Lane Electric - A Touchstone Energy Cooperative

2013 February

Minutes of the Board of Directors’ Meeting

Lane Electric Cooperative, Inc.

February 25, 2013



            The regular monthly meeting of the Board of Directors of Lane Electric Cooperative Inc. was called to order by President Jeri Nelson at 11:04 AM on Monday, February 25, 2013, at the Cooperative’s office at 787 Bailey Hill Rd, Eugene, Oregon.   Directors present were Christopher B. Seubert, Vice-President; Patricia C. Dymock, Secretary; Charles J. Leighter, Treasurer; and directors, Charles E. Bangle, Loy M. Sparks and James W. Hill. Also present were Charles N. Fadeley, Cooperative’s attorney; Rick Crinklaw, General Manager; Dave D’Avanzo, Manager of Member Services; Debi Wilson, Manager of Office & Staff Services;  Tony Toncray, Manager of Construction & Maintenance; Doug Stockdale, Manager of Engineering Services; and Brenda Everts, Executive Secretary, who acted as recording secretary.


Call to Order


Member Input

Mr. Jack Billings was present to observe the meeting.


Approval of the Agenda

President Nelson asked if there were additions or amendments to the agenda. Mr. Crinklaw requested two amendments to the agenda.  He requested an addition of a donation request and a request to attend the Co-Bank Directors conference.  President Nelson then declared the agenda approved as amended.


Approval of Minutes

President Nelson asked if there were any additions or corrections to the minutes of the regular board meeting held on January 28, 2013. There was a corrected “Draft” version presented.  President Nelson declared the minutes approved as corrected.


Reports – Director & Committee


  • NRECA Annual Meeting:


Director Seubert gave a report on the NRECA Annual Meeting that he along with Mr. Crinklaw attended.  Mr. Seubert also reported the two classes he attended were, “How to be an effective board president” and “How to run an effective board meeting”.   He also mentioned he participated in a focus group while he was there.



Report – Manager’s


  • Thank You Cards:


Cards and thank you letters were shared with the board.


  • NRECA Annual Meeting:


Mr. Crinklaw reported on the NRECA Annual Meeting he attended in New Orleans.  He reported on Glenn English’s farewell speech as well as Ms. JoAnne Emerson’s welcome speech and retired General Honore’s speech.  Mr. Crinklaw also attended Federated Rural Electric’s and NISC’s annual meetings while in New Orleans.


  • Biological Opinion (BiOp)/ Fish & Wildlife Status:


Mr. Crinklaw reported on a lawsuit that was filed by the U.S. Humane Society to terminate the removal of seal lions at Bonneville Dam.  Federal Judge Michael Simon dismissed the lawsuit.  He also reported the CleanHydro television campaign was launched in February and will run ads through mid-June.  The ads should reach 4.5 million households along the I-5 corridor in Oregon and Washington.


  • Regional/Federal Power Issues:


Mr. Crinklaw reported on BPA’s 2014-2015 power and transmission rate case, Energy Secretary Chu’s Memo, the Columbia River Treaty and PPC’s Legislative Mission.


  • PNGC Financial report:


Mr. Crinklaw reported on the current monthly and the year-to-date financials for PNGC through December and the load forecast for the years 2013-2020.


  • PNGC Activities:


Mr. Crinklaw reported on the following PNGC issues: Integrated Resource Plan (IRP) update, Southern Montana G&T Bankruptcy, and Demand Response.


  • ORECA Activities Report:


Mr. Crinklaw reported he along with President Nelson and Vice President Seubert will be attending the Legislative Day functions at the Salem Convention Center and State Capitol March 13 – 14.  They have appointments with the following legislators; Sen. Lee Beyer, Rep. Bruce Hanna, Sen. Floyd Prozanski, Rep. Paul Holvey, and Rep. Phil Barnhart.


  • Net-Metering Instillations


Mr. Crinklaw reported on the two latest net-metering installations bringing the total net-metering participants to 46 residential and 2 commercial producing 196,658 kWh per year.


  • NRECA Retirement Plan Pre-Payment Option:


Mr. Crinklaw gave an update on the voluntary option offered by NERCA to better control and stabilize the Cooperative’s cost for RS Plan and reduce a potential deficit reduction contribution (DRC).  He reported the analysis to determine if there is a benefit to the Cooperative is beginning.


  • 2013 Scholarship Recipients:


Mr. Crinklaw reported the 2013 scholarship recipients have been interviewed and selected.


  • NRECA Youth Tour: Amy Watkins, Creswell
  • Graduating Senior: Braeden Cornelious, Veneta
  • Graduating Senior: Alex Poole, Eugene
  • Graduating Senior: Palmer Deeden, Eugene
  • At-Large: Katie Poole, Eugene


  • Conferences & Meetings:


Mr. Crinklaw reported the CFC Financial Workshop for Directors of ORECA Network will be held April 10 -11 at the Hilton Doubletree in Portland.  He asked to let it be known if anyone is planning on attending.


  • Notables (Recognition):


Mr. Crinklaw reported that United Way of Lane County nominated the Cooperative for the “Small Business Award” and “Employee Campaign Leader Award”.  The Cooperative is one of two companies nominated for both awards.  The awards will be presented on the United Way Community Celebration on February 25.


  • Managers Report:


Mr. Crinklaw gave a report on the following items:


  • Strategic Planning Retreat – Aug 20-21
  • Hand-out:  In the Loop, Feb. 2013
  • Hand-out: The Register-Guard – Rate increase sparks no complaints, EPUD says.
  • Hand-out: CFC Solutions: “Enacting a Capital Credits Policy Change”


  • Travel & Meetings Itinerary:


Each director received a copy of Mr. Crinklaw’s travel and meeting itinerary for February and March.



Attorney Chuck Fadeley arrived for the meeting at 12:00 P.M



Policy Review


Mr. D’Avanzo gave a review of Policy 306 (PCB Program), and Policy 310 (Weatherization & Energy Conservation Program). A motion was made and properly seconded to renew as presented Policy 306 (PCB Program) and Policy 310 (Weatherization & Energy Conservation Program).  Discussion followed.   The motion was approved by unanimous vote.


A motion was made and properly seconded to reconsider Policy 310. The motion was approved by unanimous vote.  Attorney Fadeley made wording changes in Section II-B. A motion was made and properly seconded to approve the corrected wording.  The motion was approved my unanimous vote.


Donation Requests


Community Sharing Program – A motion was made and properly seconded to authorize a donation of $150 to the Community Sharing Program.  The motion was approved by unanimous vote.


Introduction of Policy 605 (Multi-Purpose Room Use)


Mr. D’Avanzo introduced Policy 605 (Multi-Purpose Room Use).  Lengthy discussion followed.


Construction Work Plan Activities Report


Mr. Stockdale gave the quarterly construction work plan activities report.


Amendment of Policy 203, Exhibit 1 – Right-of-Way Coordinator


Tony Toncray, Manager, Construction & Maintenance reported that during the December board meeting the Board authorized the restructuring of the Cooperative’s right-of-way program.  One of the changes included converting the position of Right-of-Way Lead Foreman to Right-of-Way Coordinator.  The new position would have enhanced responsibility and be an exempt, non-union, position therefore compensation for the position is subject to Policy 203 (Compensation Administration).  The position title and a salary range to Exhibit 1 of the policy (Salary & Wages) would need to be added.   A motion was made and properly seconded to amend as presented Exhibit 1 of Policy 203 (Compensation Administration) adding the position title Right-of-Way Coordinator with commensurate salary range.  The motion was approved by unanimous vote.


Adoption of General Manger Transition Policies


President Nelson asked for the General Manager Transition Policies be tabled and revisited during the March meeting due to pending language changes.


Appoint Delegate for Cooperative Response Center


A motion was made and properly seconded to appoint President Nelson to serve as Lane Electric Cooperative’s 2013 voting delegate and representative at the annual meeting of the Cooperative Response Center; and that Director Bangle serve as the Cooperative’s alternate voting delegate.  The motion was approved by unanimous vote.


Request to Attend Co-Bank


A motion was made and properly seconded to approve all directors’ attendance that would like to attend the Co-Bank Energy Directors Conference to be held June 25 – 27 in Colorado Springs subject to the travel limitations set forth in Policy #108.  The motion was approved by majority vote.


Consider date for the 2013 Annual Meeting


Dave D’Avanzo reported on three proposed dates for the 2013 Annual Meeting, August 26, September 23, and October 28.  A motion was made and properly seconded to select October 28 as the date for the 2013 Annual Meeting.  The motion was approved by unanimous vote.


CRN Demand/Response Rate Concept


Dave D’Avanzo reported on the CRN Demand/Response Rate Concept.


Review Casualty & Liability Insurance Proposals


Debi Wilson, Manager of Office and Staff Services, reviewed two proposals for renewing Lane Electric’s Casualty & Liability Insurance.  Following discussion, a motion was made and properly seconded to renew Lane Electric’s Casualty & Liability Insurance with Federate Rural Electric Insurance.  The motion was approved by unanimous vote.


Financial Report


Ms. Scoble, Controller, reported on the financial condition of the Cooperative for the period ending January 2013.


Safety Program Report


Toncray, Manager of Construction & Maintenance, reported the Office sand Construction and Maintenance safety meeting will be held February 28.  The topic will be “First Aid / CPR”. He also reported on the status of the Employee Safety Program through the end of January, and reported there have been 689 days without a time loss injury.  Mr. Toncray also reported on the upcoming Kaizen event titled “Train the Trainer” that will provide leadership training for all foreman, supervisors, and managers in an effort to underscore the importance of their role in developing a safety culture.


Agenda Items for March 18


  • Adopt Policies:

–          General Manager Delegation of Authority Policy

–          General Manager Compensation & Evaluation Policy

–          General Manager Search & Selection Policy

  • Donations
  • iPad Tutorial



Legal report and Executive Session


There being no further business to come before the board in open session, the directors along with Mr. Crinklaw and Mr. Fadeley, entered into executive session.




Meeting adjourned at approximately 4:00 PM.