4.1. ERMUSR 01-08-2019 Elk River .M
Municipal Utilities UTILITIES COMMISSION MEETING
TO: FROM:
ERMU Commission Troy Adams, P.E.—General Manager
MEETING DATE: AGENDA ITEM NUMBER:
January 8, 2019 4.1
SUBJECT:
Annual Review of Committee Charters
ACTION REQUESTED:
No action required.
BACKGROUND:
In August 2017,the commission adopted a comprehensive manual of governance policies based
on the Carver Model of governance. Included in those governance policies is Governance Policy
G.2g Commission Committees which is attached for reference. This policy notes in statement#5
that"The Commission will review the committee charter and performance of any standing
committee at least annually to determine if changes are required or if the committee is still
required."
DISCUSSION:
The annual review of the committee charters is an opportunity for the commission to review the
purpose for the committees and whether or not they are still needed. This also is an opportunity
for the commission to give direction to the committees. The schedule of this annual review is
intentionally prior to March when the commission appoint committee members.
The commission currently has two commission created committees: the Wage & Benefits
Committee and the Financial Reserves & Investment Committee. These two committee charters
are attached for review and discussion.
ATTACHMENT:
• Governance Policy G.2g Commission Committees
• Governance Policy- G.2g1 - Wage &Benefits Committee Charter
• Governance Policy- G.2g2 -Financial Reserves & Investment Committee Charter
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Elk River .M
Municipal Utilities COMMISSION POLICY
Section: Category:
Governance Governance Policies
Policy Reference: Policy Title:
G.2g Commission Committees
PURPOSE:
With this policy,the Commission establishes and communicates its purposes and the means by
which it creates and empowers committees to assist the Commission in its work. This policy
applies to any group formed by Commission action,whether or not it is called a committee and
whether or not the group includes Commission members. It does not apply to committees formed
under the authority of the General Manager.
POLICY:
Commission committees, when created, will be used to reinforce the wholeness of the
Commission and never to interfere with the delegation of authority from the Commission to the
General Manager or to any officer of the Commission. Commission committees will not have
direct involvement with current management and staff employee functions.
Consistent with this general statement:
1. The Commission will use committees sparingly and only for as long as required to
accomplish its purposes. Committees may be appropriate in circumstances where the
Commission recognizes the need for more in-depth review of information and issues, and
where a committee is the best way to make effective and efficient use of available
Commission member expertise and time. Committees may also be appropriate where it is
necessary or desirable for the Commission to visibly demonstrate regulatory compliance or
accountability to its stakeholders (e.g. Financial Reserves and Investments Committee).
2. Committees ordinarily will assist the Commission in the following specific ways by:
a. Monitoring organization performance metrics and related information;
b. Preparing policy alternatives and their implications for Commission deliberation and
action;
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ERMU Commission Policy—G.2g Commission Committees
c. Determining the level of compliance with existing Commission policies and evaluating
the results of policy compliance or non-compliance.
3. When the Commission creates a committee, it will develop and approve by resolution a
written committee charter that sets forth the purposes, duration, expected outcomes,
leadership,membership, delegated authority, available resources, and other information
needed for the committee to function successfully. The General Manager will designate
management/staff committee members if so requested. The Commission, by majority vote,
will appoint Commission members to committees and remove or replace them, as
appropriate. The Commission, by majority vote,will also appoint, remove, and replace a
Committee Chair, Vice-Chair and any other positions of leadership that the Commission
determines appropriate.
4. The Commission recognizes that appointments to a Committee provide opportunities for
learning and Governance development. Accordingly,the Commission endeavors to appoint
Commission members to committee leadership positions who do not already hold a
Commission office.
5. The Commission will review the committee charter and performance of any standing
committee at least annually to determine if changes are required or if the committee is still
required.
6. Commission committees may not convene a meeting that includes a quorum of the
Commission.
7. Commission committees may not speak or act for the Commission except when formally
given such authority for specific and time-limited purposes. Expectations and authorities will
be carefully stated in order not to conflict with authority delegated to the General Manager or
Commission Chair.
8. Commission committees may not exercise authority over management and staff employees.
The General Manager is accountable to the whole Commission and is not required to obtain
approval of any Commission committee before taking an executive action.
9. Commission committees will avoid relating to or identifying with discrete parts of the
organization rather than the whole. A Commission committee that has helped the
Commission create policy on a particular subject will not be used to monitor organizational
performance on that same subject, except with specific Commission approval.
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.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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