4.1b ERMUSR 10-12-2021COMMISSION POLICY
Section:Category:
Governance Delegation to Management Policies
Policy Reference:Policy Title:
G.4l1Use and Disposal of Utility Property
1.0 PERSONAL USE
All Utility property and equipment is publicly owned. Utility-owned equipment and facilities are
not available for personal use by employees except as explicitly authorized in this or other Utility
policies. Personal use of all Utility vehicles, machinery, tools, and other equipment is strictly
prohibited.
2.0 DISPOSAL
From time to time, Utility property becomes obsolete, is damaged, or is not needed. Such
property will be disposed of by the Utility through salvage, trade, negotiated sale, or public
auction.
A. In most instances property will be disposed of by public auction conducted by a qualified
third-party auctioneer.
B. If it is determined that a negotiated sale is the best way to dispose of property, notice of the
sale must be advertised in the official newspaper and/or the Utilities website, and posted in
the Utilities office, for at least 5 business days. The appropriate department head will
determine the minimum price for items to be sold.
C. In no instance will anything of value within the scope of this policy (i.e., Utility property that
becomes obsolete, damaged, or unnecessary) be given away free to anyone including
employees, except as follows:
1. In the case of used and unwanted utility poles, cross arms, wood chips, wood cable
reels, or other items where there is a disposal cost, the Utility may in its discretion
offer such items to the general public for a nominal price or at no charge. Nothing in
this policy shall be interpreted to prohibit employees from accessing any such offer
on the same terms and to the same extent as the general public;
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ERMU Commission Policy – G.4l1 Use and Disposal of Utility Property
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2. In the case of used and unwanted utility poles, other infrastructure materials such as
reclosers or fuses, meters, etc., the Utility may in its discretion donate the items to
training facilities, such as Minnesota Municipal Utilities Association Training Center
or other trade schools.
D. Employees involved in the auction or sale process, including the decision to sell, determining
the minimum sale price, administration and collection of sealed bids, or negotiating trade
values, are prohibited from purchasing Utility property.
E. An employee may purchase no more than one motor vehicle from the Utility or another Elk
River political subdivision in any 12-month period.
F. In all instances where Utility property is disposed of, other than by auction through a third-
party auctioneer, the property shall not be transferred or delivered to the buyer or donee until
the buyer or donee has executed and delivered to the Utility a release of liability and
indemnification agreement on a form approved by the Utility.
Unauthorized removal of Utility property or its conversion to personal use may result in
discipline up to and including termination.
3.0 USE OF UTILITY VEHICLES
Utility-owned vehicles are to be used only by Utility employees for official Utility business.
Employees who drive or may be required to drive Utility vehicles and equipment are responsible
for maintaining a safe driving record and for observing all traffic laws. Seat belts must be
properly used at all times. Drivers must carry a current, valid driver’s license that is adequate for
the type of vehicle being driven. Any employee who operates a Utility vehicle without a valid
driver’s license will be subject to disciplinary action up to and including termination.
Passengers may be carried only when necessary to conduct Utility business and/or when their
transportation via Utility vehicle is in the best interests of the Utility. Utility vehicles may not be
used to travel from work to an employee’s residence for rest or lunch breaks without prior Utility
approval. Utility employees conducting official Utility business out of town (conventions,
meetings, etc.) may carry family members as passengers if such accompaniment does not
interfere with the best interests of the Utility and it has been approved by their department head.
POLICY HISTORY:
Adopted February 24, 2009
Revised November 15, 2011
Revised February 9, 2016
Revised July 9, 2019
Revised October 12, 2021
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