Administrative Support Committee
Meeting Summary (Minutes) - March 3, 2009

Note: This likely is the only meeting the committee will hold this season due to late arrivals and early departures of committee members. The Committee supported the BOD by facilitating two meetings last fall and has one more scheduled for March 17th for the BOD and Committee Chairs, Vice Chairs and the Manager. These workshops have been focused on team building and strengthening our park business practices. Thanks to Ron Anderson who has done great work planning and facilitating these sessions. Jim Cleveland contributed greatly in presenting methods and format for conducting good meetings; we all are trying to improve this process. Jim Cleveland has now moved up from the Administrative Support Committee to become a member and Vice President of the BOD. He will be the new Liaison to our Committee. We welcome his contribution in this new role.

Meeting Subject: Status of the Committee and Planning for the Next Workshop

Attendance: Norm Voelpel, Ron Anderson, Keith Cornish, John Elder and BOD Liaison Jim Cleveland
Absent: Secretary, Billie Hering

Withdrawing from the Committee: Joyce Bingenheimer, Shirley Angel, Avril Cox

Comments: We need to recruit at least 2 new committee members. 2 names were discussed as potential members. Norm will make contact.

Our Charter: Norm received a signed copy (by Hugh Warner) of the charter prepared last spring dated April 8, 2008. The charter was prepared for the committee to function as a "standing" committee, not a "special committee". There seems to be no record of a BOD vote on acceptance of the charters. Jim Cleveland said it was discussed at a BOD Executive meeting and they intend to formalize the acceptance of the charter at the next BOD meeting. The charter is always open for appropriate changes, in which case it should be resubmitted to the BOD.

Jim indicated that the BOD is solidly behind the need for this committee as a resource for helping them with a number of things and would encourage our proactive support to make any recommendations we feel would be helpful to improve our business practices.

Jim Cleveland elaborated on several items that the BOD wants the committee to pursue:
1. Set up a meeting with the BOD and Committee Chairs this month. Invite Co-chairs and/or Vice chairs, and the Park Manager.

This has been scheduled for March 17, 2009, 9:00 AM to Noon. Ron Anderson will facilitate. He will send out the invitations.

We discussed organization roles and determined it would be essential to evolve this in the workshop.

2. Set up a meeting between the BOD, Property Committee and Manager to refine process.

This item was put on hold for further clarification. It requires more discussion on what needs to be accomplished. President Jean Aili and Property Committee Chair will be contacted by Jim and Norm.

3. Review the ARF Form as a possible tool for tracking Park Issues.

There seems to be difficulty in processing issues to conclusion and demonstration of closing them out.

It was suggested that perhaps this could be supported by the Computing Club with the development of a database. Billie Hering may be the committee person to take this challenge since she is a key person in the Computing Club.

Procedure and specifications need to be clarified. This is an issue that needs further analysis by the committee and will be a priority topic in the fall.

4. Review Job Vacancy Procedure to provide a policy guideline for paid positions.
Charlie Pennington was the team leader in recruiting the current manager and has notes that he can provide. Norm Voelpel will follow up with Charlie to see how we can use that data. This will be a priority for the fall if it cannot be expedited this month.

The meeting was adjourned.

Notes by Norm Voelpel, Chair
Documented 3-7-09