November Board Meeting Minutes
MOUNTAIN PARKS ELECTRIC, INC.
Regular Meeting of the Board of Directors
November 9, 2017
Present: Jeff Hauck, Richard Zieff, Justin Fosha, Liz McIntyre, Peggy Smith, Carl Trick, Tom Sifers, Scott Simmons, Rich Trostel, Stacie Dellamano, Rob Taylor, Maura Ransom, Joe Palmer and Levi Williamson. Reporter, Joe Smyth, and member Mary Lynn Amstutz were also present.
Call to Order
President Jeff Hauck called the meeting to order at 8:00 a.m.
Determination of Quorum
A quorum was declared.
The Board reviewed minutes from the October 12, 2017 meeting.
MOTION: Director Trick moved to approve the minutes of the October 12, 2017 meeting as presented. The motion passed unanimously.
Bills for Payment
The Board reviewed the list of cash disbursements for October, 2017.
MOTION: Director Trick moved to ratify the October, 2017 cash disbursements from general funds per the cash disbursement list presented to the Board. The motion passed unanimously.
Attorney Summary Fees Report
The Board reviewed Attorney Williamson’s fees summary report for October, 2017.
MOTION: Director Trick moved to approve Attorney Williamson’s report. The motion passed unanimously.
The General Manager’s Report as prepared by Tom Sifers was reviewed. Sifers reported on the financials of the CFC Integrity Fund. He reported on NWCCOG’s efforts to install fiber in Northwest Colorado. Sifers reported on MPEI’s solar project with Microgrid. Sifers and Directors Smith, Zieff and Trick reported on their attendance at the CREA Energy Innovations Summit. Sifers reported on personnel matters and Touchstone Energy promotions, contributions, and donations.
Jim Dustin, Town of Walden Mayor, entered the meeting. Dustin gave a presentation regarding Walden’s plan to rebuild McNamara Park. MPEI has an electric line running through the park. Dustin asked the Board to consider undergrounding the line for free as an in-kind donation to Walden. MPEI estimates the cost to underground the line to be approximately $50,000.00. Dustin left the meeting. The Board discussed Dustin’s request. The request was tabled until the December meeting.
The Finance Report as prepared by Dellamano was reviewed. Dellamano reviewed 2017 financials through September.
Dellamano presented September financials for the Charitable Trust, the Education Trust, Mountain Parks Services, Inc., and the Green Power Fund.
MOTION: Director Zieff moved to approve the Finance Report as presented. The motion passed unanimously.
Office Services Report
The Office Services Report as prepared by Ransom was reviewed. Ransom reported on her investigation into changing MPEI’s credit card servicing company.
The Engineering Report as prepared by Simmons was reviewed. MPEI continues to stake new services. Sandridge Oil is considering primary metering service. The Fraser Ice Rink is moving forward with a three-phase service. MPEI staff and employees met with NRECA regarding MPEI’s technology plan. Simmons presented a list of priority technology items identified at the meeting.
Operations & Safety Report
The Operations and Safety Report as prepared by Trostel was reviewed. Trostel reported on his attendance at a meeting with Tri-State and WAPA regarding the Windy Gap-Granby pumping plant transmission line. There were no lost-time accidents. There were three vehicle accidents. There was one first report of injury.
MOTION: Director Zieff moved to accept the Safety Report. The motion passed unanimously.
Conference Call With CTC and HR Green
It was properly moved, seconded and carried to go into executive session to receive confidential information from CTC and HR Green regarding business opportunities, with the following in attendance: All staff and Directors present at the meeting, Attorney Williamson, and, via telephone, CTC and HR Green representatives. It was properly moved, seconded and carried to come out of executive session.
President Hauck recessed the meeting at 12:47 p.m. for lunch and reconvened the meeting at 1:23 p.m.
Member Relations and Communications Report
The Member Relations and Communications Report as prepared by Taylor was reviewed. Taylor presented pictures of MPEI’s participation at the Granby Main Street Trick or Treat event and the Granby 5th Quarter event. Taylor reported on the ground source heat pump pilot project. He discussed possible Green Power Advisory Board guidelines with the Board.
Information Technology Report
The Information Technology Report as prepared by Palmer was reviewed. MPEI’s new phone system should be in service soon.
Human Resources and Administration Report
The Human Resources and Administration Report was reviewed. Dellamano reported on her search for a new HR employee.
Board Open Forum & Associated Board Reports
Richard Zieff reported that Western United will construct a $1.7M addition to the Colorado warehouse. Western is opening an office in Utah.
Jeff Hauck reported on his attendance at the regular meeting of the CREA Board of Directors. CREA has not found the requisite support in the legislature to pursue a broadband easement bill. Hauck reviewed potential litigation that would affect electric co-ops. CREA will not increase dues for 2018.
Action Item #1
Sifers presented the proposed agreement from MPEI’s auditor, Bolinger, Segars, Gilbert & Moss, L.L.P., for the 2017 tax year.
MOTION: Director McIntyre moved to approve the agreement as presented. The motion passed unanimously.
Action Item #2
2018 Operating & Capital Budget
Dellamano presented MPEI’s proposed 2018 capital & operating budgets.
MOTION: Director Zieff moved to the budgets as presented. The motion passed unanimously.
Action Item #3
Refinance RUS/FFB Notes
Sifers and Dellamano reported that MPEI is eligible to refinance four RUS/FFB notes at a lower interest rate. They presented a Letter of Intent with RUS to refinance four FFB notes. Sifers and Dellamano led a discussion regarding the refinance.
MOTION: Director McIntyre moved to authorize General Manager Tom Sifers to execute documents necessary to refinance the FFB notes presented in the Letter of Intent presented to the Board. The motion passed unanimously.
Action Item #4
Meter Data Management Software as a Service Agreement
Simmons presented the final bid from Harris Computer Corporation for a Meter Data Management System.
MOTION: Director McIntyre moved to accept the bid and to authorize Sifers to execute a contract with Harris upon approval by Attorney Williamson. The motion passed unanimously.
MOTION: Director Fosha moved to go into executive session regarding confidential personnel matters and to receive attorney-client privileged legal advice from Attorney Williamson regarding employment matters and legal advice regarding corporate and operations matters, with the following in attendance: All directors present at the meeting, Sifers, Trostel and Attorney Williamson. The motion passed unanimously.
Trostel left the meeting before discussion of the personnel matter.
MOTION: Director Fosha moved to come out of executive session. The motion passed unanimously.