Lane Electric - A Touchstone Energy Cooperative


Minutes of the Board of Directors’ Regular Meeting December 21, 2015

The Lane Electric Cooperative, Inc. (LEC) Board of Directors convened its regular board meeting on December 21, 2015 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, Treasurer Jack Billings, Secretary Hugh Buermann, 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 9:20 am); Matt Michel, General Manager; Debi Wilson, Manager of Office & Staff Services; Tony Toncray, Manager of Engineering & Operations, Cynthia Scoble, Controller; Zechariah English, Energy Services Representative, and John Murray, Energy Services Representative.
Executive Secretary Brenda Everts acted as recording secretary. Member Input

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 November 23, 2015 board meeting minutes. President Seubert declared the November 23, 2015 minutes approved as presented.

Safety Program Report
Engineering & Operations Manager Tony Toncray reported on the November inside Office and outside Construction and Maintenance safety meetings, and the Employee Safety Performance graphs through October. He also reported on the RESAP walk through and the onsite observation report out from NRECA. He provided the topic scheduled for the January inside safety meeting. Director Billings reported on the inside safety meeting he attended. Director Knudsen Obermeyer will attend next month’s Inside safety meeting. Director Buermann will attend the January Construction & Maintenance Safety meeting.

Financial Report
Controller Cynthia Scoble reported on LEC’s financial condition for the period ending November 2015. She also explained the IRS form 990 Questionnaire for 2015. Debi Wilson reported on the cost of service analysis report.

Policy Review
General Manager Michel presented Policy 102 (Replacement of Director – Midterm) for review. Discussion occurred. Upon motion made and seconded, the Board affirmed Policy 102 (Replacement of Director – Midterm).

Executive Session
The Board along with General Manager Michel entered into executive session to discuss Policy 203, Exhibit 1(Compensation Administration).

Policy Review Continued
The Board returned to regular session. Upon motion made and seconded, the Board to adopted Exhibit 1 of Policy 203 (Compensation Administration) as amended. The Board also directed staff to present a cost of living adjustment proposal in January 2016.

Authorize Committees
General Manager Michel updated the Board on the process for appointing members to the Nominating Committee in January. He also advised the Bylaws Committee will be considering any proposed changes to the bylaws.

Facilities Report: Tony Toncray gave an update on the facilities renovation.

Director Reports: Directors Billings, Buermann and Shorey all reported on the NRECA Winter School for Directors they attended in Nashville, Tennessee.

ORECA: President Seubert reported on the ORECA meeting and class in Salem. He also reported he is now the President of the ORECA Board.

Government Affairs: General Manager Michel reported on a renewable portfolio standard ballot initiative and ORECA legislative issues.

General Manager: General Manager Michel shared thank-you notes received and reported on: PNGC matters, BPA energy efficiency program audit, trade association nominations, Policy 401 expenditures, pre- pay, MPA Plus, member input on rates, Christmas Eve early closing, Northwest Power & Conservation Council public hearing; PPC matters, Oregon Department of Energy meeting, 2016 budget workshop date, recruitment update, upcoming chamber of commerce events, federal policy updates, and Douglas Electric co-op update.

The Board directed Director Keable to work with staff on annual meeting director jackets.

Community Solar Garden Report
Energy Services Representative Zechariah English reported on the progress of the Community Solar Garden to date. The Board toured the Garden.

Strategic Plan Review
General Manager Michel provided the Board with the quarterly strategic plan update. The Board discussed strategic planning for 2016.

Annual Conference Scheduling & Appointments
Upon motion made and seconded the Board appointed Director Kessler as Lane Electric’s NRECA, NRTC, CFC and NISC voting delegate for calendar year 2016, and Director Shorey as the alternate.

Donation Requests
Upon motion made and seconded, the Board approved a donation in the amount of $ 250 to the Cottage Grove Community Sharing Program.

Upon motion made and properly seconded, the board approved $1,000 to the Cameron Frasnelly family fund to be paid out of the general fund account determined by the general manager.

Agenda Items for January 25
President Seubert reviewed next month’s agenda items.

Action Review:
Approval of the agenda, approval of the minutes, Approval of Policy 102 as presented, Policy 203 exhibit 1 only as amended, report in January COLA, directed Director Keable to work with staff on jackets for the annual meeting, appointed Director Kessler as annual meeting delegated for NRECA, CFC, NRTC, and NISC voting delegate and Gerald Shorey as alternate, donated $250 Cottage Grove Community Sharing Program, and donated $1,000 to the Cameron Frasnelly Family fund.

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

Being no further business to come before the Board, President Seubert adjourned the meeting at approximately 4:02 p.m.