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06-16-02 Conrad Mansion MinutesCONRAD MANSION BOARD MINUTES MAY 16, 2002 HEDGES SCHOOL Present: Rita Fitzsimmons, Everit Sliter, Rick Champoux, Norb Donahue, Shirley Miller, Betty Norem, Tia Robbin Rita called the meeting to order at 8:00am. The minutes were approved as written. Members of the Personnel Committee (Rick, Gayle) and Rita reviewed the meeting with Lynn during which board expectations were discussed. Everit and Rita described subsequent conversations with Larry.. Rita, Gayle and Rick reviewed a second meeting at which Larry questioned Board intentions towards Lynn and asked that his role be clarified. To help the Board better understand both their paid and volunteer duties, Lynn and Larry agreed to keep a log of activities for the Board's review. Lynn also requested that a salary adjustment be considered and communicated from the Finance Committee as soon as possible so that she can convey that information to the staff. After discussion of both gardner's bids submitted by Miriam Ascher and John Doty, Ev moved and Norb seconded a motion to accept Miriam's bid of $7500 to be paid in monthly installments throughout the season. The motion passed. Miriam will care for the gardens, including over 2000 plants, research and plant new "vintage" plants and work towards a goal of conducting garden tours as a Mansion fundraiser. Norb and Ev reassured the Board that since we are a private board, not a public corporation, we are not bound by any process regarding publication and bidding of contracts or of posting public meeting notices. Norb recommended that we continue to talk with Donna Carr about the possibility of joining the Board in the future either as a paid secretary or as a Board member. At present Donna has indicated she is not able to give the time to either role. The insurance information requested from Robin Boon as not yet been received. Rita will recontact Robin and when it arrives we will discuss it. Rita announced that our application to Glacier Country for funds to help with our brochure reprinting was approved. By August we will pay only the cost of printing 30,000 brochures --a 2 year supply. ($2,345.00) The Chamber has offered the Mansion a position with their "Green Jacket" group. Before we accept it was recommended that we research costs we would assume beyond the purchase of the green jacket. Rita reported that the "Death by Chocolate " event was a huge success. 115 tickets were sold and over 200 people attended. A profit of $5,000 will be added to our roof fund. Shirley Page 2 Conrad Mansion Board Minutes May 16, 2002 attended the event. She stated that it was a great, goofy affair with lots of people in 1920's dress, many in fluffy feather boas! This year's Leadership class will recommend that next year's class repeat the event. Both Rita and Lynn are sending thank you notes to Leadership Flathead. Rita announced that the Bibler Garden Tour will be this weekend. This year the house will not be open. Rita informed the Board that Charles Campbell will visit the area this summer. She will be scheduling a Board meeting so that we may all meet. Rita presented four possible letterhead designs. It was recommended that Lynn make the final decision about which to use. Ev reported that Dave Meredith recommended that we replace the roof as soon as possible. He noted that cedar shakes would be double the money and last half as long as synthetic shakes. State money is available to help with costs. Rita advised that of three bids we accept Lynn's recommendation which is from Best Carpet. Covering 13 stairs to the basement with a heavy duty vinyl will cost $979.27. A lighter weight runner covering 16 stairs going upstairs will cost $435.00 The next meeting will be Thursday, June 20th at 8:00am at the Mansion. Tia will bring treats. The meeting was adjourned at 9:30am. CITY REPRESENTATIVES: Everit Sliter, Treasurer P.O. Box 8600 Kalispell, MT 59904 752-1040 Gayle Vidal 120 Woodland Avenue Kalispell, MT 59901 751-4090 (Hedges School) H-257-3142 FAX:751-4095 vidalg@sdS.kl2.mt.us COUNTY REPRESENTATIVES: Rita Fitzsimmons 233 5th Avenue East Kalispell, MT 59901 H-752-6465; W-752-6447 FAX: 752-6445 designworks@montanasky.net CONRAD MANSION BOARD OF DIRECTORS MARCH, 2002 Norb Donahue 144 Crestline Kalispell, MT 59901 752-1376 Tia Robbin 256 Dairy Drive Kalispell, MT 59901 755-2144 trr@kvhlaw.com Betty Norem P.O. Box 985 Kalispell, MT 59903 H:756-6090; Cell: 250-7905 FLATHEAD VALLEY COMMUNITY COLLEGE REPRESENTATIVE: Richard Champoux 516 Woodland Avenue Kalispell, MT 59901 756-6352 UNIVERSITY OF MONTANA REPRESENTATIVE: Shirley Miller 132 Riverview Drive Kalispell, MT 59901 257-1439 F`q,MILYREPRESENTATTVE. Charles Conrad Campbell Alicia Vick 635 Woodford 560 14th Avenue Missoula, MT 59801 Santa Cruz, CA 95062-4058 (831) 464-9809/476-1742 (406) 543-4982 jon@mtnweb.com EX-OFFICIO BOARD MEMBER: Norma Happ 187 Fairway Blvd Kalispell, MT 59901 257-4220 MUSEUM MANAGER: Lynn Redfield P.O. Box 1041 Kalispell, MT 59903 755-2166 H-257-5549 ASSISTANTS: Carrie Nelson Teri Florman FHS: 751-3497 125 Greenbriar Drive H: 756-9285 253-9518 CONRAD MANSION EMPLOYEE POLICY MANUAL Effective July 1, 2002 The following are the operating policies and procedures for the Conrad Mansion. This manual applies to all employees of the Conrad Mansion, whether managers, guides, maintenance employees, regardless of method of compensation, shall be provided to each employee upon employment with the firm. The Mansion Manager is Lynn Redfield. All Mansion staff are supervised by the Mansion Manager, and the Assistant Manager, who report to and are overseen by the Board of Trustees. "Management" used herein is defined collectively as the Manager, Assistant Manager and the Board of Trustees. 1. PAY DAY: Employees will be paid twice per month. If the pay day falls on a holiday or weekend, the check due will be paid on the preceding work day. 2. WORK DAY: The Mansion is open for business from 10:00 a.m. to 6:00 p.m. Employees' work hours may vary depending on the shift worked, and all employees are expected to be at the Mansion at least 10 minutes before their shift begins. Shift assignments are made by the Mansion Manager or Assistant Manager. No designated lunch break is provided, however, employees are encouraged to eat their lunches on the premises, in specified eating areas, when time is available. 3. OVERTIME: Hourly employees will be paid overtime at the rate of time -and -a -half for work in excess of eight hours in any one day and in excess of 40 hours during any work week. Payroll may not be issued for such overtime which has not been pre -authorized by the Mansion Manager, or Board of Trustees. Overtime work will be rounded to the nearest one -quarter hour. 4. BREAKS: No designated work "breaks" are scheduled for employees. However, if no tours are pending and the employee has fulfilled all assigned tasks, the employee may take a "break." Any employee not engaged in work assignments shall not disturb other employees working. This includes activities in the Mansion office. The quarters are close in the office, and many employees need to be performing Mansion business in the office area. Employees are expected to respect other employees and their need for a quiet, professional work environment. CONRAD MANSION EMPLOYEE POLICY MANUAL PAGE I r 5. PERSONAL BUSINESS: With the goal of limiting distractions to other employees, employees are encouraged to limit personal and social discussions, visits by family and friends, and telephone calls. While the Mansion management encourages a friendly work environment, too much personal discussion can sometimes be distracting. Employees are expected to respect the privacy of others. Disrespect for another employee's privacy, or any behavior the Mansion determines to be inappropriate with regard to interaction between employees, may be grounds for immediate discharge. 6. WAGES: Wages will be established each year and shall remain in effect until the following year. 7. VACATIONS/UNPAID LEAVE: No paid vacation time is provided to any employee. Should an employee need unpaid time off, the employee must request that time from the Manager. The request must be made at least 2 weeks prior to the time off requested. Whether the time off is granted is at the discretion of the Management. Employees shall not be guaranteed any time off, and shall not expect to maintain their employment should they take unauthorized leave from employment. 8. VACATION SUBSTITUTE: Each employee shall be responsible for helping the Management to obtain a substitute for any requested unpaid time off. 9. SICK LEAVE: If an employee is ill and cannot report for work, said employee shall immediately notify the Manager or Assistant Manager. If the Manager or Assistant Manager is ill and cannot report to work, he/she must report to the other manager. No paid sick leave is provided to hourly employees. Any requested unpaid days off for "sick leave" shall be for the employee's own illness, or absence caused by illness to members of the employee's immediate family. Salaried employees accumulate one-half day of sick leave per month, up to a maximum accumulated time of six (6) days per "work year." Sick leave shall be for the employee's own illness, or absence caused by illness to members of the employee's immediate family. Employees shall not be said for accrued sick leave upon termination, and sick leave accumulated may not be carried over to the following work year. "Work year" is defined as commencing on July 1 and concluding the following June 30". Should a salaried employee need extended absence due to sickness, the employee must request such absence from the Board of Trustees, who possess absolute discretion whether to grant such leave. The Board of Trustees may require a doctor's verification of illness, and may require a doctor's verification of ability to return to work after any sick leave or absence from work. CONRAD MANSION EMPLOYEE POLICY MANUAL PAGE 2 Misrepresentation or misuse of an absence from work represented to be needed because the employee is "sick" (or any reason listed above), may be cause for dismissal. 10. EMPLOYEE FILES: All matters pertaining to each employee, including salary information, shall be kept in a separate employee file. Employee files shall be kept confidential. No staff employees, other than the Manager, shall have access to the employee files other than the employee named on the file. 11. JOB DESCRIPTION: A job description which describes the requirements of a specific job may be given to each employee. It's primary purpose is to clarify what the jobholder is expected to accomplish in the interest of day-to-day operation of the Mansion. Changes in such job descriptions may be made solely at the discretion of the Management. 12. PERSONNEL COMPLAINTS: Personnel complaints shall be directed orally or in writing to the Manager. Should the complaining employee not feel comfortable presenting the complaint to the Director, it shall be directed in writing to the President of the Board of Trustees, Rita Fitzsimmons, c/o Designworks, 120 2°1 Street East, Kalispell, Montana 59901. The complaints may be dealt with at that time by Manager, or the President, or may be submitted for further action to the Board of Trustees. If the employee so chooses, personnel complaints made to the Manager, or made to the President, may be documented and placed in their personnel file, at their discretion. 13. EMPLOYMENT CONFIDENTIALITY: Conditions and terms of each employee's employment are confidential between the Mansion and the employee. Employees shall not discuss employment conditions or terms with other employees, except those of the management. These restrictions includes communications concerning any employment benefits, or any condition of employment imposed by the Management. No employee shall communicate concerning his/her terms of employment, or inquire as to another's. All issues or employee complaints shall be directed to the Manager, or to the President of the Board of Trustees as outlined above. 14. PROBATIONARY PERIOD: Upon hiring, all employees may be subject to a 30- day probationary period. This period does not apply to employees who have worked at the Mansion as employees in the past and return to employment at a later date. During the probationary period, the Mansion may terminate the employment of the probationary employee at any time, and without "cause" as that term is defined by Montana law. The employer need not provide the employee a reason for the discharge. 15. PERSONAL EXPENSES/EMPLOYEE DISCOUNTS: Employees and Board of Trustee members are given a 30 % discount on all purchases made in the Mansion gift shop. No personal purchases shall be made on Mansion accounts. CONRAD MANSION EMPLOYEE POLICY MANUAL PAGE 3 16. SUPERVISION: The Manager or Assistant Manager shall be on the Mansion premises when the Mansion is open for business. 17. CONTINUED EMPLOYMENT: No employee is entitled to continued employment. 18. SCOPE OF THIS MANUAL: This manual is not intended to be a comprehensive and complete employee contract. The manual is to be used as a guidance mechanism for the topics covered in the manual. Any other topics or situations which may arise but are not referenced in this manual will be dealt with by the Manager or by Board of Trustees, or anyone assigned by the Board of Trustees. This manual is also subject to change without notice. CONRAD MANSION EMPLOYEE POLICY MANUAL PAGE 4 RECEIPT OF PERSONNEL POLICY AND AGREEMENT TO TERMS By my signature, I acknowledge receiving and reading the Conrad Mansion personnel Policy, and hereby agree to the terms and conditions outlined therein. I acknowledge that nothing in the Policy guarantees my continued employment, and recognize that my employment may be terminated during my probationary period without "cause, " and after completion of the probationary period, with "cause" as that term is defined by Montana law. DATED this day of CONRAD MANSION EMPLOYEE POLICY MANUAL PAGE 5 Conrad Mansion Board Meeting Agenda for May 16th, 2002, 8 a.m. Item 1 Approval/corrections of last meeting's minutes Item 2 Report from Personel Committee (Gayle V., Rick C., Tia R.) on the meeting(s) with Lynn a. Overview of our expectations list and the meeting itself b. Reaction and recommendations • Larry's role questioned; keeping track of hours for time he doesn't bill • Teri's role and hours as the only Asst. Manager • Determining sick leave and expected hours of work for Lynn year 'round • Less staff, more hours, more pay —how do the numbers compare? • Gift shop discount increased for staff? • Policy and Procedure guidelines —how detailed? Item 3 Gardener contract a. Miriam Ascher's bid —if we pay up front, she will reduce cost by approx. $600 b. Her "vision" for the gardens c. Review of second bid from John Doty d. Need to review bidding process for all contracted work —what are our guidelines? Item 4 Insurance a. Discussion on insurance for workers, board, etc. Item 5 Other business a. Lynn -Grant application to Glacier Country for brochure reprint OK'ed! We have to pay for half the printing of 30,000 brochures by 8/02 ($2,345) b. Lynn -Mansion is offered a position with the Chamber "Green Jacket" group c. "Death By Chocolate" update d. Bibler Garden Tour is this weekend e. Charles Campbell wrote to say he's coming here this summer f. New letterhead ideas Adjournment To: Lynn Redfield From: Board Personnel Committee Re: Mansion Management Guidelines Date: May 7, 2002 1. The manager will oversee all activities at the Mansion (cleaning, gift shop, restoration, public relations, hiring, scheduling, salaries and other tasks as needed). 2. A manager or assistant manager must be present during all operating hours. 3. Mansion business is to be conducted at the Mansion. Personal business conducted at the Mansion is discouraged. 4. There will be one manager and one assistant manager. Additional employees will be hired as needed. 5. All communications among Mansion employees and with the public are to be professional, friendly and purposeful. 6. The Mansion manager and staff are encouraged to attend continuing education workshops in museum preservation and management to assist them in carrying out their professional duties.