5.2. ERMU SR 02-24-2009~i
ilk River ~'
Municipal Utilities
13069 Orono Parkway • P.O. Box 430 Phones 763.441.2020
Elk River, MN 55330-0430 Fax: 763.441.8099
February 20, 2009
To: Elk River Municipal Utilities commission
Jerry Takle
Jerry Gumphrey
John Dietz
From: Theresa Slominski
Subject: Policies
At the January 13`'' commission meeting, Mark Mathison from Gray, Plant, Mooty
(GPM) attended and distributed final draft policies. These were reviewed by staff and
some minor clarifications/changes were submitted back to the firm to review. Enclosed
are those policies in final draft form. I have also enclosed a note from the GPM firm, the
policy revisions in markup form so that you can easily identify the changes, and the email
sent to GPM requesting their review. Per the note from GPM, they see no reason why
these changes should not be incorporated, but it is still at your discretion.
1. Business Conduct
In accepting employment with the Utility, employees become its representatives 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 a fundamental value in public services.
Unacceptable conduct consists of any act 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 the employee's ability at all times.
2. Not rendering prompt and courteous service to customers and the public at all times.
3. Not maintaining courtesy and professionalism towards other employees.
4. Unauthorized possession of Utility property.
5. Falsifying timekeeping records or any other Utility records.
6. Violating the Utility's work rules regarding alcohol and illegal drugs.
7. Fighting or threatening violence in the workplace.
8. Negligence or improper conduct leading to damage of employer-owned or customer-
owned property.
9. Insubordination or other disrespectful conduct, including failing to respond to warnings
or directives to improve conduct or performance.
10. Violation of safety or health rules.
11. Sexual or other unlawful or unwelcome harassment.
12. Unauthorized possession of firearms or any object that could be considered a dangerous
weapon (or other violation of the Utility's weapons policy).
13. Excessive absenteeism or any absence without reasonable notice.
14. Unauthorized disclosure of business secrets or confidential information.
15. Misuse of Utility resources.
16. Any other behavior unacceptable to Utility management.
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 Human Resources
your supervisor or any member of management. These concerns will be treated confidentially
(to the extent possible) and with high priority.
2. ETHICS, GIFTS AND CONFLICTS OF INTEREST
Utility employees shall not use their official position for personal gain, engage in any business or
transaction or have a financial interest, direct or indirect, which is in conflict with the proper
performance of their official duties. Utility employees must scrupulously avoid any activities
that suggest a conflict of interest between their private interests and Utility responsibilities.
Employees shall not accept, either directly or indirectly, any money, property, gift, gratuity,
reward, loan, fee, discount, or special consideration or special accommodation arising from or
offered because of their employment or any activity connected with their employment with the
Utility.
3. DISMISSAL OR LAY OFF [From Employee Handbook]
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 Utility Commission reserves the right to eliminate positions or reduce the hours associated
with a position
4. USE AND DISPOSAL OF UTILITY PROPERTY
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.
Disposal
From time to time, Utility property becomes obsolete, is damaged, or is not needed. Such
equipment will be disposed of by the Utility through salvage, trade, or public auction. 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 the Utility's 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 Utility
or another Elk River political subdivision in any 12 month period. This
limitation, however, does not apply to an employee's purchase of vehicles
from police auctions.
• Employees involved in the auction or process pertaining to the administration
and collection of sealed bids, or negotiating trade values are prohibited from
purchasing Utility property.
• 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, Utility employees or
the general public may take these items at no cost.
Unauthorized removal of Utility property or its conversion to personal use may result in
discipline up to and including termination.
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.
5. Inventory
General Policy
The Utility has supplies and equipment 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 Use
Employees that utilize inventory are required to accurately record its use 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; and
• Return any unused items to inventory stock in a timely manner.
Regular Counts
On at least 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) including items costing over $1,000 per piece or high risk items (such as wire with
high salvage values) will be counted quarterly. A reconciliation will be performed for any
discrepancies to account for all inventory used and inventory still in stock.
Equipment
There is equipment that is not in inventory but which is 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 or careless reporting such data is a violation of
policy and may subject the person to appropriate disciplinary action.
6. JOB POSTING
As position vacancies occur at the Utility, the position's job description will be posted in a
prominent location to inform employees of the vacancy. Employees that wish to be considered
for the position are encouraged to contact the appropriate decision-maker(s) indicated on the
posting. The Utility may also advertise the vacancy to attract external candidates.
The Utility retains its managerial rights and will solely decide who is best qualified to fill the
vacant position either from current employees or applicants outside the company.
7. PERFORMANCE REVIEWS
An employee's immediate supervisor or department head normally will conduct a performance
review on an annual basis. Employee performance, however, may be coached or reviewed
formally or informally at any time.
Performance reviews are an opportunity for employees, management, and the Utility to assess an
individual's job performance and to assure the continuing improvement of every employee's
performance. The performance review system is designed to:
• Ensure that quality services are provided to the public at the least possible
cost;
• 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; and
• Assist in determination of whether employees are meeting the established
performance standards for their position.
The performance review will usually be documented in writing as well as delivered orally to the
employee in person. Completed performance review forms should be signed by the employee
and the supervisor or department head delivering the review to the employee. These completed
forms are generally maintained in the employee's personnel file.
8. TIME REPORTING POLICY
General Policy
The goal of the time reporting system is the 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:
• Amount of Time Worked;
• Description of the time worked;
• Account to be charged (accounting system designation); and
• Work order (as appropriate).
The description of the time worked is to document for accountability purposes how the
employee's 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 timecards may 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 action.
9. OFFICE EQUIPMENT, E-MAIL AND INTERNET USE
All Utility office equipment, such as telephones, computers and software are the property of the
Utility. Employees should have no expectation of privacy in their use. Employees may use
Utility computers, telephones, facsimile machines, photocopiers, a-mail, voicemail, and Internet
for a reasonable amount of personal use-consistent with the guidelines below and other Utility
policies-however, employees should do so using non-working time. Violations of this policy
may result in discipline, up to and including termination.
General Rules for E-Mail and Voicemail Use
• Tact counts. If you are not sure a-mail or voicemail are the right medium for your
message, use another form of communication.
• Never deliver a reprimand via e-mail or voicemail.
• Never gossip, or provide personal information about yourself or someone else, or
emotional responses.
• Sensitive materials should not be through a-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.
• E-mail and voicemail should be checked at least daily.
• Chain letters is a prohibited use of e-mail.
• Keep personal use of e-mail brief.
General Rules for Internet Use
• Employees may use computer equipment for non-business Internet research or browsing
during non-work hours.
• Employees must exercise discretion.
• Employees must 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.
• Employees may not access 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.
General Rules for Telephone Use
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 Utility promptly for all charges related to personal long
distance and cellular/digital phone use.
Theresa,
Attached are the policies ordered by the Commission and a redline showing your suggested
modifications of our initial draft. As you suggested:
• The policy regarding disposal of property was modified to reflect your concern about
employees who might bid on multiple vehicles at police auctions. We also modified
this policy so that the items which have a disposal cost is not an exclusive list. In
addition, the personal use of Utility equipment portion of this policy was slightly
modified to note that other policies may allow some personal use.
• The office equipment, a-mail and Internet use policy was modified to allow
reasonable use of computers, facsimile machines, and photocopy machines (in
addition to the reasonable a-mail, Internet, and voicemail use already allowed under
our draft). We believe that it is best to explicitly list those items the Commission
wishes to allow for personal use and then actually enforce the policy for non-allowed
items. This is preferable to a prohibition without actual enforcement.
So long as the Commission endorses these changes, we see no reason why they should not be
incorporated.
Sincerely,
Sam Diehl
1. Business Conduct
In accepting employment with the Utility, employees become its representatives 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 a fundamental value in public services.
Unacceptable conduct consists of any act 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 the employee's ability at all times.
2. Not rendering prompt and courteous service to customers and the public at all times.
3. Not maintaining courtesy and professionalism towards other employees.
4. Unauthorized possession of Utility property.
5. Falsifying timekeeping records or any other Utility records.
6. Violating the Utility's work rules regarding alcohol and illegal drugs.
7. Fighting or threatening violence in the workplace.
8. Negligence or improper conduct leading to damage of employer-owned or customer-
owned property.
9. Insubordination or other disrespectful conduct, including failing to respond to warnings
or directives to improve conduct or performance.
10. Violation of safety or health rules.
11. Sexual or other unlawful or unwelcome harassment.
12. Unauthorized possession of firearms or any object that could be considered a dangerous
weapon (or other violation of the Utility's weapons policy).
13. Excessive absenteeism or any absence without reasonable notice.
14. Unauthorized disclosure of business secrets or confidential information.
15. Misuse of Utility resources.
16. Any other behavior unacceptable to Utility management.
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 Human Resources
your supervisor or any member of management. These concerns will be treated confidentially
(to the extent possible) and with high priority.
2. ETHICS, GIFTS AND CONFLICTS OF INTEREST
Utility employees shall not use their official position for personal gain, engage in any business or
transaction or have a financial interest, direct or indirect, which is in conflict with the proper
performance of their official duties. Utility employees must scrupulously avoid any activities
that suggest a conflict of interest between their private interests and Utility responsibilities.
Employees shall not accept, either directly or indirectly, any money, property, gift, gratuity,
reward, loan, fee, discount, or special consideration or special accommodation arising from or
offered because of their employment or any activity connected with their employment with the
Utility.
3. DISMISSAL OR LAY OFF [From Employee Handbook]
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 Utility Commission reserves the right to eliminate positions or reduce the hours associated
with a position
4. USE AND DISPOSAL OF UTILITY PROPERTY
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
oln icies. Personal use of all Utility vehicles, machinery, tools, and other equipment is strictly
prohibited.
Disposal
From time to time, Utility property becomes obsolete, is damaged, or is not needed. Such
equipment will be disposed of by the Utility through salvage, trade, or public auction. 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 the Utility's 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 Utility
or another Elk River political subdivision in any 12 month period. This
limitation. however. does not annly to an employee's purchase of vehicles
from police auctions;
• Employees involved in the auction or process pertaining to the administration
and collection of sealed bids, or negotiating trade values are prohibited from
purchasing Utility property;
• 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, Utility employees or
the general public may take these items at no cost.
Unauthorized removal of Utility property or its conversion to personal use may result in
discipline up to and including termination.
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.
5. Inventory
General Policy
The Utility has supplies and equipment 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 Use
Employees that utilize inventory are required to accurately record its use 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; and
• Return any unused items to inventory stock in a timely manner.
Regular Counts
On at least 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) including items costing over $1,000 per piece or high risk items (such as wire with
high salvage values) will be counted quarterly. A reconciliation will be performed for any
discrepancies to account for all inventory used and inventory still in stock.
Equipment
There is equipment that is not in inventory but which is 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 or careless reporting such data is a violation of
policy and may subject the person to appropriate disciplinary action.
6. JOB POSTING
As position vacancies occur at the Utility, the position's job description will be posted in a
prominent location to inform employees of the vacancy. Employees that wish to be considered
for the position are encouraged to contact the appropriate decision-maker(s) indicated on the
posting. The Utility may also advertise the vacancy to attract external candidates.
The Utility retains its managerial rights and will solely decide who is best qualified to fill the
vacant position either from current employees or applicants outside the company.
7. PERFORMANCE REVIEWS
An employee's immediate supervisor or department head normally will conduct a performance
review on an annual basis. Employee performance, however, may be coached or reviewed
formally or informally at any time.
Performance reviews are an opportunity for employees, management, and the Utility to assess an
individual's job performance and to assure the continuing improvement of every employee's
performance. The performance review system is designed to:
• Ensure that quality services are provided to the public at the least possible
cost;
• 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; and
• Assist in determination of whether employees are meeting the established
performance standards for their position.
The performance review will usually be documented in writing as well as delivered orally to the
employee in person. Completed performance review forms should be signed by the employee
and the supervisor or department head delivering the review to the employee. These completed
forms are generally maintained in the employee's personnel file.
8. TIME REPORTING POLICY
General Policy
The goal of the time reporting system is the 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:
• Amount of Time Worked;
• Description of the time worked;
• Account to be charged (accounting system designation); and
• Work order (as appropriate).
The description of the time worked is to document for accountability purposes how the
employee's 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 timecards may 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 action.
9. OFFICE EQUIPMENT, E-MAIL AND INTERNET USE
All Utility office eauinment. such as telephones, computers and software are the property of the
Utility. Employees should have no expectation of privacy in their use. Employees may use r
we~Utility computers telephones, facsimile machines. nhotoconiers, a-mail, voicemail, and
Internet for a reasonable amount of personal use---consistent with the guidelines below and
other Utility policies-however, employees should do so using non-I~workinv time.
Violations of this policy may result in discipline, up to and including termination.
General Rules for E-Mail and Voicemail Use
Tact counts. If you are not sure a-mail or voicemail are the right medium; for your
message, use another form of communication.
• Never deliver a reprimand via e-mail or voicemail.
• Never gossip, or provide personal information about yourself or someone else, or
emotional responses.
• Sensitive materials should not be through a-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.
• E-mail and voicemail should be checked at least daily.
• Chain letters is a prohibited use of e-mail.
• Keep personal use of e-mail brief.
General Rules for Internet Use
• Employees may use computer equipment for non-business Internet research or browsing
during non-work hours.
• Employees must exercise discretion.
• Employees must 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.
• Employees may not access 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.
General Rules for Telephone Use
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 Utility promptly for all charges related to personal long
distance and cellular/digital phone use.
Document comparison by Workshare Professional on Thursday, February 19, 2009
9:22:54 PM
Input:
Document 1 ID Powerpocs://GPDOCS1/2476627/4
Description GPDOCS1-#2476627-v4-
Pro osed new olicies ordered b the Commission
Document 2 ID Powerpocs://GPDOCS1/2476627/5
Description GPDOCS1-#2476627-v5-
Pro osed new olicies ordered b the Commission
Renderin set New GPM Standard
Legend:
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n;t,,,,:~a ;a:,t.,+;,,,,
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Statistics:
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Insertions 10
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Total chan es 15
Slominski, Theresa
From: Slominski, Theresa
Sent: Tuesday, February 17, 2009 1:50 PM
To: 'Mathison, Mark S.'
Subject: policies
Attachments: Utility Pole Waiver.pdf; Utility Pole Policy.pdf
Mark,
We have reviewed the policies presented at the last meeting with our employees and have
brought forward the following items to request clarification on:
#4 (second bullet) - Regarding the Police Department auctions. Some auctions are sealed bid
auctions and so an individual does not know the result of their bids until it is final. If
an individual "won" more than one bid at this type of event would they then have to choose
only one motorized item? Is the intent of this policy to preclude the staff from any
privileges that the general public would not have? If so, there would seem to be additional
limitations placed on staff that would not apply to the general public.
#4 (fourth bullet) - Suggest the word "etc" be added after cable reels since it is not a
complete list. Also, we have a pole disposal policy now and so perhaps we should refer to
that policy here. I have attached the policy and related waiver for your review.
#4 or #9 - (Not sure which number this should be addressed under.) Computers, fax machines,
and photocopiers are not listed as items that can be used. It was originally discussed that
those items' usage was viewed as permissible with reasonable use. Did that intentionally get
left out and so that is no longer the case, or was that an oversight?
#4 and #9 - #9 states Internet can be used during non-work time. If this is including break
time and before and/or after work hours, is this conflicting with the "use of facilities"
that is not permitted in #4 (since the computer is within the facilities?)
Thanks for your consideration. Will you be able to review and forward the policy revisions
(if any) by Thursday?
Thanks,
Theresa
P.S. Is there an explanation letter still forthcoming for the employees?
Theresa Slominski ~ Elk River Municipal Utilities ~ 13069 Orono Parkway PO Box 430 Elk River, MN 55330-
0430 (763.441.2020 Office ~ 763.441.8099 Fax ~ www.elkriverutilities.com
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