Minutes of the Regular Meeting NRPPD Board of Directors, April 26, 2016, Unapproved

The regular meeting of Directors of Northwest Rural Public Power District (NRPPD) was held in the Conference Room of the District April 26, 2016 at 1:00 PM.

The meeting was called to order by the president, Lee Ahrens.  Directors who answered the roll call were Bruce Troester, Lee Ahrens, Gary Fuchser, Mike Van Buskirk, Wayne Cobb, Terry Terrell, and Robert Rickenbach.

Also present were Chance Briscoe, manager; Arlene Lahaye, office manager; Russ Reichenberg, line superintendent; Ron Housh, planning engineer; Les Tlustos, consumer services; Terry Curtiss, District Counsel; Brad Johnson, employee; Jayden Garrett and Brooke Roes, scholarship recipients.

The Open Meeting Law posting was acknowledged. 

All votes are unanimous upon a roll call vote unless noted.

A motion was made by Mike Van Buskirk, duly seconded by Wayne Cobb to amend the order of business as published and delay the Tri-State Resolution and Audit Approval actions until later in the meeting; motion carried.

A motion was made by Mike Van Buskirk, duly seconded by Gary Fuchser, that the minutes of the meeting held March 24, 2016 be approved as published and provided to all directors on March 17th; motion carried.

Les explained the scholarship program that is administered by NRPPD.  Tri-State G & T provides the funds for two $500 scholarships and Basin Electric provides the funds for one $1,000 scholarship.  The recipients’ family must receive their power from NRPPD and all applications are reviewed by a selection committee.

The 2016 scholarships were presented by Lee Ahrens and Les Tlustos. Jayden Garrett received the $1,000 Basin Electric Scholarship, Brooke Roes and John Manning each received a $500 Scholarship from Tri-State G & T. Jayden and Brooke each addressed the Board concerning their future plans and where they will be attending college.

The Board reviewed the Check Register and Payroll Summary for the month of March.

Les informed the board that NRPPD has been contacted by the Hay Springs High School for a donation to replace their existing score board. Les contacted Basin Electric and Basin will match NRPPD’s donation of $1,500. With Basin’s match this will give the School a total of $3,000 towards the cost of their score board. A motion was made by Wayne Cobb, duly seconded by Mike Van Buskirk to donate $1,500 with the Basin match of $1,500 to the HSHS score board project; motion carried.

Chance reviewed the Cost of Service Study and the existing net return on each revenue class. A discussion was held on the rate of return on three phase and single phase irrigation services. Chance also discussed the proposed net revenue return by rate class. A discussion was held concerning the removal of the single phase irrigation from the existing three phase irrigation rate class. A motion was made by Bruce Troester, duly seconded by Wayne Cobb to table the rate discussion until the May meeting; motion carried.

Brandon Blair, from Decoria - Maichel & Teague, joined the meeting at 1:33 PM.

Brandon reviewed the 2015 Audit Report that his firm completed. Brandon identified areas that their firm would like to see done differently and discussed the audit adjusting entries with the Board. A motion was made by Mike Van Buskirk, duly seconded by Gary Fuchser to accept the 2015 Audit Report with Resolution 2-2016: motion carried.

RESOLUTION 2-2016

Acceptance of Audit Report

WHEREAS, a report of the audit of this District’s books of account and related records

for the calendar year of 2015, made by DeCoria - Maichel  & Teague, Certified Public

Accountants, was presented to and received by the Board of Directors of the District;

and

WHEREAS, the Directors find the report completed, in sufficient detail, and otherwise

satisfactory; now therefore be it hereby

RESOLVED, that the Directors of the Northwest Rural Public Power District accept the

audit report as presented; said report covering the audit report as presented; said report for the calendar year of 2015; and

BE IT FUTHER RESOLVED, that a copy of said report be filed in Minutes Exhibit Book.

Brandon Blair left the meeting at 2:55 PM.

Russ reviewed NRPPD’s radio system upgrade proposal with the Board. NRPPD has the need for a reliable radio system for day to day communication and safety concerns. Action Communications has made some suggestions to increase reliability of the radio communications on NRPPD’s system. A motion was made by Robert Rickenbach, duly seconded by Terry Terrell to approve the radio system upgrade; motion carried.

Chance discussed Tri-State Policies 115 and 117 dealing with distributed generation for their member systems. Chance also discussed his conversations with SoCore and the possibility of working with SoCore on a DG Project in NRPPD’S service area. The general consensus of the Board was to move forward with the investigation and bring the findings back to the Board for further discussions. An application for approval of the proposed project has been submitted and included on the agenda of the Tri-State Board Meeting in May.

Arlene reviewed the February and March financial reports, and Chance reviewed the load charts for February and March. A motion was made by Bruce Troester, duly seconded by Gary Fuchser to accept the February and March financial reports; motion carried.

Russ reviewed the Safety Statistics for March. The Safety Report was discussed including a discussion on property damage and near miss incidents that occurred during the month. The training that occurred was also discussed. A motion was made by Robert Rickenbach, duly seconded by Wayne Cobb to accept the March Safety Report; motion carried.

Chance and Russ addressed the Federated Assessment Letter. The primary purpose of the Federated visit was to make a safety and loss prevention assessment of NRPPD’s operations and system. All recommendations from the previous visit were completed and Federated found the facilities, vehicles and operations to be in excellent condition.

Chance reviewed the CFC Annual Benefits of Ownership Statement for NRPPD.

Russ reviewed a sample of an Outage Report that is now available through our OMS software which showed all the outages and associated causes for the month of March.

Chance informed the Board that NRPPD how has a Facebook Page as a result of Strategic Plan Objective #3, Customer Service, Education and Communication plan. Chance also informed the Board that Tri-State gave a presentation “Road to Member Engagement” to the employee group. 

Chance stated as part of the Board Sub-Committee’s Strategic Objective #2, he has offered his name to fill the CFC Manager Director position that is open for CFC District 7.

Gary Fuchser reported on the Tri-State Annual Meeting he attended. This year’s theme was “One Family: Powered by Many”.

Mike Van Buskirk also reported on the Tri-State Annual Meeting. Mike stated that he presented a motion, and the motion was seconded by DMEA, however the motion was denied due to a technicality written in the Tri-State By-Laws preventing such a motion from the Membership. It was stated that such an item for consideration could only be considered by the Board of Directors.

Chance presented the following resolution as an alternative to the motion made at the Annual Meeting.

 Resolution 1-2016

Tri-State Strategic Planning

WHEREAS, Tri-State routinely conducts Strategic Planning sessions with the Board of Directors and Management; and

WHEREAS, Tri-State is integral to all the cooperative and public power district members of Tri-State; and

WHERE AS, the membership at large could benefit from understanding the results of Tri-State’s Strategic Planning; now

NOW THEREFORE BE IT RESOLVED, that the Board of Directors of Northwest Rural Public Power District urges Tri-State’s management to produce an executive summary of topics and results from the Strategic Planning sessions, excluding confidential business matters, and prior to holding a Strategic 

Planning session the stakeholders of the organization (to potentially include home system Directors and/or distribution managers) are polled, interviewed or surveyed so as to include that input for consideration during the planning session.

A motion was made by Bruce Troester, duly seconded by Terry Terrell to approve Resolution 1-2016, Tri-State Strategic Planning.

Items for the May Agenda are an update on SoCore and a DG project along with the rate discussions.

The next meeting date was set for Thursday, May 26th.

There being no further business to come before the Board, the president declared the meeting adjourned at 5:15 PM.

Approved: President

Signed: Secretary

Published: May 18, 2016