Lane Electric - A Touchstone Energy Cooperative

09-28-15

Minutes of the Board of Directors’ Regular Meeting

September 28, 2015

 

The Lane Electric Cooperative, Inc. (LEC) Board of Directors convened its regular board meeting on September 28, 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 9:00 am); Matt Michel, General Manager; Dave D’Avanzo, Manager of Member & Regional Affairs; Debi Wilson, Manager of Office & Staff Services; Tony Toncray, Manager of Engineering & Operations, Cynthia Scoble, Controller; and Andy Cave, IT Coordinator. Others present: Ashley Adelman and Marilyn Cross

Executive Secretary Brenda Everts acted as recording secretary.

 

Member Input

Ashley Adelman and Marilyn Cross thanked the Board for its support of the community in co-sponsoring Ashley as an AmeriCorps RARE intern for the McKenzie area.

 

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 August 24, 2015 board meeting minutes. President Seubert declared the August 24, 2015 minutes approved as presented.

 

President Seubert asked if there were additions or corrections to the August 24, 2015 organizational meeting minutes. President Seubert declared the August 24, 2015 organizational minutes approved as presented.

 

Safety Program Report

Engineering & Operations Manager Tony Toncray reported on the August inside Office and outside Construction and Maintenance safety meetings, and the Employee Safety Performance graphs through August.

Financial Report

Controller Cynthia Scoble reported on LEC’s financial condition for the period ending August 2015.

 

Office & Staff Services Manager Wilson presented a recommendation to amend the 2015 Capital Budget to mitigate depreciation expense related budget impacts on the LEC’s budgeted margins. Discussion occurred. Upon a motion made and seconded, the Board amended the 2015 Capital Budget in the following capital budget category: Add $150,000 for Construction-Distribution.

 

Manager Wilson presented the question of retaining an audit firm. Discussion occurred. President Seubert convened an executive session on the matter and excused staff from the meeting. Upon returning to regular session, the Board directed staff to continue with the current Auditor, Kenneth Kuhn’s & Company, for the 2015 tax year and contact Dan Kessler with CFC regarding an Audit Educational class.

 

Policy Review

General Manager Michel presented Policy 204 (General Manager Compensation & Evaluation) and noted that it will be scheduled as a workshop.

 

He then presented Policy 604 (Damage to Member Property) for review. Discussion occurred. Upon motion made and seconded, the Board adopted Policy 604 (Damage to Member Property) as presented.

Community Solar Garden Report & Guidance

Manager Member & Regional Affairs, Dave D’Avanzo gave an update on the Community Solar garden. Discussion occurred. The Board asked staff to investigate the possibility of offering the members a payment plan option to purchase panels in the solar garden, and to investigate the possibility of using Green Power anticipated funding to help with the project. The Board agreed to offer a solar MemberChoice option and a wind MemberChoice option to members.

 

Reports

President Seubert reviewed this year’s committee assignments with one clarification: Chris Seubert and Kathy Keable will co-chair the Member Appointments Committee.

 

Director Reports: None

 

ORECA: President Seubert reported on the following items: 2016 budget committee meeting, possible dues restructuring, location change for mid-year meeting, office relocation.

 

Government Affairs: General Manager Michel reported on the following items: The State of Oregon’s response to the EPA Energy Plan and the state’s Energy Supplier Assessment.

 

General Manager: General Manager Michel shared thank-you notes received and reported on: Capital credits received, PNGC and PPC updates, ORECA nominations, capital expenditures over ten thousand dollars, pre-pay update, Upper McKenzie development activities, United Way, engineering supervisor recruitment, and board tours.

 

Annual Meeting Planning Guidance

Manager D’Avanzo reported the statistics from this year’s series of meetings, three district and one annual meeting. Discussion occurred. The Board directed staff to work with the 2016 Annual Meeting Chair, J. Ingrid Kessler, to start planning for the 2016 series of meetings.

 

Director Timesheets Made Easy

Information Technology Coordinator Andy Cave gave a presentation on how to complete director timesheets.

 

A Co-op Director’s Fiduciary Duties

Attorney Fadeley presented a board training on co-op director fiduciary duties.

 

Donation Requests

President Seubert presented the Sharing Among Neighbors Toy Appeal (S.A.N.T.A.). The Board approved a donation in the amount of $400.00 to the Sharing Among Neighbors Toy Appeal (S.A.N.T.A.).

 

Agenda Items for October 26

President Seubert reviewed next month’s agenda items.

The Board scheduled the following meetings:

October 21st Policy 204 workshop and Annual Meeting Committee meeting

November 4th Board Retreat with Barbara Wirtz

November 12th Board Budget Workshop

 

Action Review: Agenda and minutes approved; check RESAP Recordable Vehicle Incidents number; approved $150,000 capital budget amendment; continue with current auditor for 2015; plan audit committee training in 2016 prior to receipt of 2015 audit; Policy 204 workshop planned, Policy 604 adopted as presented; staff to investigate payment options and the use of Green Power funding for the Community Solar Garden; staff to investigate a payment plan option for the Community Solar Garden; consensus to offer a solar MemberChoice option as well as a wind option; clarified Board committee chair role for Member Appointments Committee; schedule the directors’ fiduciary duty training annually; $400 donated to the Sharing Among Neighbors Toy Appeal (S.A.N.T.A) project; and scheduled a Budget workshop on November 12th, a board retreat on November 4th, a workshop on October 21st as well as an Annual Committee meeting that same day.

 

Meeting Review: Directors offered feedback on the meeting.

 

Executive Session

The directors along with Attorney Fadeley entered into executive session.

 

Adjournment

Being no further business to come before the Board, President Seubert adjourned the meeting at approximately 4:15p.m.