1.6 ERMUSR 03-13-2018 Elk River
Municipal Utilities UTILITIES COMMISSION MEETING
TO: FROM:
ERMU Commission Michelle Canterbury—Executive Administrative Assistant
MEETING DATE: AGENDA ITEM NUMBER:
March 13, 2018 1.6
SUBJECT:
2018 Committee Appointments
ACTION REQUESTED:
Appoint by motion the Committee appointments
BACKGROUND/DISCUSSION:
Per ERMU policy, the Commission shall appoint Committee members annually following the
Commission election of officers during the March Regular Commission meeting. The
Commission shall also appoint Committee Chair's at that time. All appointments are for a one
year term.
There are currently three ERMU committees: the Wage and Benefits Committee,the Financial
Reserves and Investment Committee, and the Information Security Committee. Attached for
reference are the committee policies which outline the purpose,membership, role, authority, and
specific duties of that committee.
After gauging an interest in who would like to serve on each committee,the following committee
appointments should be made:
Wage& Benefits Committee—2 appointments; one being Chair
Currently appointed: John Dietz and Mary Stewart
Financial Reserves and Investment Committee—2 appointments; one being Chair
Currently appointed: Daryl Thompson and Matt Westgaard
Information Security Committee—1 appointment
Currently appointed: Mary Stewart
Although not Commission appointed, staff is looking for two volunteers from the Commission to
be part a workgroup that will be involved in the design process for the new field services facility.
Field Services Facility Expansion Project Workgroup—2 volunteers
Current volunteers: Al Nadeau and Daryl Thompson
ATTACHMENTS:
• ERMU Policy—G.2g1 - Wage &Benefits Committee Charter
• ERMU Policy—G.2g2—Financial Reserves & Investment Committee Charter
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• ERA/1U Policy—A.24a—Information Security Committee Charter
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Elk River
Municipal Utilities COMMISSION POLICY
Section: Category:
Governance Governance Policies
Policy Reference: Policy Title:
G.2g1 Wage & Benefits Committee Charter
PURPOSE:
The Wage and Benefits Committee exists to help the Commission develop and maintain a pay
plan structure and benefits package that are market competitive,help promote employee
retention, and to help the Commission make informed decisions which provide value to the
customers through fair labor expenses. This Committee also exists to help the Commission with
succession planning and review pay equity compliance.
MEMBERSHIP:
The Committee shall be comprised of two Commissioners,the General Manager, an
administrative manager, and a field service superintendent. At no time shall there be a quorum of
the Commission on the Committee.
The Commission shall appoint Committee members annually following the Commission election
of officers during the March Regular Commission meeting. The Commission shall also appoint
the Committee Chair at that time.
ROLE OF THE COMMITTEE CHAIR:
The primary role of the Committee Chair is to run the Committee meetings. The Committee will
adhere to the Current edition of Robert's Rules of Order Newly Revised for all situations to
which they are applicable and are not inconsistent with ERMU's bylaws,policies, and any
special rules of order that the Commission may adopt. The Committee meetings may be open or
closed to employees at the discretion of the Committee Chair.
AUTHORITY:
Except as established in this Committee Charter, the authority of the Committee is limited to the
purpose of research and recommendation to the Commission. The Committee, at the discretion
and through formal action of the Commission, may be empowered beyond the role of research
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ERMU Commission Policy—G.2g1 Wage &Benefits Committee Charter
and recommendation such that it is consistent with the Organizational Core Purpose policies
and the Commission Committees policy.
SPECIFIC DUTIES:
1. At the request of the Commission,research and analyze topics related to employee
compensation and benefits.
2. Annually perform market benchmarking and evaluate wages. The Committee shall present
options and make recommendations regarding cost of living adjustments and pay plan
structure modifications to the Commission for their consideration.
3. Review insurance policies and evaluate policy renewals related to employee benefit
insurances. The Committee shall present options and make recommendations regarding these
insurance policies to the Commission for their consideration.
4. Evaluate wage and benefit requests from employees. Present and make recommendations to
the Commission as appropriate.
5. Review submittal information pertaining to pay equity compliance requirements and present
options and make recommendations to the Commission as appropriate.
6. Record minutes of Committee meetings. Committee meeting minutes shall be subject to
applicable data retention law and policies.
SCHEDULE:
At a minimum, the Committee shall meet on a quarterly basis.
TERMINATION:
The Committee shall exist until at such time formal action of the Commission is taken to
dissolve the Committee.
POLICY HISTORY:
Adopted May 9, 2017
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Elk River
Municipal Utilities COMMISSION POLICY
Section: Category:
Governance Governance Policies
Policy Reference: Policy Title:
G.2g2 Financial Reserves & Investment
Committee Charter
PURPOSE:
The Financial Reserves & Investment Committee exists to help the Commission develop and
maintain industry appropriate financial reserves and investment policies.
MEMBERSHIP:
The Committee shall be comprised of two Commissioners, the General Manager, and the
Finance & Office Manager. At no time shall there be a quorum of the Commission on the
Committee.
The Commission shall appoint Committee members annually following the Commission election
of officers during the March Regular Commission meeting. The Commission shall also appoint
the Committee Chair at that time.
ROLE OF THE COMMITTEE CHAIR:
The primary role of the Committee Chair is to run the Committee meetings. The Committee will
adhere to the Current edition of Robert's Rules of Order Newly Revised for all situations to
which they are applicable and are not inconsistent with ERMU's bylaws, policies, and any
special rules of order that the Commission may adopt. The Committee meetings may be open or
closed to employees at the discretion of the Committee Chair.
AUTHORITY:
Except as established in this Committee Charter,the authority of the Committee is limited to the
purpose of research and recommendation to the Commission. The Committee, at the discretion
and through formal action of the Commission, may be empowered beyond the role of research
and recommendation such that it is consistent with the Organizational Core Purpose policies
and the Commission Committees policy.
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ERMU Commission Policy—G.2g2 Financial Reserves & Investment Committee Charter
SPECIFIC DUTIES:
1. At the request of the Commission, research and analyze topics related to financial reserves
and investments.
2. On a periodic basis,the Committee will review the investment balances and the various
investment instruments for return, liquidity, and diversification. The Committee may present
options and make recommendations to the Commission for their consideration.
3. Annually,when the Commission designates the official depository for the year, it should
provide for the Finance & Office Manager to recommend that additional depositories be
designated for the purpose of investing funds.
4. On behalf of the Commission and Committee, new Investments will be authorized by the
Finance & Office Manager, with the funds actually being transferred via a check produced by
the A/P Specialist, and recorded in the check register detail presented at the regular
Commission meetings. Investments that mature shall be reinvested by the Finance & Office
Manager. All investing will be transacted working with the investment firm(s) or bank(s) for
the best rate of return within the constraints of the ERMU Investment Policy. In the event
that the Finance & Office Manager is unable to conduct the above investment
responsibilities, the General Manager has the authority to act in his/her absence.
5. On a periodic basis,the Committee will review the Financial Reserves Policy and reserve
balances. The Committee may present options and make recommendations regarding
modification of the Financial Reserves Policy to the Commission for their consideration.
SCHEDULE:
At a minimum, the Committee shall meet on an annual basis.
TERMINATION:
The Committee shall exist until at such time formal action of the Commission is taken to
dissolve the Committee.
POLICY HISTORY:
Adopted May 9, 2017
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Elk River :..t..---_,
Municipal Utilities MANAGEMENT POLICY
Section: Category:
Management Administration Policies
Policy Reference: Policy Title:
A.24a Information Security Committee Charter
PURPOSE:
Information security is managing risks to the confidentiality, integrity, and availability of
information using administrative,physical, and technical controls.
The Information Security Committee exists to help develop and maintain industry appropriate
information security policies and oversight. Because of shared hardware and resources,there
exists an overlap and shared risk for ERMU and the City of Elk River operations. So although
governed autonomously, this shall be an advisory Committee to both the ERMU's and the City
of Elk River's management/leadership teams.
MEMBERSHIP:
This Committee shall be comprised of equal representation from ERMU and the City. From
ERMU this committee shall include: a Commissioner,the General Manager,the field manager,
an administrative manager, and an information technology employee. From the City this
committee shall include: a Councilmember,the City Administrator, a field manager, an
administrative manager, and an information technology employee. At no time shall there be a
quorum of the Commission or the Council on the Committee.
The Commission shall appoint ERMU's Committee member representatives annually following
the Commission election of officers during the March Regular Commission meeting. The
Council shall appoint the City's representatives annually in March. The Committee shall elect a
chair annually. The General Manager and the City Administrator shall serve as the authorized
reporting representatives for their respective governing bodies.
ROLE OF THE COMMITTEE CHAIR:
The primary role of the Committee Chair is to run the Committee meetings and act as committee
secretary. The Committee will adhere to the Current edition of Robert's Rules of Order Newly
Revised for all situations to which they are applicable and are not inconsistent with ERMU's
bylaws, policies, and any special rules of order that the Commission may adopt; and similarly,
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ERMU Management Policy—A.24a Information Security Committee Charter
the Committee action shall not be inconsistent with applicable laws and policies which regulate
the City of Elk River. The Committee meetings may be open or closed to employees at the
discretion of the Committee Chair.
AUTHORITY:
Except as established in this Committee Charter,the authority of the Committee is limited to the
purpose of research and recommendation to ERMU and City leadership teams.
SPECIFIC DUTIES:
1. Policies and Procedures: Assist ERMU and City leadership in the development of
information security related policies. Review effectiveness of information security policy
implementations. Identify and recommend how to handle non-compliance. Assist with the
development of information security related procedures, standards, guidelines, and baselines
to the ERMU and City leadership teams. At least annually,provide timely reports including
recommendations regarding effectiveness of polices and procedures to ERMU and City
leadership teams.
2. Risk Assessment: Review industry appropriate information security trends to maintain an up-
to-date perspective on related risks and industry's best practice risk mitigation methods.
Identify significant threats and vulnerabilities. Assess the adequacy and coordination of the
implementation of information security controls. Recommend methodologies and processes
for information security. Evaluate ongoing related legal and regulatory compliance changes.
Review incident information and recommend follow-up actions. At least annually,provide
timely reports including recommendation regarding risks assessment to ERMU and City
leadership teams.
3. Budget Development: Develop data needed for thorough evaluation of proposed information
security initiatives for budget preparation and consideration. Information shall include
options,risk evaluation, resource requirements, implementation timelines, and costs. At least
annually and coordinating with their respective budgeting process schedules,provide timely
reports regarding information security initiatives proposed for consideration to ERMU and
City leadership teams.
4. Education and Awareness: Function as an information security program champion providing
clear direction and unity in ERMU and City leadership teams' support for approved security
initiatives and policies. Develop and implement plans and programs to maintain information
security awareness. Promote information security education,training, and awareness
throughout ERMU and the City.
SCHEDULE:
At a minimum, the Committee shall meet on an annual basis.
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ERMU Management Policy—A.24a Information Security Committee Charter
TERMINATION:
The Committee shall exist as a joint effort between ERMU and the City until at such time either
the General Manager or the City Administrator dissolve the joint nature of the Committee.
POLICY HISTORY:
Established August 8, 2017
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