Minutes Board of Director Special Meeting * January 13, 2012 Recorder: Chrissy Torsey-Lucero

Transcription

1 Minutes Board of Director Special Meeting * January 13, 2012 Recorder: Chrissy Torsey-Lucero 1. Chairman Dennis Watson called the meeting to order at 10:05 am 2. Roll Call At-Large (Dennis Watson) present; Craig (Otis Gibbons) present; Thorne Bay (Harvey McDonald) present via telephone; Wrangell (Bernie Massin) present via telephone; Petersburg (Kathy O Rear) present via telephone; Coffman Cove (Elaine Price) via telephone; Hydaburg (Jolene Edenshaw) present via telephone; Klawock (Jeff Nickerson) present via telephone. Staff Present Gail Slentz and Carolyn Chapman Public present - Lynnette Logan. Public present via phone none stated. 3. Public Comment: Lynnette Logan is wondering what we are going to do with this parking lot, it is a danger. I ride the ferry at least twice a month and park where I can when I can and I have ended up under different vehicles when I stepped out of the vehicle. We need to section off areas and say that in 30 days any vehicle parked here will be towed at their own expense. Clean it up, get it out. Long term parking and monitor it. 2 weeks time is long enough to park out here. There are vehicles here that have been here forever. A child is going to get hurt here someday. It s going to be a hazard; you can t even do the U to get out of here. I know it s a big issue, and it shouldn t be this way. D Watson - We tried to address this in the past and because of the nature of the issue you have to have the Troopers be the enforcement, it s State Property. L Logan - Can t the State place the signs? If I fell out here, who am I going to sue? I m not putting it on the IFA but I m just saying that the State needs to address this issue. It s not ours to deal with isn t working anymore! D Watson - We acknowledge that it is a mess. Any other Public Comments. I will add that when we were in Juneau I got a call from Andy Hughes from DOT and he said they had identified some money to build a cover over the sidewalk in Ketchikan from the Terminal to

2 where the vessels load up for IFA and Metlakatla ferry load up. They are hoping to have a contract put together in the next year. 3. General Manager Job Description G Slentz - I put this job description together from the 3 documents that I sent out to the Board. Just from my knowledge of working here for 2 years and what Bruce Jones had been doing I tried to build a job description that reflected the Boards desires from the last meeting. H McDonald - I ve looked through this and found what I think is a typo on the second page, fourth item down I think that is supposed to be acquire and administer grant funding. G Slentz - Thank you Harvey J Edenshaw - (joined the conference via telephone) O Gibbons - Since we are on that page, second to last bullet point Manage and cultivate new and existing funders I think it should be funding sources. Another, in the first paragraph on page 1 Responsible for planning, coordination, supervision and administration overall financial, legal, operational affairs Should have regulatory in there too. Another one I have (general) is stronger emphasis on communication communication to the Board, to the employees, to the public and to the news media. H McDonald - General Manager must have the ability to communicate the Mission Statement of the IFA to the media, to political entities, board of directors, and its employees on any issues that occur. D Watson - added communicates IFA Mission Statement and IFA issues. (agreed) J Nickerson - (joined the conference via telephone) G Slentz - Here s what I got The General Manager will be responsible for communications of the IFA Mission Statement and IFA issues to the BOD, IFA employees, public, the news media, political and regulatory entities This will be added to the responsibilities section. B Massin - It would be nice to have what hours we will require them to work, so they know that we expect them to be there x amount of time and we want them to know that this is a full time position. D Watson - This is a full time salaried position and we can have that in the job description but we took care of that in the contract. G Slentz - we could say under job description This is a full time salaried exempt position, minimum of 40 hrs per week. (Kathy agrees). O Gibbons - TWIC card required within 30 days of hire.

3 Motion to approve the job description as amended by K O Rear, seconded by H McDonald. J Nickerson- Do we have it stated anywhere for our benefit where he is the only one to have communications with the Media? D Watson- I think that we could deal with that as a board. E Price- (joined the conference via telephone) Changes of Job description were reviewed for Elaine by Gail Slentz. J Nickerson- call for the question All those in favor of the motion signify by saying Aye; (all in favor) All of those oppose the same; (none) 4. Hiring Plans for the General Manager Position H McDonald - I think we need to get this out on the street and advertise for the position. O Gibbons - I think we need to get going on it, but I worry we are getting in too big of a rush, if we have to bring someone in on an interim basis to help us through the Legislature and budget. We have to have somebody now. H McDonald - We could have a 30 day ad, and if there are not any good candidates we could extend the advertisement. D Watson- Bruce and my thoughts on the interim position would be to take it up through session, but Bruce thought that it would be better to take it through session plus get the budget done and make a permanent move after that. We were well received in Juneau and we don t need to put a gap in things. B Massin - How are we going to cover it? D Watson - I am willing to do it until the end of session or until the end of June or July 1 st to get the budget done, but I would have to have a commitment from you folks because either I do that or I go fishing. J Edenshaw - If you re going to be an interim who will take over your position. Who is the next person to take over your position as Chair? D Watson - Harvey McDonald would take over as Vice Chair. H McDonald - I will be out of the country and Brenda will have to have surgery in April but I can keep in touch through .

4 E Price - I just wanted to say that as far as the Legislature is concerned and things that are pending in Juneau I am planning on being here for the next while I am available and more than happy to represent the IFA with Dennis or by myself. I ve been doing it for years and can do it just fine. If you put Dennis in that position I would be available to go with him up on the hill. D Watson - Are there any other thoughts on this? Since this is not an agenda item, we would once again have to have another meeting to deal with it. Bruce is going to be out of here at the end of the month and I wanted to put this out in front of you, because we ve talked about it a lot. Right now what we ve got going is going to take some serious bird-dogging as well as maintenance issues. H McDonald - If we go ahead and fill your director s seat while you are in an interim situation and it works out that we select someone else as a General Manager I really don t want to lose your expertise and ability to be on the board. So I would suggest that we just have you doubledip I can take care of setting up the meetings and stuff so you can have more time to do the stuff that Bruce has done, that way when it comes down to when we do select a GM we still have your expertise on the Board. D Watson - I don t need to be on the Board to do that. If I do this as an interim and somebody comes along that has good administrative talents and has a license to operate one of our vessels, I m going to be going in that direction. Right now I m just worried about what happens to the interim the proprieties. What I worry about as far as being a board member and working in administration, I m a little uneasy about that. E Price - I don t think it s legal to do both, is it Dennis? D Watson - Well, actually you could but I don t like it. I m uncomfortable with it. B Massin - Is there any way you could have Craig leave that position open for six months and if you don t get in then you could re-take that position? D Watson - It s an at large position so it is the responsibility of all the IFA member communities; you are stepping off into country where we don t really have provisions for in the By-Laws. Otis is the Craig representative and I am the At Large person. J Edenshaw - When is your At Large term up? E Price - Dennis seat is up in June of H McDonald - I suggest that we go ahead if you are willing to do the interim thing and we just advertise with the communities the At Large position. O Gibbons - We have to as a Board declare the At Large position vacant and put the notice out to the communities asking them for nominations then it has to come back to our regular Board Meeting, it s going to be July before anything can be done on it.

5 D Watson - The process would start as soon as I took over as the interim. I would suggest that we have a meeting by the end of the month and lay out the specifics of what this interim would mean. You guys can make up your mind at that time and you could vote on it. We could start advertising immediately for the GM. We will establish a date for a meeting and move forward that way. J Nickerson - You said it was legal to do both positions, I think for the future, if we could have that in black and white. Do you know 100% if it is legal to do both positions? D Watson - We can go ahead and research that for you Jeff. B Massin - I don t feel comfortable about that myself, I don t think we should mix the two. J Nickerson- The other thing I was thinking about, we should have two or three Board Members that could go to Juneau at least during the changeover. D Watson - If Board members are willing to go and we could afford it, we are going to Juneau to make sure we will have enough money to survive so we would be spending money that we don t have. J Nickerson - We were talking about the At Large position, what is Bruce s plans. D Watson - to be happily retired. E Price - He s not willing to fill in as the interim, for like six weeks or something? D Watson - When I talked to him he did not bring that up although I did not specifically ask him. E Price - That might be something to look at to see if he would be willing to stay for another few weeks. B Massin - Is there anybody else employed right now that can do the job? If we do hire you we need to have it written somewhere how long are you re going to be there and what your compensation going to be. D Watson - We would need to have another meeting to hammer out the specifics and have the board look at it, it s just not something you can do off the cuff. J Edenshaw - I think this should have been on this meeting, I have other things going on at the end of the month and know I will not be available. We should figure it out now and get it done. O Gibbons - On an interim situation, it is a temporary appointment by the Board, it doesn t get advertised. It s done in house; we can go ahead and make the appointment if the terms are agreeable.

6 J Edenshaw - We are good to go with the job description let s get it out. We need to come up with somebody for the interim and your willing to do it, I don t hear anyone else saying they are willing to do it. We need to get it done and move forward. If it s you in the interim let s get it figured out, it s not that hard to do really. D Watson - Board Members are you okay with that? J Nickerson- Are all the Board Members present? I don t have a problem with that at all; this could fall under Plan for General Manager Agenda item. K O Rear - I don t have a problem with having you as the interim GM but I do feel you would have to step down from the Board that is the biggest concern I would have. D Watson - That would happen immediately. H McDonald - I concur with everything here, I agree, let s start working on it. B Massin - I agree, the only thing I would like put on there is not to exceed six months. Otherwise it becomes permanent after that and we have to go into PERS and other stuff. D Watson - Well five months takes us up through the budget period. I agree with you. E Price - Would that be a temporary position and what kind of pay are we talking about? D Watson - I made an offer to the Board so we could break that down into a monthly salary, just use that as a basis. E Price - I am agreeable to that. J Edenshaw - I don t have that in front of me, do you have that information? D Watson - $60,000 a year, so you would break that down into a monthly wage. What we would do is write up a small contract. So there would be no implications of permanent employment out of that. B Massin - If we start advertising and we get the perfect candidate that is not you, what are we going to do, hire two people or wait till you re done? D Watson - If the perfect individual came along, I m just going to have to get out of the way. Contracts usually have an early release clause so we can make sure that it is in there. POWER OUTAGE H McDonald - feels he will not be available for meetings after today.

7 J Nickerson - I have a question for Harvey, do you have any problem with what we have been talking about? H McDonald - No, it all sounds really good to me. I think Dennis and I and the rest of us are flexible enough to make this work. J Nickerson - I agree. Dennis, would it be possible to have Bruce involved with you and Gail? D Watson - Bruce is available to help if needed. J Nickerson - I also don t have a problem with anything that we have talked about and I will call for the question if no one else has anything. D Watson - Gail had her hand up before we call the question G Slentz - I m just a little confused I want to make sure I understand what the Boards direction is here. You want to have an interim contract with Dennis but do you also want start advertising for this position? Motion made for Dennis and Gail to works out all provisions in the contract for the interim position of GM: Otis moved, and seconded by Kathy O Rear Roll Call Vote; Dennis Watson- abstained Otis Gibbons- Yes Harvey McDonald- Yes Bernie Massin- Yes Kathy O Rear- Yes Elaine Price- Yes Jolene Edenshaw- Yes Jeff Nickerson- Yes E Priceb - With you stepping down from your position as Chair and Harvey out of the Country where does that leave the Board? D Watson- Who is the Secretary? O Gibbons- Me D Watson- Okay Otis Gibbons is the next in line in the pecking order. We already had this in place so we do not have to have an election to decide this. O Gibbons - We will need to do, at our next quarterly meeting; we need to have it on the agenda to appoint an interim Chair. I think we can appoint an interim until the next election.

8 G Slentz - the Board hasn t had a regular meeting yet in this quarter. J Edenshaw - It will be on this quarterly meeting that we should be having then. Schedule the Next Regular Meeting: O Gibbons - I think that we should have it on the 27 th of January. H McDonald - If Jolene is available I think that the 27 th is a good day to do it. Motion made to have a regular quarterly meeting on January 27, 2012 made by Jolene Edenshaw, and seconded by Jeff Nickerson. All those in favor of the motion signify by saying aye (although we don t normally do this) (Unanimous) All those oppose, the same (none) H McDonald - I won t be able to be in contact with anyone over the phone as that is very difficult in Mexico but I am available through . Motion to Adjourn Jeff Nickerson seconded by Jolene Edenshaw. All in favor Meeting adjourned at 11:40am