ECRR Board Meeting Minutes                                                                         4-3-08

The ECRR Board met via phone conference at 8am.  Attending were:  Board members Craig Hartsock, Alice Jones, Mike Steinmaus, Laura Haynes, Kristyn Robinson, Keith Pitzer;  ECRR Executive Director Adam Webster, ECRR OSM/VISTA Sarah Walters, and ECRR advisor Allan Comp.
            Craig welcomed Adam aboard as ECRR ED. 
            The minutes to previous meeting were accepted.
            Adam reported the funding agreement with EPA is finally signed and returned.  It should be only a matter of days for the account to be set up and active to draw upon.   Alice requested a copy of the agreement sent to board members.  Allan reminded board members that state partners originally listed in grant might change in that all training providers must be procured through a bid process.
            The fall Hope and Hard Work Trainings prospective dates are as follows:  Northern Oct. 27-29, Southern Nov 3-5 at Canaan Valley Resort and Breaks Interstate Park, respectively.  Alice voiced concern about volunteers difficulty in getting to weekday events, but Allan responded that the OSM/VISTA trainings that bring watershed group members actually pulled more participation on weekdays than weekends.  Laura noted that November 3^rd is election day.  Adam will communicate with ACCWT planner Luke Elser about this and explore an alternative date for the southern training. 
            Sarah went over needs for the Project Flow grant.  These include the need for formal policies for a drug free workplace, safety involving minors, and volunteer medical info and release form.  This led to some exchange about liability risk when working with youth and/or volunteers.  Alice motioned and Kristyn seconded a motion for Sarah to put the policies with suggested changes in email to board members for approval.  Motion carried.
            Craig reviewed need for board recruitment committee to review terms and make suggestions.  This committee originally was comprised of Craig, Mike and Bruce.  Laura volunteered to join this committee and offer materials being developed by Savage River Watershed Association.
            Adam presented some thoughts on strategic planning, both short and longer term.  Alice suggested a Board retreat for this purpose and Mike agreed, suggesting member input as well.  Keith brought up the difficulty of getting together as a board as it is spread over several states.  Laura offered emailed material, again per Savage River Watershed.  Adam sought to clarify the discussion somewhat by defining the short term planning as being fundraising workplan vs. a longer term strategic planning for the direction of the organization.  Allan reminded the board of 1) issues and commitments within the scope of the Hope and Hard Work Grant.  This includes funding a roundtable as a culmination of the two year grant.  2)  In addition to this, how will the group be funded and what does the board want ECRR to do?  Adam sought direction by asking for a motion from the board to direct he and Sarah to develop outlines of both an annual plan and a strategic plan for the board by next board meeting.  Alice motioned, Laura seconded, motion carried. 
            Adam asked if everyone on the board had ECRR history, bylaws and board info.  Some did not.  He and Sarah will send this to everyone.
            Craig asked if ECRR was currently able to pay Adam.  He is and ACCWT has offered make a short term loan if needed.  The EPA grant account should be active soon.  Adam asked about being reimbursed for two months health care coverage that he is providing from his previous job.  This would be in the range of $500 or so.  After short discussion including the option to carry over two months coverage when and if Adam leaves, Keith motion to either reimburse Adam or carry over two months coverage, Adam’s choice.  Laura seconded.  Motion carried. 
            Next meeting is scheduled for May 1^st at 8am.  Sarah will email agenda and conference call info.