Lane Electric - A Touchstone Energy Cooperative

05-23-16

Minutes of the Board of Directors’ Regular Meeting

May 23, 2016

 

The Lane Electric Cooperative, Inc. (LEC) Board of Directors convened its regular board meeting on

May 23, 2016 at the LEC corporate office at 787 Bailey Hill Road in Eugene, Oregon.

 

Call to Order

President Christopher B. Seubert called to order the LEC Board regular monthly meeting around 9:00 am with a quorum present. Directors present were: Vice-President J. Ingrid Kessler, Secretary Hugh Buermann, Treasurer Jack Billings and directors Susan Knudsen Obermeyer, Kathy Keable, and Jerry Shorey.

 

Also present at different times in the meeting were: Charles N. Fadeley, LEC attorney (arrived at 9:00 AM); Matt Michel, General Manager; Dave D’Avanzo, Manager of Member & Regional Affairs; Debi Wilson, Manager of Office & Staff Services; Cynthia Scoble, Controller, and Energy Services Representatives, John Murray and Zechariah English.

 

Executive Secretary Brenda Everts acted as recording secretary.

 

Member Input

None.

 

Approval of Agenda

President Seubert asked if there were additions or amendments to the agenda. President Seubert declared the agenda approved as presented.

 

Approval of Minutes

President Seubert asked if there were additions or corrections to the April 25, 2016 board meeting minutes.  President Seubert declared the April 25, 2016 minutes approved as presented.

 

Safety Program Report

General Manager Michel reported on the May inside Office safety meeting and the topic for the outside Construction and Maintenance safety meeting to be held May 26.  He also reported on the Employee Safety Performance graphs through April. He provided the topic scheduled for both the June inside and outside safety meetings is Mayday procedures. Director Knudsen Obermeyer will attend next month’s Office Safety meeting. Director Billings will attend the next month’s Construction & Maintenance Safety meeting. Discussion occurred on concealed weapons and fire drills.

 

Financial Report

Controller Cynthia Scoble along with Debi Wilson, Manager of Office & Staff Services reported on LEC’s financial condition for the period ending April 2016. Discussion occurred.

 

Audit Services

Audit Committee Chair Billings along with Manager Wilson discussed the cover letter and request for proposals to send out to various audit firms.  The Board directed staff to send out requests for proposals to the identified firms and also to create a list of interview questions.  Chair Billings asked to have any questions Directors would like to see on the questionnaire to staff prior to June 20.

 

 

 

 

Tax Matter Authorization

General Manager Michel along with Manager Wilson explained the tax matter at hand. Upon motion made and properly seconded it was moved to direct Board President Seubert to sign staff’s cover letter to the IRS authorizing the IRS to discuss tax matters with Debi Wilson, Manager of Office & Staff Services.

 

Executive Session

The directors along with General Manager Michel and Attorney Fadeley entered into executive session.

The board returned to regular session. Upon motion made and properly seconded it was moved to direct the general manager to sign the Letter of Agreement regarding on-call pay with the IBEW Local 659 Unit A bargaining unit.

 

Policy Review

General Manager Michel presented three policies for review:

 

Policy 211 (Employee Holiday & Leave Privileges)

Policy 212 (Fitness for Duty)

Policy 214 (Employee Drivers Policy)

 

Upon motion made and seconded, the Board adopted Policy 211 (Employee Holiday & Leave Privileges), as amended in the board packet.

 

Upon motion made and seconded, the Board adopted Policy 212 (Fitness for Duty) as amended in the board packet, including replacing the words “substantial” and “major” with “significant” in Attachment A, section I(B)(1)(a).

 

Upon motion made and seconded, the Board adopted Policy 214 (Employee Drivers Policy) as amended in the board packet.

 

NRECA Resolutions Concepts

General Manager Michel presented two draft resolutions concepts being recommended to submit to the NRECA Resolutions Committee.  Upon motion made and properly seconded it was moved to submit the two presented resolutions on education and stranded costs to the NRECA Resolutions Committee.

 

Reports

Facilities Committee: Facilities Committee Chair Shorey reported on the progress of the facility renovation.

 

Annual Meeting: Annual Meeting Chair Kessler along with Dave D’Avanzo, Member & Regional Affairs Manager facilitated a feedback session on this year’s four district meetings. Manager D’Avanzo also updated the Board on offered assistance to a vandalized youth camp in the service area.

 

Director Reports: Directors offered comments on their recent activities.

 

ORECA: President Seubert reported on ORECA matters. General Manager Michel shared an update on the ORECA Governmental Affairs Committee activities and other legislative and regulatory efforts, including the NRECA Legislative Conference in Washington DC.

General Manager: General Manager Michel shared thank-you notes received and reported on: PNGC Matters, PPC and BPA matters; information contained in the Miscellaneous Readings; Policy 401 expenses; community solar garden; prepay; net metering; Lane Electric’s load forecast, PUC inspection progress and program, Policy 605 (Multi-Purpose Room Use) interpretation limiting use to work nights; LEC’s partnering in RARE intern sponsorship for the McKenzie area; and other timely updates.

 

Energy Services Programs Overview:

Energy Services representatives John Murray and Zechariah English gave a day-in-the-life perspective of the work they perform along with the different programs offered to members.

Earthquake Preparedness:

Zechariah English gave an earthquake preparedness presentation the he recently presented to staff and the McKenzie river Chamber of Commerce.

Donation Requests:

President Seubert presented three donations for consideration:

 

  • Lane Pomona Grange No.14
  • Relay for Life
  • CFC Integrity Fund

 

The Board asked to table the Lane Pomona Grange donation until next month to allow time for more information gathering.

 

The Board approved a donation in the amount of $500 to the Relay for Life.

The Board approved a donation in the amount of $1500 to the CFC Territorial Integrity fund, $500 by check and $1,000 deducted from the CFC patronage capital refund this year.

 

Agenda Topics for June 27th

President Seubert reviewed next month’s agenda items.

 

Action Review

Approval of the agenda as amended, approval of the minutes, directed staff to distribute audit services RFP to selected firms, authorized President Seubert to sign staff’s cover memo to the IRS, directed the general manager to sign a Letter of Agreement with IBEW Local 659 Unit A interpreting on-call pay, adopted Policy 211 (Employee Holiday &Leave Privileges) as amended, adopted Policy 212 (Fitness for Duty) as amended, Adopted Policy 214 (Employees Drivers Policy) as amended, directed the general manager to timely submit two resolutions to the NRECA Resolutions Committee, directed staff to provide background on Lane Pomona Grange, donated $500 to Relay for Life, and donated $1,500 to CFC Territorial Integrity Fund ($500 by check and $1,000 by deduction from expected capital patronage).

 

Adjournment

Being no further business to come before the Board, President Seubert adjourned the meeting at approximately 4:00 p.m.