Library of Procedures

I. ORGANIZATION

A. MEETINGS

Section 1. Monthly Meetings

Meetings of the PGE Retirees Inc. Board of Directors will be held on the second Monday of February, April, June, August, October and December of each year, or as designated by the Board.

Section 2. Attendees at Board Meetings

All Board meetings will be open to all members, spouses, widows, widowers and invited guests. However, input from other than Board members will be allowed only by specific invitation by the President or Presiding Officer.

Section 3. Order of business 

  1. Call to Order
  2. Roll Call
  3. Approval of the minutes of the previous meeting
  4. Correspondence
  5. Treasurer Report 
  6. Committee Reports
  7. Old Business
  8. New business
  9. Adjournment

B. STANDING COMMITTEES

Chairpersons of the Standing Committees are appointed by the President and approved by the Board.

Section 1. Financial Review Committee

The Financial Review Committee will be composed of a minimum of three (3) Board Members who are not Officers. The committee will perform financial reviews required in Article II of these Administrative Procedures and before closure of any Ad Hoc Committee handling its own cash disbursements.

Section 2. Nominating Committee

A Chairperson shall be designated by the President and assigned the responsibility to form a committee to nominate Officers and Directors at least three (3) months prior to the Annual Meeting. Their report shall be submitted to the Board of Directors at the regular Board Meeting preceding the Annual Meeting.

Section 3. Membership Committee

Promote the retention and growth of membership in PGE Retirees Inc. Assess the members’ desire for specific initiatives and services that can be provided by this organization.

Section 4. Special Events/Tours

Organize all the details of picnics, luncheons, tours, and other events available to all the membership. This is different than the special interest /activity groups that organize events specific to a list of members who have opted into the group.

Section 5. Activity Groups

Assist with the creation and support for groups of retirees who have requested help in organizing activities around a specific interest/activity that may be shared with other retirees. This includes maintenance of member email lists and website pages for each group, as requested. Group leaders can request financial support from the Board Treasurer.

Section 6. Budget Committee

The President will appoint a Chairperson to prepare an annual budget to be presented at the Annual Meeting.

Section 7. Communications Committee

The President will appoint a Chairperson to oversee and coordinate the activities of a committee to manage the communications of PGE Retirees Inc. to members. Responsibilities of the Committee will include maintaining contact information for members, a website for PGE Retirees Inc. and any social media the Board approves, such as the Facebook PGE Retiree Group.  

  1. A PGE Retiree Inc. Newsletter will be published regularly. A member will be appointed as Editor who will collect content from Officers, Committee Chairpersons, members, and a PGE Corporate representative. The Newsletter will not be used for commercial purposes of any kind without approval of the Board of Directors. 
  2. A PGE Retiree Inc. Website will be designed and maintained by a team of members. The design and functions of the website will support the needs of the Board of Directors and the members by making available meeting minutes, the Bylaws and Administrative Procedures as well as providing a platform for news, networking, activities and advocacy.
  3. A PGE Retiree Inc. Database will be created and maintained by a team of members. The database will include a list of active members and their contact information required for communications, including email addresses, (phone numbers, street addresses if provided), and Activity Group member lists. The team will use an online software system (such as MailChimp) to maintain member contact information; use email inboxes (such as PGE.Retirees@gmail.com) to send and receive member emails as directed by Committee Chairs; and maintain mailing list filters to support other members of the Board in their efforts to communicate with members who have requested ongoing communications on a specific topic (such as tours, golf or other events).

C. AD HOC COMMITTEES

Ad Hoc Committees needed for a specific purpose may be created by the President for a temporary time period when deemed necessary to complete a specific project or study a special issue.

II. FINANCIAL

A. BUDGET

An Annual Budget will be prepared using the fiscal year from January 1 through December 31. All incoming checks should be made out to PGE Retirees Inc. and marked for the specific event.

B. FUND MANAGEMENT

All bank accounts will be in the name PGE Retirees Inc. Only one signature on checks will be required, either by the Treasurer, President, Vice President or any other Chairperson the Board may designate. All signatories shall notify the Treasurer immediately upon signing a check so account balances may be kept current. The Treasurer will report any disbursements made since the last report and the amount of funds remaining in the account at each regularly scheduled Board Meeting.

C. FINANCIAL REVIEWS

The books of PGE Retirees Inc. will be reviewed on an annual basis and submitted to the Board of Directors at a Board Meeting designated by the President.

III. OPERATIONS

A. RISK MANAGEMENT

PGE Retirees Inc. will obtain liability insurance coverage for the activities of the PGE Retirees Inc. Corporation but will not include coverage of individual members. The amount of coverage is determined each year by the Board of Directors. The coverage is primarily for the purpose of legal representation as the State of Oregon Code exempts from liability any Officers and Directors engaged in the purposes of PGE Retirees Inc. without compensation (unpaid volunteers). 

IV. REVISIONS, APPROVAL AND DISTRIBUTION

A. Revisions

Administrative Procedures may be revised by the Board of Directors at any regular, special, or annual meetings of the Board of Directors. The Administrative Procedures will be reviewed by a Bylaws Committee to ensure there is no conflict with the Articles in the Bylaws.

B. Approval

Approval by the majority of the Board is required for any revisions to the Administrative Procedures of PGE Retirees Inc. 

C. Distribution

A copy of the newly revised Administrative Procedures will be given to each member of the Board of Directors and a copy of the current Administrative Procedures will be given to a Director when elected.

V. ADOPTION OF ADMINISTRATIVE PROCEDURES

The Administrative Procedures were approved and adopted by the PGE Retirees Inc. Board of Directors on April 10, 2023.

______________________________ ____________________________________

     John McLain, President                                Attest: Darlene Judkins, Recording Secretary