Public Board Policies
Following are MPE Board Policies that have been made public:
POLICY B-14: WORK FLOW PROCEDURES - WORK ORDERS
To establish a work orders workflow procedure.
A. Any work that involves a continuing property record, either installed or removed, shall require a work order number.
B. The Engineering Department shall issue the work order number.
C. The Engineering Department will receive all requests for line extensions, new services, service upgrades, or service retirements.
D. The Engineering Department will site visit all new line extensions and services to determine the best way for Mountain Parks Electric, Inc. to extend electric service to the applicant.
E. The Engineering Department shall design all line extensions and services under the guidelines of the most recent version of Mountain Parks Electric’s Electric Service Construction Standards.
F. The Engineering Department shall size the line extension based on the load sheet or subdivision plat provided by the applicant for service and the anticipated capacity required for the future.
G. The Engineering Department shall determine the phasing and sectionalizing for the line extension.
H. The Engineering Department shall estimate the construction cost of each work order and contract with the applicant for any construction charges and capacity charges due from the applicant, bearing in mind any extraordinary construction conditions, including, but not limited to stream crossings, road crossings, right of way clearance, line clearance, hot work, etc.
1. The Engineering Department shall notify the Operations Department of special equipment, materials required, and coordinate metering.
2. Construction changes requested by the applicant outside the scope of the original contract shall be documented with a change order. Major changes will require a new contract.
I. The Engineering Department shall confirm all utility easements and any special permits are obtained for the performance of extending electric service.
J. The Engineering Department shall physically stake the job prior to any work being performed. For subdivisions, the developer shall physically stake the job.
K. The Engineering Department shall issue to the Operations Department a detailed staking sheet for the performance of the work to be done. Attached to the Staking Sheet shall be, if applicable:
1. A vicinity map of the location.
2. Any special use permits (USFS, BLM, CDOT, etc.)
L. The Operations Department shall schedule the work to be performed; including,
1. Right-of-Way clearing.
2. All road crossing permits (except CDOT permits and railroad permits).
3. UG utility notifications.
4. Notification to the Engineering Department if job requires re-staking.
5. Assign the crew or contractor to perform the work.
6. Right-of-Way restoration.
M. The Operations Department shall inform the Engineering Department prior to any changes being made in routing, sizing of conductor, or alterations in the staking sheet design with the reasons for the change.
N. Upon completion of all work orders, the Operations Department will verify the project has been completed by signing off on the final staking sheet.
O. The finalized staking sheet will be forwarded to the Purchasing Agent/Warehouseman to verify inventory and all materials have been properly charged to the work order.
P. The Operations Department will verify that all work order invoices from contractors have been received, charged to the proper work order, and paid by Accounting.
Q. The Operations Department will forward a finalized staking sheet to the Engineering Department with any changes redlined. If the redlined changes or cost differences are significant after the completion of the project the Manager of Engineering and Manager of Operations will jointly review the project.
R. The Engineering Department will update the mapping system from the completed as-built staking sheet.
S. The Accounting and Finance Department will complete the Work Order closing.
1. A work order inventory, Form 219, will be scheduled to close monthly.
2. The inspection of work order inventories will be scheduled quarterly if practical.
T. As a final review to each department, the Work Order Accountant will tabulate the final cost of each work order to compare the actual cost to the original cost estimate.
The General Manager will be responsible for the administration and compliance of this policy.
POLICY B-17: INFORMATION & CYBER SECURITY POLICY
Mountain Parks Electric, Inc. ("MPE") Directors recognize the need to protect MPE, our members, and both cooperative and member data, and systems, from growing information and cybersecurity threats. This policy establishes an Information & Cyber Security Program within MPE to ensure adequate measures are taken and controls are in place to mitigate threats and protect those company resources.
This policy is intended for establishment of an overall Information Security Program at the Board level with Policy and Procedure management handled at the executive staff/IT Management level. It should be understood that Information Security is not solely an Information Technology concern but touches all departments, all employees, and all types of informational transactions. The purpose of this policy is to ensure that MPE technology assets are protected against all internal, external, deliberate and accidental threats. Information, in all its forms, written, spoken, recorded electronically or printed, will be protected from accidental or intentional unauthorized modification, or destruction throughout its life cycle. Policies and Procedures are established and shall be administered to protect cooperative technology systems and data, member financial and protected information, and cooperative data acquisition and control systems across the enterprise.
Scope
All employees, contractors, consultants, temporary and other workers at MPE and its subsidiaries must adhere to all policies and procedures authorized and approved under this program. This applies to cooperative data sets and technology equipment that is owned, operated, or leased by MPE. The Information & Cyber Security Policies and Procedures describe the technology and information assets that must be protected and identifies many of the threats to those assets. The equipment, software, and storage medium used to process, store, and transmit information will be protected by appropriate controls.
A. The Information & Cyber Security Policies and Procedures will ensure that:
- Sensitive, protected and/or privileged information and technology systems will be safeguarded against any unauthorized access;
- Confidentiality of sensitive, protected and/or privileged information will be assured;
- Integrity of information will be maintained;
- Availability of information for business purposes will be maintained;
- Legislative and regulatory requirements will be met;
- Business continuity and disaster recovery plans will be developed, maintained and tested annually
- All MPE employees will be provided information security and awareness training on a regular basis;
- Any actual or suspected information security breaches will be reported to the designated management at MPE. All breaches will be investigated thoroughly and logged
B. Policies and Procedures have been established to support this program, including appropriate controls and continuity plans.
C. Business requirements for availability of information systems will be met.
Because modern technology is subject to rapid change, and because social, cultural, and legal standards and expectations regarding technology are ever evolving, it is not possible for these policies to address every possible situation which might develop. Nonetheless, the philosophy, principles and procedures of these policies shall be used whenever possible to guide the development of, the compliance with, and the administration and enforcement of all matters relating to the effective acquisition and utilization of technology.
The term Technology is intended to be defined broadly and includes all:
A. Electronic hardware, software and services
Electronic hardware, software, and services, including but not limited to desktops, laptops, rugged computers, tablets, workstations, monitors, printers, plotters, faxes, scanners, multifunction print devices, PDAs, smartphones, Blackberry devices, cellular phones, satellite phones, wireless broadband cards, pagers, servers, PBX equipment, telecommunications equipment, circuits, switches, routers, storage devices, recording devices, digital cameras, email, text messaging, instant messaging, Internet, firmware, operation systems, software, business applications, Software as a Service ("SaaS") applications, peripherals used in conjunction with the devices and software listed above, and all other electronic devices or software used to run software or create, record, store, transmit and/or received video, voice or data.
B. Electronic information
Electronic information, including but not limited to email addresses, phone numbers, IP addresses, email messages, text messages, instant messages, word processor documents, spreadsheets, presentations, drawings, images, photos, videos, music, voice, databases, application data, and all other electronic data; and personally identifiable information.
C. Electronic communications
Electronic communications, including but not limited to voice, email, text messages, instant messages, voice messages, internet postings, facsimiles, and all other forms of electronic communications
A. Responsibilities for this Cyber and Information Security Program Policy are delineated as follows:
- The Board of Directors of MPE is responsible for the content of this policy and its implementation.
- The General Manager of the Association shall be responsible for the overall administration of this policy.
- The Manager of IT shall direct and monitor the implementation of appropriate practices/procedures in accordance with this policy.
- All MPE personnel are responsible for following the guidelines and procedures laid out in the Cyber and Information Security Program Policy as well as for reporting known violations of the policy.
POLICY C-1: COMMUNICATIONS/COMMUNITY POLICIES AND PROCEDURES
To reaffirm the Cooperative’s obligation to continually communicate with its member-customers about the plans, operation, activities and progress of their Cooperative and to set forth the Board of Director’s support and expectations in all aspects of Cooperative communications.
It shall be the policy of this Cooperative to foster extensive communications programs, activities, publications, and reports that will inform and educate member-customers about the Cooperative’s plans, operations, programs, financial condition and activities in an ongoing commitment to attain the memberships’ understanding, acceptance, support and involvement in the Cooperative’s business. The Cooperative’s Board of Directors shall commit appropriate resources and support for a broad Cooperative communication’s plan that ensures:
A. Quality and timely communications programs that are responsive to member-customer needs and concerns.
B. Member-customer understanding and support of the Cooperative and industry-related issues.
C. Cooperative employees that are appropriately trained to ensure that each of them respect the value of the member-customer to the Cooperative and to assure that they are equipped to respond to every member’s-customer’s concern in a professional, consumer-focused and friendly manner.
D. Public understanding, acceptance and support for the Cooperative’s mission, goals, plans and programs and ensures that the media is kept informed about the Cooperative’s goals, objectives plans, programs and issues.
E. Leadership for and support for projects and activities dedicated to the betterment of the community and state with particular emphasis on youth programs and rural and community development, and to secure favorable public opinion and understanding of such activities and programs.
F. Cooperative needs and issues are communicated effectively to local, state and national officials in a concerted effort to secure their support of the Cooperative and the member/customers and communities they serve.
G. Support for effective communication programs developed by cooperative statewide, regional and national organizations and cooperative power suppliers and other affiliates in an effort to coordinate communications programs and avoid duplication of services and costs and ensures a united message on electric cooperatives issues.
H. Development of a crisis communication management plan for communicating openly and consistently to employees, consumers, media and the public about any Cooperative crisis or emergency.
I. A designated qualified spokesperson, and in his/her absence, an alternate, to respond to all issues on behalf of the Cooperative before member/customers, the public, and media.
A. The Board of Directors will be responsible for the administration and compliance of this policy.
B. The General Manager shall be responsible for overseeing the development, implementation, staffing and evaluation of the Cooperative’s communications plan to ensure its effectiveness.
C. It shall be the responsibility of the General Manager or the Assistant General Manager in his absence to be the spokesperson or to designate a spokesperson to respond to all issues and inquiries on behalf of the Cooperative before the media, public officials and the general public.
POLICY C-2: DONATIONS POLICY
To make contributions to recognized charitable institutions and organizations which qualify under existing state or federal statutes and in accordance with conditions set forth under this policy.
A. Criteria For Organizations
Organizations considered for donations and contributions must meet the following criteria:
1. Not-for-profit organizations that meet the Internal Revenue Service tax status requirements.
2. Organizations that conduct programs within the Cooperative’s service territory with benefit to the Cooperative’s membership.
3. Donations to designated individuals will not be authorized.
4. Unless well known, organizations must submit a description of their organization and a statement of their goals and objectives.
5. Organizations must request donations in writing. Letters should be addressed to the Manager of Finance/Office Services.
6. Organizations directly funded by way of tax assessments are not eligible, except for those organizations specifically identified in paragraph B. below.
B. Categories of Eligible Organizations
1. In general, donations will be authorized only for the following type organizations:
Community Organizations
This category includes most types of organizations formed in communities located within the Cooperative’s service territory with the primary purpose to serve the members of those communities.
a. Civic Groups - Chamber of Commerce, Kiwanis, Lions, Rotary, Sertoma and other similar groups.
b. School Programs that contribute to the effectiveness of school programs or scholarship opportunities.
c. Community Economic Development Projects - Special development, which will benefit the community at large.
d. Community Care and Share Groups - Groups with the expressed purpose of helping the lower-income and disadvantaged members of the community.
e. Rural Health, Crisis Centers and Senior Citizen Programs- Quasi-governmental entities which benefit the community at large, including programs directed at particular groups, children adults, students
f. Youth Organizations - Local, organized activities for youth in our communities - 4-H, Scouts, team sports, etc.
g. Special Events - specific events that have a stated purpose for the use of funds that enhances community services in the MPEI service area.
h. Benevolent Organizations - These organizations provide specialized services for our communities in times of disaster and emergency conditions
2. Other Organizations
Occasionally, requests will be received for donations from associations and organizations outside the Cooperative’s service territory.
Ineligible Organizations
MPEI will not make contributions to the following:
1. Political Campaigns
2. Organizations which discriminate in violation of State or Federal law
D. Authority to Approve Donations
Requests for donations will be approved by the Contribution Committee. The General Manager will annually appoint a Contribution Committee which will consist of three (3) employees. The Contribution Committee will follow the attached Contribution Request Guidelines.
E. Annual Donation Budget
The Board of Directors will establish an annual budget amount of 0.5% of the line item budget (excluding power costs wages and benefits) for the Contribution Committee. The General Manager will review the Corporate Donations Policy annually, and report donations to the Board of Directors on an annual basis.
The General Manager will be responsible for the administration and compliance of this policy.
POLICY C-3: VANDALISM REWARD
To provide a method of rewarding persons for information regarding vandalism, theft, or malicious mischief.
This Cooperative may offer up to a Ten Thousand Dollar ($10,000.00) reward per incident for information leading to the arrest and conviction of any person or persons causing substantial damage or committing acts of vandalism, theft or malicious mischief which caused substantial damage to this Cooperative’s property and/or to electric transmission facilities owned by others that are used to serve this Cooperative.
This also applies to any act or attempted act of sabotage, whether or not actual damage or destruction occurs, where such an act was intended to cause damage to or destruction of this Cooperative’s property and/or to electric transmission facilities owned by others that are used to serve this Cooperative.
The General Manager will be responsible for the administration and compliance of this policy. Payments will be made at the General Manager's discretion on a case-by-case basis.
POLICY C-4: SCHOLARSHIP PROGRAM
To define eligibility for and the types of Mountain Parks Electric’s college/vocational scholarships offered to member-consumers’ dependent children.
Mountain Parks Electric, Tri-State Generation & Transmission Association, and Basin Electric Power Cooperative scholarships may be awarded to graduating high school seniors to further their education based upon the recommendations of the MPE Scholarship Committee. All students who primarily live within MPE’s territory and / or who are children of MPE members are eligible.
The Scholarship Committee, comprised of a representative from each of the three areas defined as North Park, West Grand, and East Grand school district boundaries, shall meet annually to select scholarship winners.
1. Mountain Parks Electric
- Ten (10) $2,000 scholarships available for graduating high school seniors. At least one scholarship will be awarded in each of the three school districts; at least one scholarship, of the ten, will be for a vocational/technical school.
- Three (3) Rosemary Knerr Memorial $4,000 scholarships ($2,500 in year one, $1,500 in year two) – either educational or vocational – available for graduating high school seniors. One scholarship will be awarded in each of MPEI’s three school districts.
- Three (3) Tom Sifers $4,000 scholarships ($2,500 in year one, $1,500 in year two) – either educational or vocational – available for graduating high school seniors. One scholarship will be awarded in each of MPEI’s three school districts.
2. Tri-State Generation & Transmission Association – (2) $500
Two (2) $500 scholarships – high school graduating seniors may apply.
Mountain Parks Electric will match the $500 scholarship awarded to each of the two recipients.
3. Basin Electric Power Cooperative - $1,000
One (1) $1,000 consumer dependent scholarship – high school graduating seniors may apply.
4. Scholarship Selection Committee Scholarship: $1,000
One (1) $1,000 scholarship awarded by the scholarship selection committee.
*Students are eligible to receive only one of the above awards.
At its sole discretion, the MPEI Board of Directors may change the type and amount of scholarships awarded.
Annual Review
MPE’s Board of Directors will annually, in its review and preparation of the budget, consider and determine the amounts, if any, of scholarships for future years.
Agreement & Disclosure
Each applicant must sign and comply with the “Agreement & Disclosure” document (attached).
SCHOLARSHIP APPLICANT DISCLOSURE AGREEMENT
- As an applicant for a Mountain Parks Electric Educational Trust scholarship, I agree to fully disclose to the Scholarship Committee, any “full ride” scholarships (tuition, room and board, and books) that I receive; I agree to make the disclosure as soon as I am awarded any “full ride” scholarship, either before or after receipt of the MPEI scholarship.
- I acknowledge that my disclosure of “full ride” scholarship funds may be reviewed by the MPEI Scholarship Committee. The Scholarship Committee, in its sole discretion, may determine to reduce or modify my scholarship from MPEI, and make an award to an alternate applicant.
______________________________________________________________________________
APPLICANT NAME (Print) APPLICANT (signature)
_____________________________________
PARENT/GUARDIAN (signature)
POLICY C-5: REBATE PROGRAM
To promote the efficient and beneficial use of electricity and establish related rebates.
Mountain Parks Electric, Inc. will pay rebates by check or bill credit to Cooperative customers who install qualifying electric technologies and/or selected appliances. Rebate amounts and offerings may change from year to year and may include:
- Electric Heating Systems – such as high efficiency air- and ground-source heat pumps. Pertains to permanent installations only (no plug-in heaters).
- Lighting – LED/high efficiency lighting
- Appliances – Energy Star/high efficiency units and water heaters
- Electric technologies that promote beneficial electrification (reduced carbon emissions) – such as outdoor lawn/snow removal equipment
- Electric vehicle charging installation and equipment rebates
- Local renewable energy investments – as administered by MPEI’s Green Power Program
Members must provide receipts, invoice and model/manufacturer data within required rebate submission deadlines (within 4 months in 2020). Receipt deadline submission requirements are subject to change.
The General Manager will be responsible for the administration and compliance of this policy.
POLICY C-6: COMMUNICATIONS/COMMUNITY POLICIES AND PROCEDURES (USE OF MPEI COMMUNITY ROOMS)
To adopt and maintain rules and regulations, application for use, release of liability, and indemnification for the use of MPEI’s Community Rooms.
The use of the Community Rooms located at 321 West Agate Avenue, Granby, CO and 600 Third Street, Walden, CO will be governed by the attached rules and regulations, application for use, release of liability, and indemnification to be agreed upon by sponsors requesting use.
The General Manager will be responsible for the administration and compliance of this policy.
The Mountain Parks Electric, Inc. (MPEI) Granby and Walden Community Rooms will be available for use to responsible individuals and organizations who will agree to the following rules and regulations governing use of the rooms.
1. The MPEI application for the use of the Granby and Walden Community Rooms must be completed and returned to the MPEI Granby and Walden Office seven (7) days prior to the date of requested use. Applicants must also sign the Indemnification and Release of Liability forms.
2. MPEI reserves the right to cancel a reservation at any time by notifying the reservation holder. Planned meetings of MPEI will always have preference. MPEI reserves the right to deny anyone or any group use of the room.
3. The maximum occupancy of each of the rooms is as follows:
Granby Community Room - Town of Granby occupancy limit 72 people
Walden Community Room - Town of Walden occupancy limit 42 people
.At MPEI’s sole discretion and approval, the rooms will be made available free of charge for community service organizations that have been in operation for a minimum of two (2) years, such as non-profit community and neighborhood organizations, clubs, local groups, and town meetings.
4. Groups will be limited to not more than six (6) meetings per year.
5. No dances, concerts, political or religious meetings may be held in the rooms.
6. A $100 damage deposit must be collected for anyone using the Community Room. Deposit will be returned when keys are returned and Community Room is found in acceptable condition.
7. At the discretion of the General Manager and approval by MPEI, the rooms will be made available for a fee to the following groups:
4 Hours or less Over 4 hours
A. Family or Personal Use (MPEI Member) $25 $50
B. Family or Personal Use (Non MPEI Member) $50 $100
C. Business & Commercial Organizations $50 $100
Payment for use of the facility and damage deposit must be made when the application is completed, signed and approved. These charges are not meant to discourage the use of the facility, but are to reimburse MPE for maintenance of the facility.
8. Fees/Admission may not be charged to persons attending the meeting; however, a donation may be collected to cover direct expenses of the applicant.
9. MPEI’s Community Rooms are tobacco free facilities. Smoking or use of any tobacco products is prohibited.
10. Alcohol, including beer and wine, shall not be served or consumed at any time in the rooms.
11. Prior approval must be obtained for the use of any decorations and props and they must be removed from the premises immediately after use. No nails, screws, staples, tape or mounting devices will be permitted on the walls, woodwork, ceiling or floors.
Mountain Parks Electric does not allow use of its electronic equipment.
Mountain Parks does not provide internet.
12. No tables or chairs shall be removed from the room for any outside use.
13. Any organization or person sponsoring use of the room will be held responsible for any damages to the room and equipment. The premises must be left in as good of condition as found. MPEI expects people using the room to clean up the area. Additional cleanup provided by MPEI will be charged at the rate of $50 per hour.
14. Any evidence of abuse of the facility, vandalism or misconduct, is sufficient cause to deny further use of the room to any group.
15. Any youth group using the room must have adult sponsors present at all times.
16. Any group using the room will be expected to avoid unnecessary noise, and will confine their activities to the room.
17. Parking is only allowed in designated areas.
18. Rules and regulations may be modified or changed at any time without notice. Such changes will be effective for uses scheduled subsequent to the date of changes.
19. Before leaving groups that use the room(s) are expected to: :
Place all trash in provided trash containers
Wipe the counter tops and sink with the paper towels provided
Clean out refrigerator and oven/stove
Wipe off all tables
Vacuum meeting room
Clean Restrooms
Close curtains/shades
Shut off lights
Make sure outside service door and front entry doors are locked
Do not forget to make arrangements for the key. You may pickup the key during MPEI’s business hours one day prior to your meeting or on Thursday prior to your weekend meeting. The key must be returned during business hours the next business day following your use of the room.
POLICY C-7: MEMBER-CUSTOMER SERVICE
To set forth the Board’s expectations regarding the quality of service that the Cooperative will provide to its member-customers.
The Cooperative exists to serve the electric (and other) needs of the membership and customers. Therefore, it shall be the policy of the Cooperative that all service-related practices, procedures, fee schedules and rates shall provide fair and equitable treatment and quality service for all class of members-customers. In implementing and overseeing the administration of such practices, procedures, fee structures and rates, care shall be taken to ensure that:
A. Member-customers are treated with respect and courtesy at all times.
B. Members are periodically surveyed to determine their satisfaction with the quality of service, and practices and procedures. Any revisions needed to quality of service, and practices and procedures will be revised or updated as appropriate to ensure members-customers continue to be satisfied with the Cooperative’s operations and services.
C. Practices, procedures and fee schedules are consistent with all applicable laws and regulations.
D. A due-process procedure is defined and applied in an attempt to resolve member-customer complaints, problems or disputes.
E. Members generally understand and support all billing, collection and service termination procedures.
F. Rates are just and equitable with regard to each rate class, and are sufficient to sustain the Cooperative’s operation and financial posture and obligations.
G. Fees charged are just and equitable.
H. Member-customer inquiries are answered promptly, consistent with policies governing the confidentially of certain information.
A. The General Manager shall be responsible for ensuring that a manual containing service rules and regulations, operating procedures, fee schedules and rates is developed and administered in accordance with this policy.
B. The Board of Directors reserves the right to review and approve specific aspects of such a manual, including the fee schedule, rates and due process procedure for addressing member complaints or disputes.
C. The General Manager shall periodically evaluate and make recommendations regarding these issues, and the Board of Directors shall by resolution approve (or revise) said recommendations.
D. The General Manager shall also report on the results of member-customer surveys, as well as keep the Board regularly apprised of complaints and concerns.
E. The Board of Directors will be responsible for the administration and compliance of this policy.
POLICY C-8: MEMBER PRIVACY AND CONFIDENTIALITY
To establish fair information for the Cooperative in carrying out its responsibility to respect the privacy and confidentiality of member-customer information.
A. NOTICE
1. The Cooperative discloses to its member-consumers its policies and practices for the collection, maintenance, use, and disclosure of identifiable information about its member-consumers.
2. The Cooperative collects and maintains appropriate information about its member-consumers as a routine part of its operations.
3. When providing electricity and related services the Cooperative collects information from member-consumers, including name, address, telephone number, email address, credit information, and payment and usage history. Usage history may include information on a member-consumer’s property and appliances, health information for lifeline service, service history, and information maintained for site visitation purposes (e.g., warning about a dog in the yard).
4. Membership and governance activities may result in the maintenance of capital and patronage account information for members and former members, and contact information for former members.
5. Occasionally, the Cooperative may survey a sample of its member-consumers to collect information to identify needs or improve services.
6. Other activities by the Cooperative or its affiliates will result in the collection of additional information about a member-consumer’s property, appliances, and activities. This information will be collected and maintained only when and to the extent appropriate to provide the services.
7. This notice describes generally the Cooperative’s privacy and confidentiality policies. This policy is not a formal limitation on the ability of the Cooperative to use, manage, and disclose its records as the Cooperative determines to be necessary, appropriate, or as required by law. It is subject to change without notice.
B. TRUST
1. General Practices
The Cooperative maintains information about member-consumers for purposes that are suitable to its operations and management. Information is collected only through lawful and fair means and for appropriate purposes. The Cooperative is committed to maintaining accurate, complete, timely, relevant, and appropriate information about member-consumers as necessary for the purpose for which the information is to be used.
2. Access and Correction
The Cooperative generally permits its member-consumers to access and seek correction of records about themselves that are used by the Cooperative to provide service, for billing, and to manage capital accounts. Any person who wants to identify personal records maintained by the Cooperative, access the records, or correct the records should contact Customer Service.
C. SECURITY
1. The Cooperative maintains member-consumer information with technical, administrative, and physical safeguards to protect against loss, unauthorized access, destruction, misuse, modification, and improper disclosure. No record or computer system can ever be fully protected against every possible hazard. The Cooperative provides reasonable and appropriate security to protect against foreseeable hazards.
D. USE & DISCLOSURE
1. The Cooperative uses and discloses identifiable information about member-consumers in defined and responsible ways (in order to carry out its operations). This section describes how identifiable information about member-consumers may be used and disclosed.
2. Records may be disclosed to affiliates or contractors hired by the Cooperative to assist in carrying out operations, such as service, billing, tree removal and management functions including legal, audit, and collection services.
3. Member-consumer information may be disclosed to and shared with commercial and consumer credit reporting agencies for credit-related activities (e.g., the reporting of bad debts).
4. Records may be disclosed to government regulators and other government agencies when authorized or required by law.
5. Records may also be compiled in aggregate form for the Cooperative’s management activities.
6. Records may be disclosed when required by law, such as in response to a search warrant, subpoena, or court order. The Cooperative may use and disclose records for investigations into employee misconduct or for law enforcement investigations related to its business. Disclosures may also be made when appropriate to protect the Cooperative’s legal rights or during emergencies if physical safety is believed to be at risk. These events are unlikely, but they are possible. The Cooperative will take reasonable steps to limit the scope and consequences of any of these disclosures.
7. Records may be shared with other utilities under shared service agreements or to meet operational requirements.
8. Records about a member-consumer may be disclosed at the request of or with the permission of the member-consumer.
9. In addition, member-consumer information may be shared with affiliates and partners of the Cooperative that offer product and services to member-consumers.
10. Membership lists of the Cooperative may be disclosed to a member of the Cooperative for a proper purpose, such as in connection with Cooperative election activities. In some instances, lists may be made available for appropriate uses without disclosing the list to a third party. For example, the Cooperative may undertake a mailing on behalf of and at the expense of a third party. Disclosures of membership lists will only be made following a policy adopted by the Board and further uses of any lists so disclosed will be subject to that policy.
11. The Cooperative does not sell, rent, loan, exchange, or otherwise release mailing lists or telephone lists of member-consumers. The Cooperative does not disclose any information about a member-consumer to nonaffiliated third parties without the written consent of the member-consumer.
12. Member-consumers may request that their information not be shared with affiliates for the offering of new products and services.
E. QUESTIONS & DISPUTES
1. This policy is maintained and supervised by the Office of the General Manager, Mountain Parks Electric, Inc.,
A. The Board shall ensure that this policy reflects current practices for personal information about member-consumers.
B. The General Manager will be responsible for the administration and compliance of this policy.
POLICY D-10: MEMBERS', CONSUMERS' & NEWS MEDIA's ATTENDANCE at DIRECTORS' MEETINGS
To establish a policy to allow members and consumers of this Cooperative and their spouses and the news media to attend the meetings of the Board of Directors.
A. Members and consumers of this Cooperative and their spouses, representatives of the news media and other members of the public are welcome to attend and observe the regularly scheduled meetings of the Board of Directors, unless a meeting or portion of a meeting has been declared closed and in executive session.
B. Pursuant to Colorado Law and the Articles of Incorporation and Bylaws of this Cooperative, the business and affairs of this Cooperative must be managed by the Board of Directors. The meetings of the Board must therefore be conducted in a business-like manner. Members and consumers and their spouses, representatives of the news media and other members of the public (“Guests”) are welcome to attend the Board meetings and may address the Board on any matter concerning the policies and business of the association. The Board may place reasonable, viewpoint-neutral restrictions on the amount and duration of public comment.
C. In order to accommodate a member's and/or consumer's reasonable request to present an issue or request to the Board, and because of the large number of members and consumers and the need for the Cooperative's staff to accumulate any information pertaining to the issue or request, the following procedure will apply
- If a Guest wishes to address the Board during the “Public Comment” portion of a meeting, the Guest may attend the meeting and address the Board during the Public Comment portion of the meeting.
- If a Guest wishes to be placed on the Agenda, separate from the “Public Comment” portion of the meeting, the following procedure will be followed:
a) The request to address the Board at a meeting will be set forth in writing and will be submitted to the General Manager at least 15 days prior to a regularly scheduled Board meeting, setting forth the reason therefore and the other information called for by the "Meeting Participation Request" form attached hereto. Unless the General Manager, Cooperative's Attorney, and President of the Board of Directors conclude that the subject matter of such request should not be presented to the Board, the matter will be included on the Agenda of a regularly scheduled Board meeting as soon as such request can reasonably be accommodated. The General Manager will cause written notice of the meeting at which the member's and/or consumer's request is to be considered to be given to the member and/or consumer making the request.
b) After deliberating the matter and making a decision thereon, the Board will cause such member to be duly informed thereof, including, if such be the case, that no action was or will be taken thereon.
c) Regardless of the action that has already taken place or that may take place thereafter, at each meeting of the Board the General Manager will report to the Board on any such request, how they have thus been handled and what recommendations, if any, he/she or the Cooperative Attorney have with respect thereto.
3. Due to Colorado statutory notice requirements regarding the Cooperative’s Board meetings, if a Guest addresses the Board pursuant to Section II.C.1, the Board may not be able to take action on any request by the Guest until the item can be placed on the agenda for a meeting of the Board of Directors pursuant to Colorado law.
D. Formal complaints by a member shall be handled in accordance with the procedures set forth by the Colorado Public Utilities Commission and Mountain Parks Electric’s Service Rules and Regulations filed therewith.
The Board of Directors and General Manager will be responsible for the administration and compliance of this policy.
POLICY E-1: SAFETY AND JOB TRAINING
To provide for the protection of human life from injury and death and in the conservation of property belonging to the Cooperative and others from accidental damage or destruction; to adopt the guiding principles to help direct MPE actions toward continually improving safety performance.
A. It is hereby established that the Board of Directors will receive a safety and job training report from the General Manager, Operations Manager, or Safety Coordinator monthly and that the minutes of the Board of Directors meeting will reflect that this report was made and accepted. This report shall include, but not be limited to, the accidents and near misses reported during the period following the last report, the loss prevention activities engaged in by the Cooperative, job training progress, and the activities of the Safety Committee.
B. The Cooperative shall employ a Safety Coordinator to initiate and administer a safety program with the following minimum requirements:
1. The Safety Coordinator shall cause safety meetings to be held regularly for employees of the Cooperative; schedule safet activities for the general public; and job training for employees as appropriate.
2. The Safety Coordinator will work with the Safety Committee to assist him or her, with duties that involve all facets of the Cooperative’s activities, including systems and design, construction, operations, office services and management. The Safety Coordinator will make monthly reports of activities taken and employee meetings held for review by the General Manager and Operations Manager. The Safety Coordinator’s duties generally will be as follows:
a. To review and investigate all accidents involving personal injury or death to employees or members of the public, and damage or destruction of property of the Cooperative or of the public.
b. To review power failures, outages, and occurrences which compromise the safety of employees and public.
c. To review letters of complaint to the Cooperative concerning accidents, safety hazards, ecology, and pollution issues, or system reliability.
d. To review the Cooperative’s proposed new construction plans, equipment purchases, and maintenance programs for safety hazard identification.
e. To propose to the General Manager and Operations Manager policy recommendations, procedures and corrective measures in regard to safety on all commonly encountered hazards inherent in the Cooperative’s operations.
f. To provide a written summary of all safety related items of interest for the Cooperative’s General Manager, Operations Manager and Board of Directors.
g. To coordinate the Cooperative’s safety program and to be directly responsible to the General Manager.
h. To administer the Cooperative’s safety program so as to help assure implementation and compliance with the National Rural Electric Cooperative Association’s Safety Achievement Program.
i. To monitor member relations safety programs so as to help assure their effectiveness insofar as the Cooperative is concerned.
j. To help assure compliance by the Cooperative with safety standards defined by the Occupational Safety and Health Act, and all other applicable state and nationally recognized safety requirements.
k. To monitor the engineering function of the Cooperative as a primary source of safety design criteria whereby safety can be given a prominent priority in system development.
l. To develop a safety information program so that members of the Cooperative and others are notified, as appropriate, of pertinent system hazards and of preventive measures that should or will be taken.
m. To establish procedures to help assure participation, as appropriate, by the Cooperative’s employees in nationally recognized programs which further employee involvement in safety efforts and programs.
C. The Safety Coordinator position may be fulfilled by the Operations Manager or other employee of the Cooperative. The Safety Coordinator shall be designated by, or hired by, the General Manager.
D. Mountain Parks Electric, Inc. has adopted the American Public Power Association Safety Manual for safety rules.
The General Manager will be responsible for the administration and compliance of this policy along with the following:
A. The Board of Directors shall require a monthly safety and job training report from the General Manager, Operations Manager or Safety Coordinator.
B. The General Manager, Operations Manager or Safety Coordinator shall make all reports as required by this Policy and other entities having jurisdiction; and cause to be carried out an effective and well-rounded safety and job-training program in accordance with this Policy.
C. The Safety Committee shall meet, record minutes, and report as required by this Policy.
D. The Safety Committee shall coordinate with the Safety Coordinator the safety programs of the Cooperative.
E. The Safety Committee, along with the Safety Coordinator, shall develop and maintain an annual safety improvement plan.
F. The Safety Committee shall work with the Safety Coordinator to provide ongoing employee training, as needed, to help improve organizational safety awareness and competencies.
G. The General Manager, Operations Manager, or Safety Coordinator shall provide an annual update of cooperative safety performance measures per the national program guidelines.
H. All employees will participate in the formal 3-year cycle safety program assessment, including an on-site observation process.
POLICY E-2: SECURITY OF PROTECTED HEALTH INFORMATION
To establish the policy of Mountain Parks Electric, Inc. consistent with requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). To define, for administrative and legal purposes, the cooperative’s practices, rights and responsibilities with regard to protected health information of employees, employee’s dependents, directors and retirees.
The cooperative acknowledges its obligation to maintain certain confidential health information that is timely, accurate and complete for its intended purpose. Protected Health Information (“PHI”) is individually identifiable health information that is transmitted or maintained electronically or in any other form or medium. Individually identifiable health information is information that is created or received by the cooperative that relates to the past, present or future physical or mental health or condition of an individual, or the past, present or future payment for the provision of health care to an individual and identifies the individual or creates a reasonable basis to believe that the information would identify the individual.
The cooperative’s Manager of Human Resources & Administration shall serve as the cooperative’s “Privacy Officer” and “Information Security Manager” as those offices are defined and to which responsibilities are assigned for compliance under law. The incumbent of this position shall be the sole “Authorized Employee” and sole direct recipient and custodian of any protected employee and beneficiary health information that may be presented to or possessed by the cooperative. Individuals who are the subjects of such information shall be responsible for causing health care providers, insurers, and other sources, to provide the minimum necessary medical information to the cooperative or the Privacy Officer for appropriate employer use and safekeeping.
The Manager of Human Resources & Administration shall employ appropriate procedures and safeguards for maintenance of any protected health information presented to or possessed by the cooperative, and shall inform employees about the intended uses of personal information and their opportunity to review and correct such information. No employee, other than the Manager of Human Resources & Administration as the “Authorized Employee” shall have routine direct access to the protected health information except that “Responsible Employees” may have access to the extent and for the duration of their need to obtain such information to carry out the processes and transactions that are dependent on that information.
A “Responsible Employee” for the purposes of the terms and provisions of this Policy, is defined as an employee whose job duties may not require direct access by the employee to PHI, but in connection with the employee’s job position and in the course of carrying out the employee’s job responsibilities, the employee may become aware of facts and data which are or may be considered PHI. Responsible Employees shall be identified by the Manager of Human Resources & Administration, and be trained by the Manager of Human Resources & Administration to be appropriately aware of applicable privacy rules and regulations and shall be instructed to be discreet and observe and follow all rules and regulations which are promulgated and intended to preserve the privacy of PHI.
The Manager of Human Resources & Administration shall exercise primary staff responsibility for administration of this policy. The General Manager shall be responsible for providing the resources and oversight for administrative compliance with the requirements of applicable laws and regulations.
POLICY E-5: TEMPORARY HOUSING PROGRAM
To assist employees with housing rental costs.
A. Subject to the eligibility limitations set forth in this Policy, MPEI employees are eligible to receive payment from MPEI for actual rent payments made by the employee, up to One Thousand Dollars ($1,000.00) per month, for a period of up to twelve (12) months. Employees living in MPEI owned housing are not eligible for this reimbursement. Employees who own a house within the MPEI service territory are not eligible. If an employee receiving rental assistance purchases a house in the MPEI service territory anytime during the twelve (12) month period this subsidy allowance will immediately cease. The subsidy will be paid on a per pay period basis upon the submittal of paid rent receipts or canceled checks. Employees should submit requests for payment under this policy to their department manager. Payment will begin upon approval by the department manager and MPEI’s General Manager.
The General Manager will be responsible for the administration and compliance of this policy.
POLICY E-7: WHISTLEBLOWER
Mountain Parks Electric does not discharge or otherwise discriminate against any employee with respect to compensation, terms, conditions, or privileges of employment because the employee (or any person acting pursuant to the request of the employee) provided information regarding any possible violation of any law or regulation by MPE or any director, or employee of MPE.
Mountain Parks Electric requires directors, and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. It is expected that all employees and directors of MPE practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations.
Reporting Responsibility
It is the responsibility of all employees, and directors to comply with and to report violations or suspected violations in accordance with this policy.
No Retaliation
No employee or director who in good faith reports a violation of the policy shall suffer harassment, retaliation, or adverse employment consequence.
An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This policy is intended to encourage and enable employees and others to raise serious concerns within MPE prior to seeking resolution outside Mountain Parks Electric.
Reporting Violations
Employees should share their questions, concerns, suggestions or complaints with their immediate supervisor/manager. If the employee is not comfortable speaking with their supervisor/manager or not satisfied with the supervisor’s/manager’s response, the employee should report the concern to the General Manager or Manager of Human Resources. Any issues relative to Board members or the General Manager should be directed to the Board President, or MPE’s Attorney.
Accounting and Auditing Matters
Management shall address all reported concerns or complaints regarding accounting practices, internal controls or auditing.
Acting in Good Faith
Anyone filing a complaint concerning a violation or suspected violation of this policy must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense, up to and including termination.
Confidentiality
Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
The General Manager will be responsible for the administration and compliance of this policy.