Minutes for October 2, 2006
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DRAFT

Board of Trustees Emergency Meeting
Monday, October 2, 2006
3:00 p.m. – Building D&E

Madame Chairman Wilma Weglein called the meeting to order at 3:00 p.m.

Thought for the Day

Ms. Weglein requested we bow our heads in prayer for our servicemen and veterans where ever they may be. Amen

Pledge of Allegiance to the Flag 

Ms. Weglein led the Pledge.

Roll Call

Ms. McCahan called the roll. All Trustees were present. Mr. Torpy was present as counsel.

Ms. Weglein announced there would be no audience participation at this meeting. Mr. Torpy commented the meeting was noticed as an emergency meeting to discuss among the Board the interim manager’s position. Mr. Torpy requested the Board to keep the meeting to the sole topic of an interim manager for Mr. Hunt’s position. The Board concurred.

The Board discussed the merits of the resumes Mr. Baenziger provided for Susan Boyer and Chuck Dobbins. Mr. Keegan requested the management companies mentioned also be interviewed. Ms. Harty’s resume indicated she is interested in a full time position. The Board agreed to contact her as long as she understands the first round of interviews are for interim manager only.

Mr. Hunt urged the Board to interview everyone who expresses an interest in the position. It will take a certain amount of time to interview and negotiate terms. Mr. Hunt commented if the Board chooses his replacement on October 23^rd probably the earliest someone could come on board would be November 1^st. Mr. Hunt stated the 5 department directors are quite capable of  running day to day operations barring monumental disasters. In case of emergency, Mr. Hunt agreed to be available. The FEMA audit requires his attention because he was the one involved in the process.

Mr. Torpy suggested the Board get an interim manager in the next 18 days. None of the Trustees can legally act as the Community Manager, and Barefoot Bay is set up as a manager –Board governing entity. There has to be one person in this form of government who has authority to make daily decisions. Ms. Howard asked who was in charge when Mr. Hunt was absent currently. Mr. Hunt responded Ed Geer is in charge when the community Manager is absent; however, Mr. Geer has indicated he is not interested in becoming the interim manager.

Ms. McCahan asked if Jeanne Osborne could step in for a “week or so”. Ms. Osborne, who is capable and knowledgeable, performed this function when Tibby Parker left. Mr. Torpy responded this would be appropriate if Ms. Osborne agreed to do it.

Mr. Torpy commented his understanding is the District will need the interim manager for several months. Mara Marsocci, District Financial Officer, has indicated she is willing to fill the position. Mr. Torpy commented if there were an emergency, the Trustees could convene a meeting immediately. [You] need someone with as many qualifications as a manager as possible in the interim position. Mr. Torpy commented the primary responsibility of the interim manager is to help you pick your permanent manager. He urged the Board to concentrate on interviewing and hiring the most qualified person and to resist time consuming debate over the manager’s responsibilities. Ask the current manager to set up a meeting for next week and to contact everyone the Board wants to interview.

Ms. McCahan commented her understanding was the meeting was supposed to be about appointing the interim interim manager; someone to be responsible for the few days before the interim manager was hired. Which is, she said, why she put forth Eddie Geer, Mara Marsocci, and Jeanne Osborne as possibilities.

Mr. Torpy said when a manager leaves, usually a staff person steps up temporarily to fill the gap who has legal authority to deal with emergencies. Typically this is not called interim interim manager.

The Board asked Ms. Weglein to invite the candidates and available management companies to interview on Monday, October 9^th, at 1 p.m. in what will be called an emergency meeting in a workshop format. Mr. Hunt commented each interview will take about a half hour.

Mr. Torpy suggested the October 9^th meeting narrow the Board’s choices to one or two; give consensus to [your] manager to negotiate terms. Are they willing to work for the District, and at what salary? Ask the manager to bring that to the Board on October 13^th. Cover that on October 9^th: when and how much. Hiring someone should be an agenda item on October 13^th.

Mr. Keegan asked if it was appropriate to discuss how much the District would be willing to pay the interim manager rather than let the candidate indicate how much they’d work for. Mr. Torpy suggested the Board “never start the negotiation” and let the candidates bring “the first bid”.  Mr. Hunt commented the candidates may look at what he’s making, factor in expenses for coming to the District temporarily, and come up with a figure.

Ms. McCahan asked Mr. Hunt if he were comfortable with doing the interviews and negotiating with the candidates. Mr. Hunt replied he would prefer someone else do it.

Mr. Torpy commented his view is the Board will interview the candidates, decide what it is willing to pay, and what the terms are. The must be a designee, whether it’s from the Board or the Community Manager, who contacts the candidate(s) chosen and ascertains if the person is willing. The top candidate (s) is (are) presented to the Board on October 13^th. At that point, when the Board chooses someone, it knows the candidate will accept the terms and is available to come to work.

Mr. Carillion spoke for Ms. Weglein to handle negotiating terms with the candidates saying, “It’s a Board job.”  Mr. Smith commented in times past the “whole Board” was quite capable of hiring a manager and stating terms. Ms. Weglein confirmed she would be relaying the Board’s decision.

Ms. Donahue requested Eddie Geer and Mara Marsocci be present when the candidates are interviewed. Mr. Keegan asked where their input would be entered. Mr. Carillion commented he is uncomfortable with the idea of employees having a hand in hiring their boss, but they could be present at the meeting.

Adjournment

Ms. Weglein entertained a motion to adjourn.  Mr. Carillion made the motion.  Second Ms. Donahue.  The meeting adjourned at 3:48 p.m.

  THIS DRAFT OF MINUTES HAS NOT BEEN APPROVED BY THE BAREFOOT BAY RECREATION DISTRICT BOARD.  IT IS SCHEDULED FOR APPROVAL DURING THE NEXT MEETING. 

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