ECI Regional Planning District Executive Board of Directors Meeting Tuesday, August 12, 2014 Grant County

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1 ECI Regional Planning District Executive Board of Directors Meeting Tuesday, August 12, 2014 Grant County 1. Welcome/Introduction: Bill Hess welcomed everyone and called the meeting to order. 2. Roll Call: Pam Price called roll and a quorum was met. Those present are as follows: Bill Hess, Mike Jones, Mike Burton, Melba Root, Marvin Surber, Lisa Dominisse, Milo Miller Jr., Doug Stanley and Brenda Brumfield. Proxies included Bill Hess for Jacob Everett and Mike Jones for Doug Marshall. 3. Approval of May 13, 2013 Minutes: Hess called for a motion to approve the May 13, 2013 minutes. Milo Miller made a motion to approve, Doug Stanley seconded the motion, motion carried unanimously. 4. Treasurers Report through July, 2014: Lisa Dominisse began her report stating that we are, from a net income perspective, negative. She commented that many of those expenses can be attributed to bills from the Washington Fly- In that are just now coming in. It was noted that the expenses did not include the final payment to Budd. Price made it known that she is waiting on a $12,000 reimbursement from the EDA and that she also handed out invoices for the per capita support to some of the Board members during the meeting so there is some money expected to come in to help lessen that negative. Dominisse concluded her report stating that there were no real surprises with the finances. Hess expressed that although the Fly- In was a great expense, it was well worth it as the Board would hear about later during the Executive Director s report. Hess called for a motion to approve the treasurer s report, Jones made a motion to approve, Burton seconded the motion, motion carried unanimously. 5. Board Chair Report: a. Resignation of President/CEO: Hess began his Chair report with the first item of business being to discuss the resignation of President/CEO E. Roy Budd. Originally, Budd was scheduled to resign on October 1 st, 2014, however, his resignation has been moved up to the present time. Hess stated that Budd has signed his resignation and all that is needed to finalize it is the Board s approval. Hess added that Budd s resignation has a few items tied to it that also need to be

2 discussed, mainly the matter of Budd s final payment, As it was discussed at the last Board meeting, part of the deal in Budd s resignation was that he is to receive 15% of any of the new fund raising money he brought in. The amount that he is to receive came to $2940. With the Board s approval of Budd s resignation, that check would be mailed out to him. Hess called for a motion to approve Budd s payment and resignation. Miller made a motion to approve, Mike Burton seconded the motion, motion carried unanimously. b. County-wide meetings: Also referred to as road shows, ECIRPD recently hosted a meeting with Grant county officials to touch base and discuss the conditions and goals of the county and generate ideas for further development. Hess expressed that he believed the road show was a success. Burton commented that there was good representation for the local units of government at the road show; approximately fifteen people were present. Burton also expressed that he has heard nothing but positive feedback from those that attended and participated in the road show. The road show was successful in getting people to talk and give us more feedback about what we can focus on to better help Grant County. Hess stated that we will be doing more of these road shows to get a better feel for the needs of each county in the region. c. Location of quarterly meetings: Hess moved the discussion onto the topic of the location of the quarterly Board meetings, stating that if the road shows continue to be a successful forum for discussion between the Planning District and the counties, then the Board may reduce the number of times they meet a year from four to two. He proposed that the Board could meet mid- year to make any adjustments for the last 6 months of the year, and then have the second meeting in November or December as an annual meeting where they would set the goals for the coming year. He also commented that the Board might consider having all future meetings in Blackford County. He expressed that it is the most conveniently located, being only a thirty minute drive from the rest of the counties. He asked the Board to give this notion some thought and that it would be discussed further at the November meeting. 6. New Business: a. Resolution Authorizing Executive Director to sign checks: Hess moved the discussion on to new business. With the change of having Budd as President/CEO to Price as an Executive Director, it has become necessary for the Board to approve Price to take over some of Budd s duties. The first item was to approve a resolution authorizing Price to sign checks. Price commented that she has already been signing checks in Budd s absence so that the Planning District can pay bills, however, an official approval from the Board is needed for her to continue doing so. Hess directed everyone to

3 look over the resolution paperwork in his or her packets. He then asked for a motion to approve Resolution , the Resolution Authorizing Executive Director to sign checks. Mike Jones made a motion to approve Resolution , Dominisse seconded the motion, motion carried unanimously. b. Resolution Authorizing Executive Director to sign contracts and fix compensation: Hess stated that Resolution was similar to the previous one, this one authorizing the Executive Director to sign contracts and fix compensation, an authority previously held by Budd. Hess called for a motion to approve Resolution , Stanley made a motion to approve, motion was seconded by Burton. Before the motion was approved, there was some discussion regarding the Executive Board s involvement in contracts and compensation. Jones questioned whether or not the Executive Director s authorization to sign contracts and fix compensation would be in conjunction with dialogue with the Executive Board. Hess stated that he felt like the new system of organization would call for more involvement from the Board and take some pressure off Brad Bookout and Price by spreading out the decision- making. Price expressed that there would certainly be involvement from the Board, for example, if there are grants that require the hiring of a consultant, then there will be a committee from the Board to review proposals. She also expressed that she believed her compensation should be determined by the Board of Directors. Hess called for any further discussion on the matter. No one had anything further to add; motion to approve Resolution carried. c. Confidentiality Agreement/Conflict of Interest: There is a need for everyone to complete and sign a Conflict of Interest form so that we can be aware if anyone may ever have a conflict of interest that could compromise their ability to make decisions based on what is best for the organization and not for personal gain. Hess used himself as an example, stating that he does part- time work for a printing company that makes banners, folder, etc., and they have done work for the Planning District. Hess said that when it comes to quotes when dealing with the Planning District, he has to make it known that he is involved with the District and state his interest and not be involved in any decision regarding the cost of producing goods for ECI. Hess added that this would be something the whole Board would be asked to participate in. Dominisse suggested that there be a clause added into the Confidentiality Agreement that would make an exception for breaking confidentiality if a Board member is legally required to divulge information. It was also noted that there should be a sentence in the agreement that states potential punishment for breaking confidentiality. It was decided that the consequence for breaking confidentiality would be treated on a case- by- case basis, but removal from the Board of Directors is a possible outcome. Price stated that she would make the suggested changes to

4 the agreement and the send it to everyone through the mail for them to sign and return. Hess called for a motion to approve the agreement (pending the suggested changes), Dominisse made a motion to approve, Jones seconded, motion carried unanimously. d. Establish Executive Director s Compensation Package: Price stated that she began acting as the Executive Director in earnest when Budd left. She said that Hess had suggested that her new pay rate go into effect earlier, however, she had it put into effect as of July 31 st simply because it was the beginning of a pay period. She stated that the Board had already approved $47,000 for her salary as well as an increased phone stipend. Price went on to discuss that since she was hired at ECI, she has been receiving a match of 6% for her IRA. She said that her financial planner has recently discovered, in dealing with Energize, that the maximum match is 3%. They informed her that this maximum also applies to ECIRPD. As it was a clerical error, none of the past figures are going to be fixed, but Price will not receive any match at all for the rest of the year. Her IRA match will resume at 3% in January. The switch will cause Price to lose $1400 a year. She requested that the Regional Planning District purchase her a new phone in order to compensate for the money she is losing. Hess commented that Price would not be able to do her job without her phone and made it known that it is a valuable tool for the Planning District. The Board decided that this was a fair bargain, as the phone is about half the cost of the money she is losing. Price is still responsible for the phone bills. Hess called for a motion to approve the compensation, Marvin Surber made a motion, Marta Moody seconded the motion, motion carried unanimously. 7. Old Business a. Ad Hoc Committee Executive Director Job Description Dominisse began to discuss the draft that was composed of the Executive Director s job description by the Ad Hoc Committee comprised of herself, Jacob Everett, Hess, and Burton. She said that since the draft was written, Price has sent her a list of activities she is currently doing as Executive Director and she is currently working on factoring those into the draft of the job description. Dominisse said that they will have a solid job description ready by the next board meeting. 8. Executive Director Report: a. Washington Fly-In Price began her report stating that the Washington Fly- In was a great success. Eleven people participated. She stated that their meetings with Susan Brooks, Dan Coats and Joe Donnelly were especially phenomenal. She

5 said they also met with Luke Messer and Marlin Stutzman. She expressed that it was a great team building experience for the Board members. Bookout said that they also had great meetings with the EDA and the EPA, our two big funders. Price added that Bookout had really gotten their attention by speaking to them about our Shell Building programs and that they want more information about them. Bookout made it known that Price and him continue to get weekly follow up s from Donnelly and Brooks offices asking if there is anything they can assist us with, so the Fly- Ins have been well worth the effort and have been successful in making us known to our representatives in Washington. b. Traffic Incident Management Training Price moved the discussion to the Traffic Incident Management Training that was held in Delaware County on July 31 st. She said they had about 40 people attend and that it was very well received. Price expressed that she would like to schedule another one in Grant County at the fire station and also do one in Jay and Blackford Counties. c. Strategic Plan for ECIRPD Price expressed that she would very much like to have a strategic plan for the Regional Planning District. The Board was in agreement that it would be a good thing for the organization. Price said that she will begin working on setting up a time and place to begin discussing the plan. 9. Roundtable Discussion Hess asked if anyone had anything to discuss that has not been covered in the meeting. No one had any further discussion. 10. Adjournment Since no one had anything further to discuss, Hess called for a motion to adjourn the meeting. Miller made a motion to adjourn, Root seconded the motion, motion to adjourn carried unanimously.

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