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.
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
- Call to Order
- Roll Call
- Approval of the minutes of the previous meeting
- Treasurer Report
- Committee Reports
- Old Business
- New business
B. STANDING COMMITTEES
Chairpersons of the Standing Committees are appointed by the President & 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. Luncheon Committee
A Chairperson will be appointed by the President to organize and arrange the Spring Luncheon (Annual Meeting) and the December Holiday Luncheon. The committee will handle all of the arrangements including the dining room and menu and coordinate the program with the Board Officers.
Section 3. Blood Drive Committee
A Chairperson will be appointed by the President to organize and arrange volunteer participation of PGE Retirees in the Red Cross Blood Drives. The committee will coordinate with the Red Cross personnel for the location and staffing of the drive.
Section 4. Bowling Committee
A Chairperson will be appointed by the President to organize and arrange the Bowling League.
Section 5. Budget Committee
A Chairperson will be appointed by the President to prepare an annual budget to be presented at the April Board Meeting.
Section 6. Golf Committee
A Chairperson will be appointed by the President to organize and arrange golf events.
Section 7. Medical Assistance Committee
A Chairperson will be appointed by the President to process requests for financial assistance for medical expenses as set forth in Article IV of these Administrative Procedures.
Section 8. Nominating Committee
A Chairperson will be appointed by the President to head a committee with the responsibility to nominate Officers no later than the February Board meeting. The Committee will submit their report to the Board of Directors at the April Board meeting to prepare for the Annual Meeting in May.
Section 9. Picnic Committee
A Chairperson will be appointed by the President to choose the location, organize and arrange the annual PGE Retirees Inc. picnic.
Section 10. Retiree Benefit Committee
A Chairperson will be appointed by the President to serve with the President, Vice President, Treasurer, Recording Secretary, Corresponding Secretary and Past President to review benefit programs available to PGE retirees. The Committee will make recommendations to PGE management regarding the benefit programs and address any other items of mutual interest to retirees and PGE.
Section 11. Communications Committee
A Chairperson will be appointed by the President 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.
a. A “PGE Retiree Inc. Newsletter” will be published every two months, in general. A member will be appointed as Editor who will collect content from Officers, Committee Chairpersons, members and the PGE Corporate Liaison. The Newsletter will not be used for commercial purposes of any kind without approval of the Board of Directors.
b. A PGE Retiree Inc. Website will be designed and maintained by a team of members. The member appointed as Webmaster will oversee the members working in this area. 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.
c. A PGE Retiree Inc. Database will be created and maintained by a team of members. The member appointed as Contact Manager will oversee the members working in this area. The database will include a list of active members and their contact information required for communications, including email addresses, phone numbers and street addresses. The team will use an online software system (such as MailChimp) to maintain member contact information; use email inboxes (such as PGERetirees@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.
An Annual Budget will be prepared using the fiscal year from June 1 through May 31. All incoming checks should be made out to PGE Retirees Inc. and marked for the particular 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 signatory 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 the June Meeting.
III. ACTIVITES AND OPERATIONS
A. SPECIAL EVENTS
Chairpersons will be recruited for these responsibilities by the President with approval by the Board. These activities include, but are not limited to, tours, sports activities, luncheons, the retiree annual picnic and any other special events.
B. 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 Retiree Inc. without compensation (unpaid volunteers).
IV. MEDICAL ASSISTANCE
A Chairperson will be appointed by the President and approved by the Board to handle member inquiries for Medical Assistance from PGE Retirees Inc. and to determine with the help of the Medical Assistance Committee if such inquiry is legitimate and qualifies for payment to a medical provider. The maximum sum which may be distributed by the Medical Assistance Chairperson, or committee members in his absence, is $300. The Committee shall maintain a brief written summary of the need for assistance. For required confidentiality, the name of the person needing the assistance will only be recorded in the files of the Chairperson of the Medical Assistance Committee. The Chairperson may be authorized to sign checks disbursing such funds at the discretion of the Board of Directors. Such checks shall be directed to the health care provider for the needed materials and/or services.
V. REVISIONS, APPROVAL AND DISTRIBUTION
Administrative Procedures may be revised by the Board of Directors at any regular, special or annual meeting of the Board of Directors. The Administrative Procedures will be reviewed by the Bylaws Committee to ensure there is no conflict with the Articles in the Bylaws.
Approval by the majority of the Board is required for any revisions to the Administrative Procedures of PGE Retirees Inc.
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.
VI.. ADOPTION OF ADMINISTRATIVE PROCEDURES
The Administrative Procedures were approved and adopted by the PGE Retirees Inc. Board of Directors on Monday, February 10, 2020.
Stan Chiotti, President Attest: Darlene Judkins, Recording Secretary
PGE Retirees Inc. PGE Retirees Inc.