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1.6 ERMUSR 03-08-2022UTILITIES COMMISSION MEETING TO: FROM: ERMU Commission Tony Mauren – Executive Administrative Manager MEETING DATE: AGENDA ITEM NUMBER: March 8, 2022 1.6 SUBJECT: 2022 Committee & Workgroup Appointments ACTION REQUESTED: Appoint by separate motionsthe Committee and Workgroup members BACKGROUND/DISCUSSION: Per ERMU policy, the Commission shall appoint Committee members annually following the election of officers during the regular meeting in the month of March. The Commission shall also appoint Committee Chairs at that time. All appointments are for a one-year term. There are currently four Commission committees: the Wage & Benefits Committee, the Financial Reserves & Investment Committee, the Information Security Committee, and the Dispute Resolution Committee. Attached for reference are the committee charters which outline the purpose, membership, role, authority, and specific duties of each committee. After gauging 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 – Chair and Mary Stewart Financial Reserves & Investment Committee – 2 appointments; one being Chair Currently appointed: Matt Westgaard – Chair and Al Nadeau Information Security Committee – 1 appointment Currently appointed: Mary Stewart Dispute Resolution Committee – 2 appointments; one being Chair Currently appointed: Matt Westgaard – Chair and Paul Bell Although not Commission appointed,staff is looking fortwo volunteers from the Commission to be part of a workgroup that will be involved in the design process for the new field services facility. ______________________________________________________________________________ Page 1 of 2 9 Field ServicesFacility Expansion Project Workgroup – 2 volunteers Current volunteers: Al Nadeau and Paul Bell ATTACHMENTS: Commission Policy – G.2g1 - Wage & Benefits Committee Charter Commission Policy – G.2g2 – Financial Reserves & Investment Committee Charter Commission Policy – G.2g3 – Information Security Committee Charter Commission Policy – G.2g4 – Dispute Resolution Committee Charter ______________________________________________________________________________ Page 2 of 2 10 COMMISSION POLICY Section:Category: GovernanceGovernance Policies Policy Reference:Policy Title: G.2g1Wage & Benefits CommitteeCharter 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 for all situations to which they are applicable and are not inconsis 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 ______________________________________________________________________________ Page 1of 2 11 ERMU Commission Policy G.2g1Wage & Benefits Committee Charter ______________________________________________________________________________ and recommendation such that it is consistent with the Organizational Core Purposepolicies and the Commission Committeespolicy. 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 ______________________________________________________________________________ Page 2of 2 12 COMMISSION POLICY Section:Category: GovernanceGovernance Policies Policy Reference:Policy Title: Financial Reserves&Investment G.2g2 CommitteeCharter 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 FinanceManager. 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 for all situations to which they are applicable and are not inconsistent witbylaws, 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 tothe 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 itis consistent with the Organizational Core Purposepolicies and the Commission Committeespolicy. ______________________________________________________________________________ Page 1of2 13 ERMU Commission PolicyG.2g2Financial Reserves & InvestmentCommitteeCharter ______________________________________________________________________________ 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 InvestmentPolicies, 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 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 FinanceManager, 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 matureshall be reinvested by the Finance 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 theManagementInvestment Policy. In the event that the Finance Manager is unable to conduct theaboveinvestment 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 Policiesand reserve balances. The Committee may present options and make recommendations to the Commission for their consideration. SCHEDULE: At a minimum, the Committee shall meet on anannual basis. TERMINATION: The Committee shall exist until at such time formal action of the Commission is taken to dissolve the Committee. POLICY HISTORY: AdoptedMay 9, 2017 RevisedJuly 14, 2020 ______________________________________________________________________________ Page 2of2 14 COMMISSIONPOLICY Section:Category: GovernanceGovernancePolicies Policy Reference:Policy Title: G.2g3Information SecurityCommitteeCharter 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 policiesand oversight. Because of shared hardware and resources,there exists an overlap and shared risk for ERMU and the City of Elk River (City) operations. Although governed autonomously, this shall be an advisory Committee to both the ERMUand theCity. MEMBERSHIP: ThisCommittee shall be comprised of equal representation from ERMU and the City. From ERMU this committee shall include: a Commissioner, the General Manager, afield manager,an administrative manager, and aninformation 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 Committee member representatives annually following the Commission election of officers during the March Regular Commission meeting. The The Committee shall elect a chair annually. The General Manager and the CityAdministrator 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 meetingsand act as committee secretary.The Committee will adhere to the Current edition of Revised bylaws, policies, and any special rules of orderthat the Commission may adopt; and similarly, ______________________________________________________________________________ Page 1of3 15 ERMUCommissionPolicyG.2g3Information Security CommitteeCharter ______________________________________________________________________________ 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 tothe purpose of research and recommendation to ERMU and the City. SPECIFIC DUTIES: 1.Policies and Procedures:Assist ERMU andtheCityin 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 theCity.At least annually, provide timely reportsincluding recommendations regarding effectiveness of polices and procedures to ERMU and City leadership teams. 2.Risk Assessment:Review industry appropriate information security trendsto maintain an up- to- 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 timelyreportsincluding recommendationregarding risksassessment to ERMU and City leadership teams. 3.Budget Development:Develop dataneeded for thorough evaluation of proposed information security initiativesfor 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 roved 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 annualbasis. ______________________________________________________________________________ Page 2of3 16 ERMUCommissionPolicyG.2g3Information Security CommitteeCharter ______________________________________________________________________________ TERMINATION: The Committee shall exist as a joint effort between ERMUand the City until at such time either theCommission or Council dissolve the joint nature of the Committee. POLICY HISTORY: EstablishedAugust 8, 2017 RevisedNovember12, 2019 ______________________________________________________________________________ Page 3of3 17 COMMISSION POLICY Section:Category: GovernanceGovernance Policies Policy Reference:Policy Title: G.2g4Dispute ResolutionCommittee Charter PURPOSE: The Dispute ResolutionCommittee exists to provide customers an alternative dispute resolution option for circumstances which: require action beyond the authority assigned through the Delegation to Management Policies;require policy creation, revision, or exception; have exhausted the established utilities procedures and/or protocol; and involvescustomer protected data for which the customer prefers addressing the issue through a meeting closedto the public. For qualifying customer disputes, the Committee will provide:a formal hearing in a closed meeting allowing the customers to communicate the concern;recess and reconvene asneeded to conduct appropriate researchand/or deliberate;make a determination within parameters established through the Commission Policiesand within the authorities delegated through this policy;and report and/or make recommendations to the Commissionas required. MEMBERSHIP: The Committee shall be comprised of five members, four appointed annually and one which varies for each dispute. The four members appoint annually shall include two Commissioners, an administrative manager, and a field 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.The General Manager may be appointed to fill the administrative manager Committee member position. For each dispute, the Committee shall also includea fifth member. This Committee member shall be the manager/supervisor most directly involved with that dispute. If that manager/supervisor has already been appointed to serve on the Committee as the administrative manager or the field superintendent member, the Committee Chair shall choose a different manager/supervisor to fill the role as the fifth Committee member for that specific dispute. Page 1of3 18 ERMU Commission Policy G.2g4Dispute ResolutionCommittee Charter 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 for all situations to policies, and any special rules of order that the Commission may adopt. AUTHORITY: Except as established in this Committee Charter, the authority of the Committee is limited to the purpose of dispute resolution within the authorities delegated to management through the Commission Policies, researchrelated to customer disputes or complaints,and recommendationsto the Commission. The Committee, at the discretion and through formal action of the Commission, may be empowered beyond the role as outlined in this policysuch that it is consistent with the Organizational Core Purpose policies and the Commission Committees policy. SPECIFIC DUTIES: 1.After a formal request is submitted for a qualifying customer dispute, the Committee will schedule a hearing, either in person or virtual, within a reasonable amount of time. 2.Through the hearing, theCommittee will allow the customer to communicate relevant information and request dispute resolution which may require policy creation, revision, or exemption. 3.The Committee is required to verify all information and data; and the Committee will review t 4.And as needed, the Committee shall research industry best practices related to the dispute. 5.The Committee is authorized to engage legal counsel for legal review and recommendations. 6.The Committee will make a determination whether resolution can be provided within the authorities assigned through this policy; and if so, the Committee will provide written summary of the dispute and the authorized resolution for implementation by management. 7.When no action is taken by the Committee toward resolution, the Committee will determine whether the request warrants further consideration by the Commission, in which case the Committee will present a summary of the dispute to the Commission and a make recommendation. In the event thatno action is taken by the Committee, and the Committee has determinedthat the dispute does not warrant further consideration or advancement to the Commission, the Committee shall summarize their finding in a report to be provide to the customer and placed on file. Page 2of3 19 ERMU Commission Policy G.2g4Dispute ResolutionCommittee Charter 8.The Committee shall record minutes of all Committee meetings. Committee meeting minutes shall be subjectto applicable data retention law andpolicies. SCHEDULE: The Committee shall meet on an as-needed basis. TERMINATION: The Committee shall exist until at such time formal action of the Commission is taken to dissolve the Committee. POLICY HISTORY: AdoptedJanuary12,2021 Page 3of3 20