Monthly Board Meeting Summary
Clay-Union Electric Corporation
Regular Board Meeting - Vermillion, South Dakota
November 2011
On November 18, 2011, at 8:30 A.M., the monthly meeting of the Board of Directors of Clay-Union Electric was held. This meeting was called to order by Board President James Ryken. The following directors were also present: Terry Munter, Michael Slattery, Tom Larsen and Gordon Andersen. Also in attendance were General Manager John Gors, Operations Manager Leo Powell, Business Manager Beth Bottolfson and Member Service Director Mike Kjose.
Agenda - (action item) - After reviewing the agenda a motion was made, seconded and carried to approve the agenda.
Minutes - (action item) - A motion was made, seconded and carried to approve the regular board meeting minutes from October 28, 2011.
Check List & Electronic Funds Transfer - The checklist, EFT and ACH payments were reviewed.
New Members and Refunds - (action item) - After review and discussion, a motion was made, seconded and carried to approve the new members and refunds for the month.
Estates - (action item) - The board reviewed three requests and after discussion, a motion was made, seconded and carried to approve requests.
Manager's Report - Manager Gors presented an update and/or reported on the following items:
- Land Lease (action item - Board had a discussion regard the 2012 lease on land and to contact the last year's renter. There was also discussion about whether or not to offer the land for sale and it was decided not to do so.
- SDREA Annual Meeting (action item) - After discussion, a motion was made, seconded and carried to approve attendance to the SDREA annual meeting. A motion was made, seconded and carried to approve Gordon Andersen as delegate and Mike Slattery as alternate.
- NRECA Dues - Board reviewed the dues and the various programs offered for 2012. Discussed board training that will be available on line through NRECA.
- Bylaws Revision - Manager Gors reviewed the possible changes and updates that need to be made.
- After review of the different sections requiring change the board had a short debate regarding different possible wording.
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- A lengthy discussion regarding Article I, Section 7, part (b) and its definition of wording regarding termination of membership.
- Discussion regarding Section 3 and notification of members of member meetings by the use of the cooperative newsletter (Sparks).
- A lengthy discussion again developed during the review of Article III, Section 2, regarding special meeting of the members and who may call that meeting. Manager and Board reviewed each section individually and made the different changes and or updates as agreed.
- MyMeter - Gors talked about the MyMeter program used by neighboring cooperatives and fees required for the service.
- Departmental - Business Manager Bottolfson provided the administrative report that included:
- Billing Activity October 2011 - Location numbers have now been added to Yukon software.
- Yukon/Cannon & CBS Update - New billing statement that will be provided the first of the year. Members will no longer have to read their meter and figure their bill.
- Reviewed with the employee group changes made to medical plan during this month's safety meeting. Each employee will need to make their choices before the end of November
- Budget process - Bottolfson reported on progress with 2012 budget progress. We have been working on a query of feeder and phase for work plan information.
- Salary Report - NRECA has been notified of changes. Insurance and Life Insurance, this has been included in the employees' taxable income starting November.
- Operations Manager Leo Powell provided the operations report that included:
- Monthly Work Summary - crews are trying to close out as many open work orders as possible before the year-end inventory count.
- Outage Update - For the month there were several outages consisting of animals, wind and electrical equipment failure. Year-to-date we have had eighty-eight outages total.
- Updating system data base - This information will be used for system work plan and installed in the new data base. We will also partner with another co-op to get Winstake software that will provide the needed Daffron updates.
- Pictometry - Clay County and the City of Vermillion are looking to partner with Clay-Union, Clay Rural Water and Vermillion Development Co. in purchasing this database.
- Lewis and Clark - Plant should start to deliver water on or around April, 2012.
- Booster site by Beresford has been completed except for WAPA metering.
- There were also five service upgrades and two new services
- Kjose provided the Member Services and Marketing report that included a departmental update.
- Monthly Work Summary - attended an Army Corp. update regarding 2011 flood, completion of 2012 Calendar, completion of Scholarship packets and review of rebates and loans for the month.
- Army Corp. - reviewed developments in weather leading up to flood conditions. It was pointed out that between snow and rain, runoff amounted to highest since 1898.
- Provided a walk through audit for a member. Pointed out some of the items in the home that will run all the time and ways to get around that.
- 2012 Calendar - first draft has been received. Any changes needed will be made and a final proof will be sent for printing.
- Reviewed the heat pump, water heater and appliance rebates for the month.
At 12:15 pm Director Andersen was excused from the meeting due to other commitments.
Video and Meeting Reports - Ryken provided a report from the East River Electric Board Meetings.
SDREA Report - Larsen updated the board on SDREA activity.
Calendar of Events - Reviewed Calendar of Events and Supplemental Information.
Executive Session - A motion was made, seconded and carried to move into an executive session.
December Board Meeting - The December meeting is scheduled for December 23rd and there was a consensus to move that date so it would not interfere with Christmas. The meeting will be held December 16th.
Adjournment - At 4:25 pm a motion was made, seconded and carried to adjourn the meeting.