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07-23-02 Conrad Mansion MinutesCONRAD MANSION BOARD MINUTES JULY 23, 2002 HEDGES SCHOOL Present: Rita Fitzsimmons, Ev Sliter, Rick Champoux, Norb Donahue, Shirley Miller, Betty Norem, Tia Robbin, Gayle Vidal Rita called the meeting to order at 8:05am. The June 20th minutes were approved as written. Tia, Rick and Gayle reported on the Personnel Committee's meeting with Lynn held on June 25th. The meeting lasted over an hour. Larry was present and participated in the discussion. Lynn was presented with a document outlining concerns raised by staff. She was informed that the problems indicated had been brewing for some time. She was asked to respond, in writing, as soon as possible. Last week a follow up letter was sent to Lynn, again requesting her written response. That response was reviewed on Monday, July 22nd, by Rita with copies for all Board members. Tia noted that Lynn's initial response during the meeting was to say that most of the problems are Teri's and that Teri wants her job. She stated that although last year she was ill, this year she is not. Some Board members have heard that since the meeting with Lynn, Larry has visited at least two staff members at home questioning whether they wrote letters to the Board. When one said she had, Larry told her he hoped she could sleep at night because he and Lynn could lose their house. He asked another staff member to write a letter supporting Lynn but she refused. After reviewing Lynn's responses most Board members agreed that the tone of the response seems directed more at finding blame and rationalizing behavior than at honest problem solving or genuinely understanding and addressing the concerns directly. Options brainstormed for responding to the management problems included: 1) leave things as they are, 2) offer Lynn a different position as a consultant, historian and/or trainer of guides, and 3) meet with Lynn and Teri as management and tell them they need to solve their problems or look for other employment. Ev said that we need to tell Lynn she needs to treat everyone with respect. Board members agreed we need to address the problems at hand with both Lynn and Teri as our managers. Members discussed whether this meeting should occur with each one separately or with both together. At least four Board member stated that Larry's role is not the main issue --that as manager, the "buck" should begin and end with Lynn. A motion was made and seconded that the Personnel Committee and President 1) meet with Lynn and Teri to tell them that they are to work productively and in good faith together to end these management problems, (continued on page 2) PAGE 2 CONRAD MANSION BOARD MINUTES JULY 23, 2002 HEDGES SCHOOL 2) meet with Lynn privately to tell her that the way she addresses her management responsibilities with both staff and the public, has generated serious problems. She needs to address these problems effectively or risk termination, and 3) Rita, as President, should draft a general staff notification that recent communications from staff have been appreciated, that a correction plan is in place, and that we need everyone's full cooperation to help resolve any further difficulties which may arise. The three part motion passed unanimously. Ev gave a brief Treasurer's report. We have $10,000 in the bank after paying all bills to date. We have $234,000 in savings. The Endowment Fund has $1689, including $500 "seed" money from Ev. It also contains 25 Glacier Bank shares. At our August meeting we need to discuss plans to promote the Endowment Fund. Ev suggested it may be best to rewrite by-laws from scratch. He will be meeting soon with attorney Jim Ramlow to discuss this idea. Rita has been discussing insurance options with Robin Boon. Currently individual Board members are within our rights to act as a Board under the written by-laws and are not at risk individually unless we violate our fiduciary obligations and use Mansion money for individual gain. We have personal injury and liability insurance independent from the City. Several Board members suggested it might be wise to add an errors and omissions component and perhaps one related to claims. As soon as Ev is able to provide budget information to Robin it was agreed that we should continue investigating these options with at least two insurance companies. The next regular meeting will be held Thursday, August 23rd, at Hedges School. The meeting was adjourned at 9:10am. Conrad Mansion Board Meeting Agenda for July 23rd, 2002, 8:00 a.m. Item I Approval/corrections of last meeting's minutes Item 2 Review of the Personnel Committee's meeting last June 25th with Lynn (and Larry) a. General explanation from Tia regarding the written concerns the Committee presented to Lynn b. Any necessary additional comments from Rick and Gayle c. Review of Lynn's written responses d. Reaction and recommendations • General discussion • Decision on our management goals and direction: what is our next step? Item 3 Household a. Clearer definition is necessary on Carrie's position and role b. General report from Ev on available funds c. Report from Ev on insurance form status d. Report from Rita regarding • Garden funds for the future • TIIP grant: being worked on by Carrie; out by the end of the month • Letterhead: in pre -press; will be printed late this week/early next • Bazaar dates: 25, 26, 27 Oct. • Stair Treads and UV Shades Item 4 Foundation a. We need to review where we are with the Foundation. • Writing a new set of bylaws for non-profit/tax-exempt status? • Appointing a 3-person committee to oversee the process • Discussion on Sam's endowment and memorial Item 5 Misc. business f F, Adjournment