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06-20-02 Conrad Mansion MinutesCONRAD MANSION BOARD MINUTES JUNE 20, 2002 HEDGES SCHOOL Present: Rita Fitzsimmons, Tia Robbin, Rick Champoux, Everet Sliter, Betty Norem, Norb Donahue, Gayle Vidal Absent: Shirley Miller Rita called the meeting to order at 8:00am. The minutes were read and approved as written. Rita thanked all Board members for attending Sam's memorial service and reception. The group discussed their impressions of the meeting with staff members held last Thursday. Gayle, Betty and Rita added comments about the post -meeting with Teri, Lynn and Carrie. Board members are concerned about Lynn's reliance on Larry to perform managerial tasks for her when she cannot or is not present on her work days. There is also concern about Lynn's fall --particularly that she did not get up until Larry arrived. There is concern about Lynn's admitting she has trouble descending stairs since her laser surgery. Board members are also alarmed that Lynn represented to staff that the Board directed her not to hire additional help, that despite a desperate need, Lynn refused to hire one experienced guide because she didn't like her, yet soon after offered a job to a young man she presumably did like. In the meantime, the staff has been stressed and unable to keep up with the pace to the point where, on occasion, the door has not been answered, visitors have been left unattended or told to catch up with tours on their own while Lynn remained occupied with paperwork. All commented that ill will and tension between Lynn and staff members was very pronounced. Rita reported that several staff members have contacted her to inform her that Lynn is not receptive to hearing their concerns. They have said she cuts them off without speaking, curtails their hours and does not answer their questions if they say or do something she does not like. Rita directed everyone who contacts her to contact Lynn first. If the issue is too sensitive or if approaching Lynn did not generate a satisfactory response or resolution, the person with the concern was directed to write a letter to the Board. Letters received will be referred to the Personnel Committee for further investigation or action. These procedures are outlined in the operations policy recently adopted and shared with staff. During the past week Rita received three letters which she shared in a summarized fashion with the Board. Everit noted that when Larry came to see him at the lake to sign the paycheck Lynn had forgotten to make out for Teri, his wife initiated a discussion with Larry about concerns she knows both staff and the public have with Lynn's disgraceful behavior towards them. Everit said Larry appeared defensive and shocked. Other Board members noted that staff might not be so concerned about the degree to which Larry fills in for Lynn to accomplish her duties if she we not treating them so disrespectfully. Three staff members have said they are considering resigning next week if the Board does not do something. Everit noted that although we have tried to support changes with Lynn, a subtle approach is not working. We need to address the problem directly with her. Tia's research indicates that under the Montana Human Rights Acts, if an employee has a known or perceived disability, the employer has an affirmative responsibility to address the problem according to the following steps: PAGE 2 CONRAD MANSION BOARD MINUTES JUNE 20, 2002 HEDGES SCHOOL 1) Talk with the employee about the problem. (We have talked with Lynn and have given her some direction. We now possess additional information which will help us be more specific about problem areas.) 2) As the employee why these problems exist. 3) Ask the employee what we as the employers can do so the employer can correct the problems if that is possible. 4) Decide whether or not the problems can be resolved with reasonable accommodations. Accommodations which are "unduly burdensome" to the organization are not required under Montana Law. Each step must be documented and recorded. Everit reiterated that we must describe the problems to her and that they center around two areas --her need to personally complete tasks required of a manager and her need to resolve attitude/personality problems with staff and the public. Norb suggested we prepare a written notice of all issues to use in the meeting. Rita asked that this meeting be scheduled for next week. All Board members agreed that Lynn possess a wealth of knowledge about the Mansion which needs to be preserved and documented. Betty suggested that one positive action may be to capture Lynn's stories on tapes which could be shown to guests waiting for tours. She emphasized that we need to continue to move forward with positive ideas and improvements. We need to make sure that part of Lynn's job involves training and teaching other what she know abut the Mansion history and lore. Everit moved and Norb seconded a motion that the Personnel Committee -- Gayle, Tia and Rick --follow the steps as outlined in the Montana Human Rights Act to address the problems raised by staff. The motion passed unanimously. Staff salaries were discussed. It was moved by Rick and seconded by Norb that the following hourly pay changes be implemented on July 1, 2002: Assistant Manager Teri Florman $10.00 Special Projects Coordinator Carrie Nelson $9.00 Returning guides $7.25 New guides $6.75 Motion passed. Everit moved and Betty seconded a motion to purchase UV shades from Dee's Draperies for the $1800 bid. PAGE 2 CONRAD MANSION BOARD MINUTES JUNE 20, 2002 HEDGES SCHOOL Rick questioned whether we can afford these shades in light of other obligations (stair protectors, liability insurance, gardner and roof repairs). The motion passed 5-1 (.Rick - nay) Rita showed the Board new letterhead selected by Lynn. Ev moved and Gayle seconded a motion to purchase 1500 sheets, printed in one color, from American Printing for $365.00. Motion passed. Rita reported she has received through Robin Boon information about liability insurance from two different insurers. It was agreed we need to decide upon what we need soon. Rita announced that we have been asked by the City of Kalispell to clarify its Board representatives' terms of service. Rita will get that information from Donna Carr who previously has kept track of it and convey it to the City. Rita informed the Board that Donna Carr has made a donation to the Endowment Fund. Ann Johnson has also donated to the fluid to help with the garden. Ev noted that thank yous need to be written. Rita and Betty will make sure that gets done. Our next meeting will be scheduled in mid -July The meeting was adjourned at 10:00am. Conrad Mansion Board Meeting Agenda for June 20th, 2002, 8:15 a.m. Item 1 Approval/corrections of last meeting's minutes a. Thanks to all members for attending Sam's memorial service and reception Item 2 Review of our meeting last Thursday with staff members a. Comments from Gayle, Betty and Rita on the post -meeting with Teri, Lynn and Carrie b. Reading of letters and report of calls received from staff c. Reaction and recommendations • Tia's research • General discussion • Decision on our management goals and direction Item 3 Household a. Discussion on staff raises and budget in general b. Lynn requested we make a decision re. purchase of UV shades for the windows Best quote was from Dee's Draperies: $1,800.00 c. Discussion/vote on printing new letterhead d. Discussion on insurance for workers, board, etc. e. City of Kalispell board member term information letter Item 4 Other business a. Donations to Sam's Endowment, including one from Donna and Doyle Carr Adjournment