Administrative Support Committee Minutes

Date: November 22, 2011

Called to order by: Keith Cornish, Chairperson @ 9:00am

Attendance: Jean Aili, Keith Cornish, Sunny Stimmel, Norm Voelpel & Neal Wehmer

Board Liaison – Jim Cleveland

Guests: L Cassity, C Cassity & L Wixson

Minutes: Motion made and carried to accept November 8, 2011 minutes as written.

Issue/Topic	Discussion	Outcome/Assignment
Old Business: 1. Use of Park Facilities Policy draft #2. 2. ARF Tracking. Status. 3. Policy Development Tracking System policy. 4. Communications for the website with the webmaster.	This policy identifies when monies are collected for use of Park facilities and whether income from groups or persons is processed through the Park treasury. Discussion and corrections were made as needed. The Manager works with a computer program for entering and chronologically numbering the received ARF's. Reporting status and final closure of the ARF's is unclear at this time. Review and discussion of this policy shows there is no need for this policy. However, tools for committees could be developed to facilitate recording of minutes and summarizing of motions. March 8, 2011 minutes and Administrative Support meeting notes from February 8, 2011 were reviewed to determine if more follow-up is needed.	Motion made and carried for the BOD Liaison to present a corrected copy of this policy to the BOD members at the next scheduled meeting. No further action required from this committee. BOD Liaison explained that the reporting and closure status for ARF'S is being addressed at the Management Team. No further action required from this committee. The draft policy tracking system will be discarded and no further action required from this committee. Members were asked to research and bring sample formats for minutes, agendas and motion summary’s to review at the December 13 meeting. Recommendation made for the BOD Liaison to take this item to the Board for discussion and to identify communication items for posting on the website. In addition, the Board is also being asked to identify where the Webmaster fits on the Park organizational chart. This committee together with the Webmaster, can develop a policy for Website communication following BOD response.
Issue/Topic	Discussion	Outcome/Assignment
5. Assignment status.	Items for review at the next meeting: 1) Right of First Refusal. 2) Record retention. 3) Use of Park Credit Cards. 4) Items from the BOD to Administrative Support Committee 12/15/09.	Norm V to report. Jean A to report. Sunny S to report. All members review.
Regular meetings.	Meetings will be held once a month following the BOD meeting.	Next meeting: December 13 @ 10:30 am in the Activity Center, Conference Room.
Minutes submitted by; Sunny Stimmel