ECRR Board Meeting Minutes
Conference Call: Thursday, February 07, 2008
Agenda:
1) Adopting the Employment Agreement for Adam Webster
2) Discussing the spring trainings
3) Update on the EPA budget
4) Adam first steps
Present on call:
Laura Haynes, Kristyn Robinson, Mike Steinmaus, Keith Pitzer, Dvon Duncan, Sarah Walters
Craig called meeting to order. Sarah recorded minutes.
Keith update on budget:
Keith spoke with region 3 grant reviewers. They had comments and questions regarding funds allotted to partners and requested more detail for hours and services provided. This may change the budget for the better as it will be more accurate and responsible. Keith spoke with Allan about the budget and agenda. ECRR had requested draft agenda from ACCWT and will forwarded the agenda on to board members once received.
ECRR-EPA budget concerns:
Craig asked if the ECRR will have the grant money in to pay Adam’s first paycheck. Sarah asked if anyone has talked with Adam about the ECRR currently not having received the EPA funds. No one has mentioned this to Adam. Sarah and Keith are working on the budget with EPA region 3 to clear the funding before Adam arrives. Keith notes the paperwork is typical of EPA grants and he does not feel that the money is in jeopardy. Keith will keep the board informed of changes.
Meanwhile, ECRR is incurring expenses on behalf of the EPA grant. Canaan Valley is requesting funds for their services which are presently on hold and the Friends of Cheat fronted Sarah’s travel, lodging and food expenses for the EPA required Corpus Christi trip.
Employment Agreement for Adam Webster:
Craig spoke with Adam. Adam would like to move his start on the 25th of February, one week later than proposed. New start date adopted, all members in favor.
Please note the following changes:
The start date has been changed to February the 25th.
On item # 4, the phrase “40 hr” has been changed to “full time”.
On item # 6, the word “all” was taken out of the phrase “providing employee with
all equipment”
On item #7, the word “current” was placed in front of the phrase “auto insurance”.
On item #9, the number “6” in the phrase “6 hrs pay for vacation leave” was changed to
“4”—sick leave was left the same.
On item #9, add the phase “the employee may carry over 6 days vacation leave to next
year”
On item #12, the phrase “ECRR is an at will employer” was
added.
On item #13, percentages deleted. Insert “employer will pay premium for
employees
health insurance, individual only.”
Craig is talking with insurance agents. He will mail the premium to board when info is received
Item #16 was removed as not necessary.
Craig has discussed the overall concepts of the agreement with Adam.
Adam had two questions in response:
1) Is there comp time? Dvon said that he is considered a salaried employee. Board agrees that comp time will be handled informally.
2 Can I work from home in case of bad weather? Board agrees that he can work at home on occasion.
Kristyn asked if there will be a reporting process for Adam. Craig commented that RC&D has a reporting process. Craig stated that we should develop one. Keith added that this could help us know how he is getting acquainted with his new post and also track his progress. Mike mentioned the idea of a weekly pre-schedule to alert board of his whereabouts and activity.
The board agreed that Adam’s direct supervisors are the board Chair and co-chair and that he will submit a weekly advance schedule as well as a monthly Executive Director report that he will speak to in the monthly conference call with the board.
These items will be placed in the Employee Agreement.
Board agreed a time sheet is necessary to keep track of hours/leave. Craig will discuss with Allan. Craig has a time sheet we can use.
Craig entertained a motion for the board to accept the above Employment Agreement changes, Dvon made a motion, Kristyn accepted the motion, motion carried.
Next ECRR conference call is scheduled for March 6th , 2008, 9am. Sarah will send reminder and call-in info.