August Minutes 2011

UPPER NEHALEM WATERSHED COUNCIL

STEERING COMMITTEE MINUTES

Thursday August 4th, 2011

 

Attending:

Vic Dykstra (Fishhawk Lake)                         Jason Busch (SWCD and UNWC Chairman)                        

Gil McClain(citizen at large)                         Jo Zettler (citizen at large)                                                      

Lee Klingler (UNWC treasurer)                     Aaron Miller (Vernonia School District)

Cory Colburn (UNWC Vice-Chair)                Ben Fousek (citizen at large/UNWC Webmaster)

Eric Larke (UNWC Secretary)

 

7:01: Meeting Convenes: Welcome and Introductions

 

7:05 Minutes:

Action Item: Consider and approve minutes from last meeting. (Busch)

Moved (Gil McClain) and seconded (Eric Larke) to approve the minutes of the June 30th meeting of the Upper Nehalem Watershed Council Steering Committee. Motion passed unanimously with no Abstentions.

7:15 Organizational Development

            Action Item: Approve Final Draft of Fiscal Policy (Klingler)

Added Travel policy and mileage:  Change Section 8 to read “Every staff member and Steering Committee member is responsible for notifying the Executive Director or an officer of the Steering Committee if any action contrary to this policy has been taken by a staff member or a member of the Steering Committee.

Moved (Aaron Miller) and seconded (Cory Colburn) to approve as amended at this meeting. Motion passed unanimously, with no abstentions.

Action Item: Approve final draft of Personnel Subcommittee authority and responsibility (Larke)

Personnel Subcommittee authority and responsibility document section Responsibilities Item 1 changed to “ Annually review personnel policies (including but not limited to: paid leave, fringe benefits, hiring procedures, and employee classifications (e.g.: position titles, compliance with the Fair Labor Standards Act etc.)), employee job descriptions and performance evaluation process, and recommend any ;changes to the Steering Committee. Moved (Cory Colburn) and seconded (Vic Dykstra) to approve this document as amended. The motion passed unanimously with no abstentions.

Action Item: Approve final draft of Executive Director Job Description (Larke)

This document amended in section 2 (Management and Supervision) part 2 to read “Supervise all staff including authority and responsibility to hire, direct, support schedule, evaluate and release.

  • Ensure Staff compliance with policies and procedures
  • Make sure that staff collects, reports, and maintains information needed to ensure organizational compliance with funding sources.
  • Comply with state and federal wage and hour laws and employee rights.
  • Report to the Steering committee on employee performance and other staff issues as needed.

Moved (Aaron Miller) and seconded (Cory Colburn) to approve this document as amended. The motion passed unanimously with no abstentions.

Discussion Item: Strategic Planning

There is a need to develop a strategic plan. The September 22nd meeting will be expanded to start at 6pm and may run later then 9pm so that the Steering Committee will have time to work on this. Jo Zettler has volunteered to coordinate this with Tom O’Brien.

Discussion Item: Budget

No discussion.

Discussion Item: Work plan development

No discussion.

 

8:00 Personnel Subcommittee

            Action Item: Approve final draft of Executive Director Employment Agreement

This document was amended in Section 6, part 1 as follows.

“Paid Time Off: Subject to the approval of time by the Steering Committee of the UNWC, Employee shall be entitled too 15 working days of paid vacation and 10 days of sick leave in the first year of employment, accrued on a bi-monthly basis. Employee will accrue and additional 0ne (1) working day of vacation leave in each subsequent year of employment, to a maximum of 25 days. Any unused vacation and sick leave shall be carried into the next fiscal year up to a maximum of five (5) days for vacation leave and twenty (20) days for sick leave. Leave time taken is subject to the approval of the Steering Committee Chair”. Moved (Cory Colburn) and seconded (Lee Klingler) to approve this document as amended. The motion passed unanimously with no abstentions.

            Discussion Item: Continuing health insurance when an employee has been laid off.

No new information. The council is continuing to pay it at present.

8:20 Reports

Discussion Item: Treasurers Report (Klingler)

The Treasurers report was presented by Lee Klingler.

Discussion Item: Directors Report (Peyton)

8:40 Announcements

            Ben Fousek (KLS) signed up to get GIS licenses and will support GIS data for the UNWC. Ben also stated that the present UNWC website host is inadequate and that the council should move the website to “Go Daddy”. Steve Sorbets announced that he will soon start sending emails out weekly to track volunteer hours.

8:50 Public Comments:

            There were no public comments.

9:15 – Meeting Adjourned:   Fare Thee Well.