the time would be minimal therefore there would not be a need to bill at this time for this service. This will be revisited at a later date. John Dietz asked if there was an agreement to sign and Mark Mathison said this was just a document review to make sure the job duties and wording of the document would be acceptable. Sam Diehl informed Commission that if this is adopted it should be expressed to employees the confidentiality of this process. Mark Mathison suggested a list of names be placed in the handbook for employees to go to. John Dietz said someone should explain to the employees how they can utilize this, and how it is available. Jerry Takle remarked that this will be in the handbook, but it would be good for the employees to know who the HR person is and to meet her in person. Jerry Gumphrey authorized Gray Plant & Mooty to make a resolution for the HR function duties for ERMU and bring back for Commission approval. The final issue to be discussed was the policy approvals. Sam Diehl distributed the policies that have been worked on to date. John Dietz asked when the policy manual will be finished. Sam Diehl responded they were waiting for the HR issue to be approved before finishing the remaining booklet. 5.3 Review Pole Disposal Policy At the December 9, 2008, Elk River Municipal Utilities (ERMU) Commission meeting, the issue of used poles was discussed. Staff was directed to draft a policy and agreement. The proposed policy is as follows: "Occasionally existing overhead electrical distribution is upgraded, relocated, or replaced with underground. This may result in the Elk River Municipal Utilities (EFJv" reclaiming used utility poles that would need to be disposed of. These poles will be offered to the public and employees at a first come fust serve basis. To receive any of these used utility poles, a Utility Pole Agreement waiver must be signed releasing ERMU of liability." The Utility pole agreement was also reviewed. The agreement was drafted by Attorney Ron Black. John Dietz asked how customers would be notified of this policy. Mark Fuchs responded there would be an ad in the paper. John Dietz moved to approve the Pole Disposal Policy and Agreement. Jerry Gumphrey seconded the motion. Motion carried 3-0. 5.4 Review Integrity Testing Policy New large demand customers or existing large demand customers that have installed new production equipment will usually conduct tests to determine the integrity of their production equipment and electrical system at some time during initial startup. This testing can have a