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5.6. ERMUSR 10-14-2008Ji Elk River ^~ Municipal Utilities 13069 Orono Parkway • P.O. Box 430 Elk River, MN 55330-0430 October 9, ?008 To: Elk River Utilities Commission Jerry Takle John Dietz Jerry Gumphrey From: Bryan Adams Subj: Policy Amendments Phone: 763.441.2020 Fax: 763.441.8099 At the August 12, 2008, Elk River Municipal Utilities Commission meeting, staff was directed to draft a number of personnel policies. Last month we reviewed the following policies: I . Dismissal or Lay Off -current policy with no changes ?. Business Conduct -proposed policy with # 1 and 2 reworded for clarity 3. Employees us of Supplies and Equipment -proposed policy 4. Sale and Trade of Unwanted Supplies and Equipment -proposed policy Also attached are the remaining policies for your review: ~. ,iob Posting --current and proposed policy 6. Performance Review -current and proposed policy 7. Inventory Policy -current and proposed policy 8. Time Cards -current and proposed policy. Also attached is a copy of a typical lineman and water operator time card. Is it safe to assume the level of detail we currently provide meets your intended requirements'? 9. Cell Phone and Internet Use -current policy and City of Elk River's policy modified to ERMU application. Due to the fact that we are connected to the City's phone and e-mail systems, it makes sense to adopt generally the City of Elk River's policy. We solicit your comments. On the list of policies to review was a segregation of duties. In discussions with Steve McDonald, he indicated that the segregation of duties issue went by the wayside and there was no issue to be addressed. Question of Employee Theft Current Policy: 22. DISMISSAL OR LAY OFF All new employees shall be on probation for a period of one hundred eighty (180) days. Continued employment during this period shall rest solely with the discretion of the Utilities Commission. Subsequent to that period, the employee shall attain regular status subject to the following: Employees on regular status may be dismissed only for cause, which may include, but is not limited to, the following. Improper conduct or language, insubordination, failure to do the work assigned, dishonesty or stealing, sale, transfer of, or possession of, or being under the influence of intoxicating beverages or controlled or mood altering substances while on the job. The Utilities Commission reserves the right to eliminate positions or reduce the hours associated with a position. Question of Business Conduct Current Policy: None Proposed Polio In accepting employment with the Elk River Municipal Utilities, employees become representatives of Elk River Municipal Utilities and are responsible for assisting and serving the customers for whom they work. An employee's primary responsibility is to serve the customers of Elk River Municipal Utilities. The values of Elk River Municipal Utilities -ethics, open and honest communication, maintaining a positive workplace for employees, and serving customers - must guide our daily business activities. We strive for and take individual responsibility for ethical behavior -not only because it is the right thing to do, but also because it is fundamental value in public services. We expect every employee to practice ethical behavior in all dealings and relationships with customers, suppliers, community members, and co-workers. In addition, courtesy and professionalism are expected from everyone at Elk River Municipal Utilities. Unacceptable conduct consists of any action or omission that, in the business judgment of Elk River Municipal Utilities, significantly departs from expected standards of behavior affecting the workplace. Some examples of unacceptable conduct include but are not limited to: 1. Not performing assigned duties to the best of their abilities at all times. 2. Not rendering prompt and courteous service to the public at all times. 3. Unauthorized possession of company property. 4. Falsifying timekeeping records or any other company records. 5. Violating the company's work rules regarding alcohol and illegal drugs. 6. Fighting or threatening violence in the workplace. 7. Negligence or improper conduct leading to damage of employer-owned or customer- owned property. 8. Insubordination or other disrespectful conduct, including failing to respond to warnings or directives to improve conduct or performance. 9. Violation of safety or health rules. 10. Sexual or other unlawful or unwelcome harassment. 11. Unauthorized possession of firearms or any object that could be considered a dangerous weapon. 12. Excessive absenteeism or any absence without reasonable notice. 13. Unauthorized disclosure of business secrets or confidential information. 14. Misuse of company resources. 15. Any other behavior constituting unacceptable conduct. All employees have a personal responsibility to report any behaviors or practices that may risk our future success. If you have any concerns or questions, discuss them with your supervisor or any member of management. These concerns will be treated confidentially (to the extent possible) and with high priority. Question of Elk River Municipal Utilities Employees Use of Supplies and Equipment Current Policy: No Written Policy. By practice, employees on occasion use Elk River Municipal Utilities supplies and equipment for personal use. This includes welding equipment and supplies, vehicle wash bay, scaffolding, tree saws, etc. Personal use of vehicles or heavy equipment is prohibited. Any equipment damage is repaired or replaced by employee. This work practice has worked well with no abuses. Also copying equipment, fax and postage machines are being used, with postage money being paid by employees. Also in the past, employees have purchased items thru the company, taking advantage of the company discount, but always reimbursing the company for the price of the item. I stopped this policy approximately nine months ago when I discovered it was happening. Proposed Policy_ All EIk River Municipal Utilities property and equipment is publicly owned. Elk River Municipal Utilities owned equipment and facilities of significant value are not available for personal use by employees. Personal use of all Elk River Municipal Utilities vehicles, machinery, tools, and other equipment of significant value is strictly prohibited. Copy and fax machines are allowed to be used for personal use but usage should be kept to a minimum. ~~ Question of Sale and Trade of Unwanted Supplies and Equipment Current Policy: No written policy. By practice, all used equipment of any value is either traded in when it is replaced, sold using public advertising and sealed bid, or public auction in cooperation with either the City of Elk River or Elk River School District. Recyclable items or items of questionable value are placed in the dumpster or recycling bins. Items of some value that cost money to dispose of (old poles, cross arms, wood chips, wood cable reels) are given to the general public if they ask or employees may take them. Proposed Policy; From time to time, Elk River Municipal Utilities property becomes obsolete, damaged, or is not needed. Such equipment will be disposed of by the Elk River Municipal Utilities through salvage, trade, public auction, bid, or other means. If it is determined that a sale or auction is the best way to dispose of property, a notice must be advertised in the official newspaper and will be posted at EIk River Municipal Utilities office and other locations as deemed appropriate. The appropriate department head will determine the minimum price for each item to be sold. • In no instance will anything of value be given away free, except promotional items, to anyone including employees; • An employee may purchase no more than one motor vehicle from the Elk River Municipal Utilities or another political subdivision in any 12 month period; • Employees involved in the auction or process pertaining to the administration and collection of sealed bids, or negotiating trade values are prohibited from purchasing Elk River Municipal Utilities property. • In the case of used and unwanted utility poles, cross arms, wood chips, wood cable reels where there is a disposal cost, Elk River Municipal Utilities employee or general public may take these items at no cost. /~'` ~ Question of Job Postings Current Policy: Nothing written. By practice, job openings are generally posted but not always depending upon circumstances. The City of Elk River has no written policy either but again generally post job openings. Proposed Polio As position vacancies occur in the Elk River Municipal Utilities, the job description may be posted in a prominent location as a way to inform employees of a position vacancy. Employees that feel they have the qualifications to fill this position are encouraged to submit their resume to their supervisor or General Manager as an indication of interest. The Elk River Municipal Utilities will retain its managerial right and will solely decide who is best qualified to fill the vacant position either from current employees or applicants outside the company. For vacant positions at the manager level and above, the Elk River Municipal Utility Commission will interview and select the applicant with staff input. Question of Performance Review Current Policv: Approximately three years ago, the Elk River Municipal Utilities Commission directed staff to conduct employee reviews on an annual basis. Staff has been doing these reviews on an annual basis using the attached form. Proposed Policv: Performance reviews are an opportunity for employees and supervisors to assess an individual's job performance and determine what needs to be done to allow the employee to succeed. The performance appraisal system is designed to: • Motivate and develop employees to their fullest potential; • Clarify roles and mutual expectations of supervisors and employees; • Promote open and ongoing communication between employees at all levels, including feedback from subordinates to supervisors; • Assist in determination of whether employees are meeting the established performance standards for their position. Performance review forms will be signed and generally maintained in the employee's personnel file. Employees may be reviewed formally or informally at any time. An employee's immediate supervisor or department head normally will conduct a performance review on an annual basis, and may conduct performance reviews more frequently if necessary. The performance appraisal usually will be in writing and must be signed by the employee and supervisor. ~~w Question of Inventory Current Policy: There is no current written policy. The proposed written policy below reflects current practice with suggested changes. Proposed Inventory Policy GENERAL EIk River Municipal Utilities has inventory that is utilized for electric and water infrastructure construction and maintenance. Inventory management is an important operational issue because it affects capital requirements, costs and customer service. RECORDING INVENTORY USAGE Employees that utilize inventory on the project/work site are required to accurately record usage as follows: Determine/estimate items needed to perform the particular project/day's work Remove required items from inventory stock Transfer items to vehicle being used to travel to the project/work site Upon completion of the project/day's work, record inventory items used on the inventory sheet to be turned in for record keeping Return any unused items to inventory stock in a timely manner. INVENTORY COUNTS On an annual basis, inventory counts are to be performed and a reconciliation of any discrepancies completed to account for all inventory used and inventory still in stock. Because there are inventory items that justify more careful planning and attention, such items will be reviewed with higher frequency. Significant items (as identified by purchasing and management) will be counted quarterly. A reconciliation will be performed for any discrepancies to account for all inventory used and inventory still in stock. EQUIPMENT SUPPLIES There are equipment supplies that are not in inventory but are necessary for the completion of electric and water infrastructure construction and maintenance. Items such as chain saws, power drills, crimping tools, etc. are resource investments that need to be managed. A listing of these items, with the quantity and location of each item, will be maintained and periodically reviewed for accountability. The minimum review period will be quarterly. ENSURING ACCURACY Employees are responsible for and must take steps to ensure the accuracy and completeness of inventory reporting data. In addition, employees that utilize and transport inventory must take necessary steps to safeguard such inventory from loss or theft. When an employee submits inventory reporting data, he or she is attesting to the accuracy of the data. Knowingly submitting or approving inaccurate inventory reporting data is a violation of policy and may subject the person to disciplinary/legal action. Question of Time Cards Current Policy: There is no current written policy. The proposed written policy below reflects current practice. Proposed Time Reporting Policy GENERAL The goal of the time reporting system is accurate and timely reporting of time worked (by job or account) and time off (by category). This is essential for (1) ensuring labor costs are properly reported, (2) monitoring actual performance against budgetary goals, and (3) guaranteeing that employees are paid correctly and that their leave accumulations are accurate. Each employee is responsible for his or her own personal reporting, and each supervisor is responsible for reviewing the employee's compliance. .RECORDING TIME Employees are required to record the following on their timecard: Account to be charged (accounting system designation) Work order (as appropriate) Description of the time worked Appropriate hours for every shift - = The description of the time worked is to document for accountability purposes how the employees work time was spent. Work orders are utilized for specific projects that track time and labor for billing purposes, capitalization projects, or the installation and repair of security systems. FREQUENCY Employees are required to fill out their timecards daily. It is preferred that employees fill out their timecards at the end of each completed work day, but it is acceptable that the timecard be completed within the first hour of arriving at work on the subsequent work day. This is not intended to conflict with payroll deadlines for paperwork. Timecards will be checked periodically throughout the pay period for completeness and accuracy. Timecards must be made available for review/audit upon request by the employee's supervisor. ENSURING ACCURACY Employees are responsible for and must take steps to ensure the accuracy and completeness of time reporting data collected. When an employee submits or a supervisor approves time reporting data, he or she is attesting to the accuracy of the data. Knowingly submitting or approving inaccurate time reporting data is a violation of policy and may subject the person to disciplinary/legal action. ELK RIVER MUNICIPAL UTILITIES °~ °~ ~~ es-~I ` ~- `t~ EMPLOYEE em. ~ ~~ p PAY PERIOD ENDING y~ ~~.~'' / 7 ' O p ~ - ~~~ ~ c DESCRIPTION ACCOUNT NUMBER j U y ~ SAT SUN MON TUE WED D THU FRI SAT SUN MON TUE WE 9 ACCT TOTAL WAGE CODE ACCiG uSE ONLv ~cT~l?To ~ ~r~L T/ahsfp~'~*lU'r S~.J ~ ~ ~ ~ ~ ~ ~ I ~ 3 - --- - /~a~ ni~o ~" O.fl. S¢/vt ~~S S ~' n a 1 ~ f .5 99 / ,Z ~ ~ i ~ ~ - -F ~---~-- ~ - - ~- ~~ I - ~ - Y !,~ ~ 9 c R.Q 39 N D8 " ~`O 3~ ~ ~ S ~ I l ~ ' ~ ! i ~ ~ / . ~ I i _ p- qq(~ - - ~ - -~ --r- --L- - --~ -- ~ ~ --i--; ~ ~ -- j - - i ~ - Y- -- ~ --- S C. ~AO~ ~ E ~ ---s ~ ~s ~~ ; ~ q3 S 5 ~~- ~I j_; ! --,--- ~ ~ ~- -~- ~ ~ -~ -~-- +- ~ ~r~ ~ o_M~ -- 93 a2 I ---~__ ! 1~ ~--- -' -- ~---- - }- ~ e~ ~ + l ~ O l ~ ~ S lets . b K r ~ I I I f - -i - ~ ~z ~ -- /'~u 1~,~~ ~ o ~_ - ~ 9 3~_ ~ ~ ~ ~ ~ ~ I ! ! - I ~2 ~ ,~u~n1 a~ O.~f . 593 - ---- ----- -- - - t -- ~ ~ i ~ ~ '~ ~ ~ I ~ ~ ~- ~--r---~---~ ---~----~---~ ~ ~ f ~ --- ~ -~--- - -. ~--~--- - - ! j ~--- ~ - - ~ ~ - ----- Ne,~ s~ I - ht -- -- -~ --- o8-v 7 ! ! I ~ ~ I ~ ~ ~ ~ I , ~ ~ - -~~-~--- 6 - l i --~----~--I----±~-~---~ II~_ - I - _~ - ~~_~ ~ _ I ! - co~ l ~ ~~/rT R~b~"l~ o~-~S ~ ~ ~ I ' ~ ~ I I ! i l ~~~ I I,,, i ---- - - , - --- -- -- ~ ~ ~ ---r --~ ~ ~--iI -- ~ I ! -~-- - - - - ~ -------1 ~ ----- 1 -~- I ~ ~ ~- ~ - a j ---~ -- --I - ---- ----- --- __ i --fi- -_~-__~_-- - ~ -- - -- - ,~- ~ I ~ I ~ 5~~~~ d - ~- -- 5~3~ - i ~ r- -- r-- --._~._r _..~.~.~--~; y a I_ ~ ~7 ~~ - I I ~ I ~ ~ I _ i ~ _ ~3 ~ ~! .~ ~~ ACATION ICKLEAVE OLIDAY _ 61-0920-9266 61-o92o-szsa 61-o92o-9z6s ~ ~I~ ~ ~ I I ~ ~ ~- ~ ~ I ~~~ ~-F -~ ~ ~~~~; ~~ ~ ~11. °I , + ~ -- - ~ TOTAL HOURS BY DAY O 8 ~ ~ ~o~ ~~_ ~ ~0 8 !61 I- 8 ; ~ ~ ~ ~1 ~ 1 8 1 ~ ~ 8 ~ 8~~ `~~ ~' ~ --- ~c C DES Requlartime 4-Stand-by EMPLOYEE SIGNATURE ,,` 1, ,t, /sfF~ ` ~--- Overtime ~ ~,@ - - Doubletime SUPERVISO R SIGNATURE ~~ _ Va, ~ ~~` - c` - ~~ 32 ~ ,e ~..,, ~~~ 3~ ~ _., ~_ _. ;, ELK RIVER MUNICIPAL UTiLIT1ES EMPLOYEE DAV DLGInn cure.~~. ~ ; l~ .,~" ~~ ~- ~' . ~ e~ DESCRIPTION ACCOU THU FRI SAT SUN MON TUE WED THU FRI SAT SUN MON TUE WED ACCT WAGE ACCTG MTC OF NUMBER 9/4 915 916 917 9/8 9l9 9110 9111 9r12 9113 9111 9115 9/18 9N7 TOTAL CODE USE ONLY STRUCTURES 7021 4 2 6 1 MTCE OF WELLS 7220 2 3 3 2 2 2 3 MTCE OF WATER 3 2 2 24 1 MAINS T301 3 2 4 2 11 1 WATER SERVICE T311 3 2 CU$TQMFR 2 ~ 1 SERVICE 7321 2 2 MTCE OF WATER 4 1 HYDRANT 7331 MTCE OF TRUCK 1 8 EQUIPTINENT 5995 ELECTRIC METER MAINTENANCE 5971 SCHOOLS 8 MEETINGS 9305 TOWER 8 GRNDS INSPECTION 7022 SAMPLING 7182 q CHEMICAL 4 g 1 FEED 7183 3 5 5 3 WATER VALVE 16 1 REPAIR 7302 WATER METER SERVICE 7312 WATER SERVICE INSPECTION 7322 wells 7220 ~~, r2 ~- '= 2 ~ 3 ~~ mtc of structures 7021 water mains 7301 customer sQrvice 732 i 2 ' -' I'4' 2 2 ~~ on eatl 9/10-9/17 ~~~ 8 8 4 ~~ VACATION 8 1-0!20-9288 4 4 1 SICK LEAVE e i-0e2oa2sr HOLIDAY 6 ~~p-yam TOTAL HOURS BY DAY 8 8 8 g B 16 8 2 2 8 g g 92 WAGE CODES 1-REGULAR TIMES 2-0VERTIME EMPLOYEE SIGNATURE 3-DOUBLE TIME 4STANDBY SUPERVISOR SiGNen iQF I ~~,,~ ~~~ ~ 3zl ~~ .-1i ._~- ~.~- ~~ Question of Cell Phone and Internet Use Current Policv: There is no written cell phone use policy. Current internet and e-mail use policy is as follows: Please note that E-mail and Internet Access is not available to all employees of the Elk River Municipal Utilities, at the present time. Rules for E-Mail • Tact counts. If you are not sure e-mail is the right medium, for your message, use another form of communication. • Never deliver a reprimand via e-mail. • Never gossip, or provide personal information about yourself or someone else, or emotional responses. • Sensitive materials should not be through e-mail. • No insensitive language, such as derogatory, defamatory, or obscene should be used. • No harassing language, including sexually harassing language, or remarks that may be misinterpreted. An infraction using the language is subject to discipline. • E-mail is considered public. • E-mail should be checked at least daily. • Maximum retention of e-mail is thirty days. • Chain letters is a prohibited use of e-mail. • Keep personal use of e-mail brief. Internet Use • Employees may use their internet facilities for non-business research or browsing during non-work hours. • Exercise discretion. • Do not intentionally access any site that is inappropriate, or that could cause embarrassment to the Utility or employee. Any file downloaded must be scanned for viruses before it is run or accessed. • No adult entertainment and sexually explicit material, sites promoting violence or terrorism, illegal use of controlled substances, intolerance of other people/races/religions. • Downloaded files via the Internet into a Utility computer become the property of the Utility. City of Elk Rivers Telephone Use Policy Modified to ERMU Application• Elk River Municipal Utilities telephones are in place to conduct official Elk River Municipal Utilities business. It is critical that employees be courteous, tactful, professional, and efficient on the telephone. Employees are expected to answer and return calls promptly. Personal calls made or received must not interfere with the employee's work duties and shall be kept to a minimum. Local personal telephone calls should be made only when absolutely necessary, preferably during scheduled rest breaks or lunch periods. Keep incoming personal calls brief. An employee who spends an excessive amount of time on personal calls may be subject to discipline. Employees are required to reimburse the City promptly for all charges related to personal long distance and cellular/digital phone use. City of Elk River E-mail/Internet Use Poliomodified to ERMU Application: The Elk River Municipal Utilities (the "Utility") provides e-mail, voice-mail and internet access to many Utilities employees. This policy sets forth the Utilities general principles governing e- mail, voice-mail and internet usage. The telephonic equipment, computer equipment, software, electronic media and services used to supply e-mail, voice-mail and internet access to employees are the property of the Utility and are intended to be used for Utility business. Employees may use their internet facilities for non- business research or browsing during non -working hours. This policy covers all e-mail, voice-mail and internet usage that: a) is accessed in or from the Utilities offices; b) is accessed using remote access to the Utilities computer equipment, telephonic equipment, or services; c) is accessed using the Utilities computer equipment, telephonic equipment, or any service - paid for by the Utility; d) is used in a manner that identifies the user with the Utility or that refers to the Utility in any manner. GUIDELINES APPLICABLE TO ALL E-MAIL AND VOICE-MAIL USAGE • E-mail and voice-mail services are provided for the Utilities business use. While. occasional use of these services for personal, non-business use is acceptable, employees must demonstrate a sense of responsibility and may not abuse e-mail or voice-mail privileges. • All communications sent by employees via e-mail or voice-mail must be respectful in tone and professional. E-mail and voice-mail may not be intentionally used for transmitting, retrieving or storing any communications of a discriminatory or harassing nature, derogatory to an individual or group, obscene, or which are of a defamatory or threatening nature. E-mail should not be used for "chain letters" or for any purpose which is illegal, against Utility policy, or contrary to the Utilities interests. • The Utility has the capability to retrieve mail messages even after they have been deleted or erased. Furthermore, the use of passwords on the e-mail and voice-mail system does not mean that messages stored on those systems are confidential from the Utility or may not be retrieved or reviewed by others. • Employees should be aware that Utility provided computer equipment and the information stored in such equipment is the property of the Utility. The Utility reserves the right, in its complete discretion, to review any employee's e-mail files, messages, and usage at any time and without notice and/or permission. Employees must respect other people's electronic communications. Employees may not obtain unauthorized access to another's e-mail or voice-mail messages, except pursuant to direction from the General Manager for the purposes specified above. Employees may not use the e-mail or voice-mail systems in a way that causes congestion on the systems or that significantly interferes with another employee's ability to use the systems. GUIDELINES APPLICABLE TO THE USE OF INTERNET E-MAIL AND WORLD WIDE WEB ACCESS • In general, the Utility encourages the use of Internet e-mail communications with residents, consultants, and others as a means of providing services more effectively and efficiently. Internet e-mail is provided and is intended for the Utilities business use. • Employees should not communicate with residents, consultants or others using Internet e- mail without first obtaining their consent. Employees, at all times, must use discretion in communicating sensitive information and should select communications methods that will protect such information. • Internet e-mail may not be used to participate in Internet discussion groups, bulletin boards or other public forums except for approved Utility business, professional development, or business development purposes. • Internet e-mail may not be used for transmitting, retrieving or storing any communications of a discriminatory or harassing nature, or which are derogatory to an individual or group, or which are obscene, or which are of a defamatory or threatening nature, or for "chain letters" or for any other purpose which is illegal or is against Utility policy or is contrary to the Utilities interests. • Acceptable uses of the World Wide Web access services from the Utility include accessing information for Utility business-related purposes, professional education and professional development. World Wide Web access is provided primarily for you to retrieve information. Do not post information, comments or statements, except for prior-approved Utility business, professional development or business development purposes. ~ A World Wide Web site may request information about you in order to build a user profile or mailing list. Refuse any such requests. Respond "no" to any suggested download, upgrade, or enhancement of software. Do not make any purchases or access a web site that charges a fee, except for approved Utility business purposes. ~ Employees may not send e-mail or voice-mail messages that attempt to hide the identity of the sender or that represent the sender as someone else or someone from a different company. ~ Employees must respect all copyrights and intellectual property rights of others' materials, and may not copy, retrieve, modify or forward copyrighted, patented or trademarked materials except as permitted by the owner or as a single copy for reference use only. • Internet e-mail and World Wide Web access is not confidential. The Utility receives detailed monthly reports on Internet e-mail usage by individual and the Utilities software tracks each World Wide Web site you visit. BANDWIDTH CONSERVATION The Utility, thru the City of Elk River, uses the Internet for a number of key government functions, such as police access to records and citizen access to public records. To ensure that officers and citizens have sufficient bandwidth to access these applications, the Utility has implemented a variety of bandwidth conservation measures. These measures include blocking websites that have no instructional or administrative value. Employees shall not use Internet radio stations for casual listening and/or background music. Employees shall not download music files. Employees who violate any of the guidelines may be subject to disciplinary action.