Lane Electric - A Touchstone Energy Cooperative

11-28-16

Minutes of the Board of Directors’ Regular Meeting

November 28, 2016

 

The Lane Electric Cooperative, Inc. (LEC) Board of Directors convened its regular board meeting on November 28, 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 Susan Knudsen Obermeyer and directors Jack Billings, Kathy Keable, and Jerry Shorey.

 

Also present at different times in the meeting were: Charles N. Fadeley, LEC attorney (arrived at 9:00 am); General Manager, Matt Michel; Tony Toncray, Manager of Engineering & Operations; Dave D’Avanzo, Manager of Member & Regional Affairs; Debi Wilson, Manager of Office & Staff Services; Cynthia Scoble, Controller and AKT Auditors, Liz Clarke and Scott Daniels.

 

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 amended.  An additional executive session was added prior to the consideration of adopting the 2017 budget discussion.

 

Approval of Minutes

President Seubert asked if there were additions or corrections to the October 24, 2016 board meeting minutes.  President Seubert declared the October 24, 2016 board meeting minutes approved as presented. 

 

Safety Report

Manager Toncray reported on the October inside Office safety meeting and the outside Construction and Maintenance safety meeting and the Employee Safety Performance graphs through October.  He also reported on his recent training at the NRECA Safety Summit.  Director Billings will attend next month’s Office Safety meeting. Director Shorey will attend the next month’s Construction & Maintenance Safety meeting.

 

Financial Report

Cynthia Scoble reported on LEC’s financial condition for the period ending October 2016. Discussion occurred.

 

Medical & Dental Insurance Renewal

Debi Wilson explained the medical and dental options available to Lane Electric’s employees this year. Upon motion made and seconded, the Board authorized the renewal of both medical insurance coverage with Providence Health Plan and dental insurance coverage with NRECA for the Cooperative employees for budget year 2017.

 

Consider Adoption of 2017 Budgets

Manager Wilson along with Cynthia Scoble presented the 2017 operating and capital budgets. Discussion occurred. Upon motion made and seconded, the Board adopted the operating and capital budgets as presented and identified as Version 2 in the board packet for fiscal year 2017. 

 

Executive Session

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

 

LEC Pre-Audit Conference

The Lane Electric Board of Directors, acting as the Audit Committee, met with Scott Daniels and Liz Clarke of AKT for the 2016 Pre-Audit Conference on November 28, 2016.  Mr. Daniels introduced himself and his firm to the Board.  AKT went over the general approach to the audit, audit services and responsibilities, and schedule of work. AKT also went over recent professional and regulatory changes and fraud considerations. The Committee asked staff if they had any input. A Committee member confirmed the audit would look at cash receipt procedures/controls. The Audit Committee went into executive session with the auditor and system attorney.  Staff was excused.

Policy Review

General Manager Michel presented three policies for review this month.

 

  • Policy 210 (FEMA Procurement Policy)
  • Policy 301 (Service Policy)
  • Policy 302 (Safety & Loss Control Activities)
  • Policy 603 (Donations & Contributions)

 

Upon motion made and seconded, the Board adopted Policy 210 (FEMA Procurement Policy) as presented in the board packet.

 

Policy 301 (Service Policy) was tabled.

 

Upon motion made and seconded, the Board adopted Policy 302 (Safety & Loss Control Activities) as revised and presented in the board packet. 

 

Upon motion made and seconded, the Board adopted Policy603 (Donations & Contributions) as revised and presented in the board packet. 

 

Reports

Committee: Annual Meeting Committee – Dave D’Avanzo reported the dates for the five District meetings have been discussed and all but one venue selected.

 

Director Reports: Directors offered comments on their recent activities.

 

ORECA: President Seubert was asked to find out what ORECA’s stance on safety is.

 

Manager’s Report: General Manager Michel reported on:

 

Bylaws Review

Attorney Fadeley gave the third of a four-part training series on Lane Electric’s Bylaws.

Community Solar Garden Update

Member & Regional Affairs Manager Dave D’Avanzo reported on a proposal for fully subscribing the Community Solar Garden to achieve the goal of subsidy-free project.  Upon motion made and properly seconded it was approved to apply Member Choice Funds to Purchase the Solar Garden’s Remaining Output with the Generation Benefits to be Applied to Lane Electric’s Member Assistance Program.

Appointments

CoBank Voting Delegate: Upon motion made and properly seconded Matt Michel was appointed as CoBank Stockholder Voting Delegate for 2016.

Donations

President Seubert presented the following donations for consideration:

 

  • Mid Lane Cares
  • Toys for Tots
  • Blue McKenzie Lions Club
  • Senior Meals – Oakridge
  • Fern Ridge Library Foundation

 

Motion made and seconded to donate $400 to the Toys for Tots Program.

Motion made and seconded to donate $500 to the Blue McKenzie Lions Club Program.

Motion made and seconded to donate $500 to the Senior Meals – Oakridge Program. 

Motion made and seconded to donate $400 to the Fern Ridge Library Foundation Program.

 

Agenda Topics for December 19th

President Seubert reviewed next month’s agenda items.

Travel Check-In: Brenda Everts gave a travel and training update.

 

Action Review

General Manager Michel

 

Adjournment

Being no further business to come before the Board, President Seubert adjourned the meeting at approximately 3:30pm.