DRAFT
Friends of Black Rock High Rock
Board Meeting Notes
December 12, 2009
BLM State Office, Reno
The meeting was brought to order at 1:10PM by President Will Roger Peterson. We have a quorum of 8 present.
Board Member Attendance: Will Roger Peterson, Dave Cooper, Jim Kurdna, Debbie Smith, Dan O'Day, David Book, (Will is proxy for Arlo, Ron Cole is proxy for Dennis Porter, and Dave Book is proxy for Lucy Moreton Hall).
Board Members Absent: Arlo Stockham, Dennis Porter, Jeff Barker, Lorrain Watson, Liz Margerum, Wayne de Geere, Lucy M. Hall
Staff present: Metric and Crow
BLM in attendance: Dave Hays
Friend's members present: Jason Walters, Novie Enns, John Willers
Agenda and meeting minutes approval:
David Book moved that the agenda for today's meeting be approved. Debbie Smith 2nd and commented that it may need to be expanded. Motion carried.
Since the minutes of the last meeting are incomplete due to lack of a secretary at the time it was decided to table them to the next board meeting.
Treasures report:
Tonya Flint is considering stepping down as treasurer. We are currently operating in the black by maybe $50. Metric suggested that we hire an individual foe bookkeeper and stop using the current accountant, Rand and Associates. Potentially nominating this person as treasurer will be an agenda item for the next meeting in March.
2010 Budget:
Metric discussed the 2010 Budget which includes a raise for the ED and IT director. Refer to the 2010 Budget handout.
There will not be any AmeriCorps positions this year. Metric would like to retain Crow as the volunteer coordinator in a part time staff position for 2010. His AmeriCorps appointment ends in January.
Metric discussed the possibility of using the old Jalisco building in Gerlach as the Friends office and radio station. Unknown at this time what rent would be or if it is feasible. There are no commitments yet.
Dan O'Day moved that we approve the budget and Debbie Smith 2nd .
Discussion followed. David Book would like to see an additional breakdown of the proposed expenses like travel. Provide a template to show where the costs are.
Closed board session:
The Board entered a closed session to discuss ED and staff pay and funding. Staff and guests were requested to leave the room. The motion to approve the 2010 budget was passed by unanimous vote.
Board discussed a performance based bonus and discussions regarding incentives. Dan moved and David Book 2nd a motion to provide half of the ED raise now and half after the performance review in April. Discussed making this retroactive from January. This motion does not pass on board vote.
Ron Cole moved and Jim K. 2nd a motion to approve the dollar amounts requested in the budget for a 17% raise for staff. Discussion included comment from Will to implement an incentive program that is not currently in the budget and thought the 17% raise was appropriate. Motion carries with one opposed.
Open Meeting Session continues:
Will commented that when the budget is presented in the future the ED item will be blank and will be tied to a performance review. The ED is responsible for dividing the budget by projects.
Discussed the Jalisco's rental and there will be a board discussion before any commitments are made.
2009 Activities Overview Discussion:
Refer to handout. Metric provided a quick overview of 2009 activities. Discussed the right to sell alcohol at events without a liquor license, serve donated beer, and need for options.
Conservation Committee Report: (Refer to handout)
Crow reviewed the notes from the last committee meeting and Metric discussed the planned conservation committee projects outlined in the handout. There is a January 13 meeting with Friends of Nevada Wilderness and Nevada Outdoor School to coordinate and pool resources for planned projects. A suggestion was made to aquire a GPS camera to record projects and maybe solicits a grant from the National Fish and Wildlife Foundation.
Education Committee Report: (refer to handout)
We are ahead of last year for volunteer effort.
The FM radio construction permit expires in 2011. Metric has stepped up communications with an engineer. Grant applications are due January 20. Still need a physical location for the tower transmitter to be in place by October 2010. Discussion continues regarding use of the new BLM administrative site for the tower.
Discussed new informational brochure series being developed. Survival brochure has been drafted by Margie and reviewed by Crow, Cooper and David Book. The brochures are to target various user groups such as OHV, hunters, campers, etc.
The Visitor contact trailer will become solar powered.
Fundraising and Membership Committee Report: (refer to Handout)
What tools do board members need to improve board performance and fundraising?
Opportunities this winter include a Christmas card email to the mail list.
Need to recute committee (Friends) members with skills and any board members with skills. The RGJ is to have an article regarding calendars and fundraising.
Suggested that we do Geocaching activity as a fundraiser - charge a fee
Ask for corporate donations.
Executive Committee and HR Ad Hoc Committee reports:
Discussed the Executive limitations policy. (Refer to handouts). Dan Moved and Jim 2nd to adopt the Executive Limitations Policy with the attached Grievance Policy. Motion carries.
The Employee Handbook will be tabled till the next board meeting in March. Refer to the handout.
Dan moved and Ron 2nd a motion to adopt the Friends of BRHR Personnel Policies and Procedures presented in the handout in the interim. Discussion followed. This policy is to be in place until the board can act on the proposed detailed TREC policy. Dan amended the motion to state - The policy maybe revoked, amended, changed and/or replaced at the discretion of the board without advanced notice. Motion carries with the amendment.
Dan O'Day will accept comments from the board on the TREC document. Suggested that the BLM requirements from the Assistance Agreement should be added into the Employee Handbook.
Conflict of Interest:
Discussion included a need to create a document for the board to sign stating no conflict of interest.
Changes need to be made to the Bylaws. Please review the bylaws for revisions. The membership is to approve major changes to the bylaws.
BLM Assistance Agreement and 2010 Work plan: (Refer to 2010 work plan handout)
Discussion followed regarding the mission of the Friends organization and partnership with BLM. Will further discuss support for BLM and assistance agreement under new business.
Also discussed how to address opinion on other issues such as the proposed Winnemucca dump and Ruby Pipeline. Should there be a position by the board, the organization, by vote or not at all.
The bylaws should put a policy in place to support the assistance agreement.
2009 and 2010 Strategic Plan: (Refer to the handouts)
We ran out of time to discuss this and have committee breakouts.
New Business:
David Book moved and Debbie 2nd a motion to have the board recognize and support the Assistance Agreement (AA) with BLM. Discussion followed with differences of opinion. The AA is essentially a contract with BLM to help them manage the public lands and implement the Resource Management Plan. Is the Friends organization and extension of BLM? Can we recommend changes to BLM? The AA allows Friends to do things on public lands. The motion did not carry.
Debbie Smith moved and David Book 2nd a motion - The Friends of the Black Rock board supports the BLM Assistance Agreement, is obligated to assist the BLM with implementation of the Resource Management Plan and to revise and/or amend the plan when appropriate. Motion carried.
We ran out of time and the meeting was abruptly adjourned at 5PM.
List of Handouts for this meeting:
Draft Agenda,
Draft minutes, Sept 17
FBRHR 2009 Activities Overview
2009 Project outcomes (table)
FBRHR 2010 Budget
FBRHR Profit & Loss report 2009 and 2008
Executive Limitations Policy
Grievance Policy
Conflict of Interest Policy
FBRHR Personnel Policies and Procedures
Committee Reports with 2009 Objectives table
TREC Sample Employee Handbook edited for FBRHR
[please see http://blackrockdesert.org/friends/trec-human-resources ]
2010 Work Plan
FBRHR Bylaws
[Attachments below]
Submitted by Secretary Dave Cooper.
