Lane Electric - A Touchstone Energy Cooperative

2013 October



Minutes of the Board of Directors’ Meeting

Lane Electric Cooperative, Inc.

October 28, 2013



            The regular monthly meeting of the Board of Directors of Lane Electric Cooperative Inc. was called to order by President Jeri Nelson at 11:00 AM on Monday, October 28, 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. 

Member Input

Mr. Jack Billings, Central District director candidates and Mrs. Martha Shearer, Row River District director candidate were present to observe the meeting.  Mr. Billings addressed the board regarding his views on the Nominating Committee’s responsibilities.


Approval of the Agenda

President Nelson asked if there were additions or amendments to the agenda. Mr. Crinklaw requested an addition of a late arriving donation request.  President Nelson asked if there were any objections.  Hearing none, she 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 September 23, 2013. Hearing none, President Nelson then declared the minutes approved as presented. 


Reports – Director & Committee


·         Director:


            Facilities Committee:  Director Seubert gave an update on the facilities renovation.


·         ORECA Director:


            Vice President Seubert, ORECA director, reported on NRECA’s Region IX meeting held in Portland. He also reported that the following ORECA activities:



·         Strategic planning session to be held in January 2014. 

·         The ORECA Mid-Year meeting will be held next year at “The River House” in Bend. 

·         The ORECA board meeting packets will now be on the director’s iPads. 

·         The ORECA Annual Meeting will be held in Salem from December 3-5.


·         ORECA Government Affairs Committee (GAC):


Mr. Crinklaw reported on The Government Affairs Committee meeting that was held concurrent with Region IX in Portland.  The main topics of that meeting were; the preparation for interim and 2015 Oregon legislation session, Governor Kitzhaber and Representative Greg Smiths’ RPS Task Force, and a ballot initiative that would have Hydro considered a renewable resource under RPS, a carbon tax, and Columbia Basin OPUC complaint.


·         NRECA Region IX Meeting


Directors Dymock, Sparks, Bangle, Leighter and Seubert all reported on the Region IX meeting held October 15-17 in Portland, Oregon.  They all mentioned it was a very good meeting and class (NWPPA – Crucial Conversations in the Board Room).


Mr. Crinklaw reported that Directors, Nelson, Bangle and Seubert all met with Monica Schmidt regarding planning for the Directors Transition Plan Retreat that will be held November 20 at the Cooperative’s headquarters. 


The General Managers’ search and selection process, and a selecting a consultant to help with that search, was another topic of discussion with Ms. Schmidt.


Report – Manager’s


·         Thank You Cards:

Cards and thank you letters were shared with the board.

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

Mr. Crinklaw gave an update on the following items:

·         The DRAFT Bi-Op completion date was completed Sept. 9.

·         The FINAL Bi-Op preparation date is expected to be prepared Mid-December.

·         The filing deadline for remanded Bi-Op to the court is Jan 1, 2014. 

·         ODFW is proposing a “Spill Test”

·         Status of Columbia and Snake River Chinook Run.


·         Regional/Federal Power Issues:


Mr. Crinklaw reported on the following issues:

·         Employment status of BPA’s Administrator Bill Drummond and Deputy Administrator Anita Decker is still a big issue.

·         Congressional Engagement

·         The Columbia River Treaty

·         BPA Treasury Payment


·         PNGC Financial report:


Mr. Crinklaw reported on the current monthly and year-to-date financials for PNGC through September.  He also reported the 2013 audit is underway.

·         PNGC Activities:


Mr. Crinklaw reported PNGC’s Annual Meeting was held Sept. 30 and Oct 1 at the Double Tree Hotel in Portland.  The main topics were; Clean Hydro Campaign, Strategic Education, and a presentation by Sara Patton, Northwest Energy Coalition.

·         King Estate Solar Project – Update

Mr. Crinklaw gave the 2013 generation quarterly review.

·         Net-Metering Installation:


Mr. Crinklaw reported there was one new net-metering installation for the month of September, bringing the total net-metering participants to 53 residential and two commercial systems producing 222,111 kWh per year.

·         Oregon PUC Inspection

Mr. Crinklaw reported that the Oregon PUC staff a portion of the Cooperative’s Transmission and Distribution system.  Very few violations were observed, most of those were telecom violations.

·         LIHEAP Update

Mr. Crinklaw reported the LIHEAP program will open November 1.  The federal funding has not yet been released, but is expected to be similar to last year, $2.3 million.

·         Member Assistance Program (MAP) Update

Mr. Crinklaw reported on the number of members that the federal funding and the MAP funding helped.

·         Pre-Pay Program Update:


·      Participants = 725

·      Participation = 6.1 %


Mr. Crinklaw mentioned the goal is to have 10 percent participation by 12/31/13. 



Conferences & Meetings:

·      NRECA Annual Meeting – Nashville TN, Feb 27 – March 7.  Registration opens late November.  Contact Brenda Everts if interested in attending.


·         Oregon Connections Telecommunications Conference – Hood River Inn, October 24.  Mr. Crinklaw gave a presentation titled “AMI/Smart Metering – A Game Changer”.


·         Cottage Grove Community Foundation Dinner Annual Dinner, October 17.  Those who attended are Mr. & Mrs. Crinklaw, Director Bangle, and Director Seubert. 

·         Managers Report:


Notice of Retirement

·         Ruth Pomplin, Credit & Customer Service Supervisor

·         Laura Zane, Data Processing Coordinator

            Facebook – The Managers report will be posted on Facebook every month.

Director Transition Plan Retreat – Monica Schmidt, NRECA will facilitate at the Cooperative’s headquarters on November 20.

·         Travel & Meetings Itinerary:

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

Policy Review


Mr. D’Avanzo, Manager of Member Service reported there was one policy up for review this month, Policy 303 (Line Extension & Service Relocation).  There were some proposed changes in the policy.  A motion was made and properly seconded to renew as presented Policy 303 (Line Extension & Service Relocation).  The motion was approved by unanimous vote.

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


“Lane Electric Cooperative, Owned by Those it Serves”


Mr. Crinklaw showed a presentation from 1978 titled “Lane Electric Cooperative, Owned by Those it Serves”.  He explained that it was originally created to present at schools, civic events and service clubs and most of the content is still relevant today.


Lunch – Scott Corwin, Public Power Council


Scott Corwin, Public Power Council (PPC) spoke to the board regarding several different Northwest power issues.  A lengthy question and answer period followed.



Donation Request 

Kiwanis Holiday Food Drive – A motion was made and seconded to donate $500 to the Kiwanis Holiday Food Drive. The motion was approved by unanimous vote.

American Legion Post 64 – Oakridge School Flag Poles – A motion was made and properly seconded to donate $400 to the American Legion Post to help replace/upgrade three flag poles for the Oakridge School District.  The motion was approved by unanimous vote.

District Meeting Review & Critique


Mr. D’Avanzo presented the annual review and critique of the recently completed District Meetings.  There was discussion regarding what went well and what could use improvement. 

General consensus was the meetings all when well.


Oakridge Director Appointment Process


Following the announcement of Director Hill’s retirement, Mr. Crinklaw reported the board will need to appoint a member to serve the remaining portion of Mr. Hill’s term.  Policy 102 (Replacement of Director Mid-Term) provides guidance on the process.  The pieces of the Director Application were discussed and refined in preparation.


Introduction of 2014 Budget


Ms. Debi Wilson gave a preliminary status report on the development of the 2014 budget.  A work session was scheduled to be held November 22 to conduct a detailed, line-by-line review of the proposed 2014 budget.


EWEB Service Area Transfer – Update


Debi Wilson and Tony Toncray provided a detailed report on discussions with EWEB.  Lengthy discussion followed.


Financial Report


Ms. Scoble, Controller, along with Debi Wilson reported on the financial condition of the Cooperative for the period ending October 2013. 


Safety Program Report


Toncray, Manager of Construction & Maintenance, reported the Office safety meeting was held October 17 and the topic was “Winter Driving”.  The Construction and Maintenance safety meeting was held October 24. The topic was “Winter Driving”.  He also reported on the status of the Employee Safety Program through the end of September, and reported there have been 933 days without a time loss injury.   

Agenda Items for November 25

·         Donations

·         Adopt 2014 Budget

·         Health Insurance Renewal

·         Appoint ORECA Director and Alternate

·         Appoint ACRE Committee Representative

·         DRAFT Strategic Plan Initiatives & Objectives

·         Construction Work Plan Activities Report

·         Ratify 2013 Audit Engagement Letter/Agreement

·         Pre Audit Conference with Auditors

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.


The board reconvened from executive session.  Upon motion properly made and seconded and unanimously passed, the board approved the revised General Manger Retention Agreement as presented.  Executed copies of the revised agreement will be retained by the system Attorney and the General Manager.




Meeting adjourned at approximately 3:15 PM.