ORCAA Board of Directors
December 2004 Minutes
OLYMPIC REGION CLEAN AIR AGENCY
2940 B LIMITED LANE NW
OLYMPIA WA 98502
BOARD OF DIRECTORS MEETING
December 8, 2004
Members present: Pat Hamilton, Pacific County (Chair)
Wesley Johnson, Mason County (Vice Chair)
Glen Huntingford, Jefferson County (Secretary)
Mike Doherty, Clallam County
Mark Foutch City of Olympia
Ann Burgman, City of Lacey
Bob Beerbower, Grays Harbor County
Grant Munro, City of Port Angeles
Members absent: Bob Macleod, Thurston County
Legal Counsel: Fred Gentry, Bean & Gentry
Staff Present: Rich Stedman, Executive Director, Dan Nelson, Public Information Officer, Jimmy Werner, Senior Monitoring Technician, Jim Wilson, Emissions Data Specialist, Rita Cirulis, Air Quality Specialist II, Robert Moody, Senior Air Quality Specialist, Mark Goodin, Professional Engineer, Gordon Lance, Engineer II, Dean Nguyen, Air Quality Specialist I, Rebecca Hersha, Air Quality Specialist I, Lynn Harding, Accountant, and Debbie Moody, Recorder
The meeting was called to order at 10:02 a.m.
There were no additions or omissions to the Agenda. Foutch moved approval of the Agenda. Beerbower seconded the motion and it carried unanimously. Huntingford moved approval of the Consent Agenda. Beerbower seconded the motion and it carried unanimously.
DIRECTOR'S REPORT
Personnel Update
Stedman introduced Rita Cirulis, ORCAA's newest member of the team. Cirulis is our new Air Quality Specialist II. Stedman noted Cirulis came from Shasta County Air District and has over 12 years of experience. The Board welcomed Rita to ORCAA.
Stedman stated we will start interviewing for the Air Quality Specialist I next week. We have 12 candidates and hope we will be introducing a new employee at the next Board meeting.
Stedman noted we have an employee out with a very serious illness. Stedman stated this employee has undergone surgery and is doing well. Stedman added that he was happy to report that the illness wasn't as serious as previously thought, and the employee is home recovering.
Fund Raising
Stedman explained that an idea had occurred to him with regards to the per capita assessment. Stedman, noting the per capita assessment is set at about 37 cents (the cost of a postage stamp), stated he would like to add a link on our website to allow the public to donate funds toward a trust. The trust would be named for specific projects, such as outdoor burning, the shake mill situation, etc. Stedman stated he would gather more information and bring it back to the Board at a later date.
Ocean Protein
Stedman explained we have received a NOC application for a proposed fish processing facility in Hoquiam. The proposed operation processes seafood waste into a dry material that can be sold as fish food and fertilizer. After we recommended that the facility not be sited so close to a residential area due to odor concerns, the business began construction prior to receiving a NOC from us, or permits from the city. We have received comments from the city that states they would like us to be the lead agency for SEPA determination. Stedman stated we are going to be contacting the city to let them know that we cannot be lead agency on this project. Stedman noted we may be holding a public hearing in the future. There was some discussion. There was no action required of the Board at this time.
UNFINISHED BUSINESS
School Bus Retrofit Program Update
Dan Nelson, Public Information Officer, noted the state signed a contract extension with Cummins so we are good to go through October 31, 2005, which is another million dollars to pay for additional opportunities to reduce emissions. Hamilton asked if they will expand to other transit systems. Nelson stated it is being discussed, however no decisions have been made. Nelson added they are contemplating other uses for the monies, such as assisting fleets to convert to bio-diesel.
Separation from Thurston County Financial Services: Update on Legislative change
Stedman explained we are working with Gary Alexander, Thurston County, who is championing the bill through the house and senate. We are anticipating bill numbers soon. Stedman stated that there doesn't seem to be any opposition, however, Alexander has requested a letter from all of the local air agencies in support of the bill.
Comments on Draft Strategic Plan
Stedman, noting he would like to finalize the Plan, asked the Board to get comments and questions to him by the first week in January.
NEW BUSINESS:
Amendments to Personnel Policies and Procedures Manual
Stedman explained the first policy change is for gifted leave. This will allow staff to donate sick or annual leave to other staff members that are in need due to a medical condition. Hamilton asked if there is a cap on donated time. Stedman noted there is not a cap at this time, but, at the pleasure of the Board, a cap could be placed on hours donated. Doherty thought it might be best to allow staff to come up with a cap. Hamilton agreed. Stedman asked if the policy could be approved as is today, and staff can explore options regarding caps. Hamilton stated it was up to the Board. Some discussion followed. Hamilton asked if the policy states that the gifted time is day to day, or is the salary taken into account. Stedman stated we had chosen day to day. Hamilton asked if the shared time would be paid out at retirement. Harding stated that leave time and retirement is already explained in the policy manual. Harding noted that sick leave is cashed out at 50% or 120 hours maximum at retirement.
Foutch moved approval of the shared leave policy subject to the suggestions by the Board. The policy will be brought back to the Board after being revised. Huntingford seconded the approval and it carried unanimously.
Stedman explained that we have recently learned that our agency is subject to the Family Medical Leave Act (FMLA). Because of this, we need to adopt a policy into our manual. Stedman noted the policy allows up to 12 weeks of leave per year. Stedman noted the policy is set to a rolling 12 months. Hamilton suggested it be stated as a calendar year. There was some discussion.
Huntingford moved approval of the FMLA policy with the suggestion that staff look at additional ways to apply the policy and bring it back to the Board with the findings. Johnson seconded the motion and it carried unanimously.
Stedman explained the language in the current policy isn't clear for those employees who work part-time. Based on some previous confusion, we have paid full-time benefits to part-time employees. Stedman noted this policy will allow us to pro-rate the benefits to the time worked.
Foutch moved approval of the policy. Huntingford seconded the motion and it carried unanimously.
Recognition of Employees for 20+ Years of Service
Stedman noted that Jimmy Werner and Jim Wilson have been with the agency for over 20 years. They were both hired in 1981 within a couple of months of each other. Stedman stated we want to recognize their contribution and service to the agency. Stedman gave each of the employees a gift. The Board thanked them for their contributions to the agency.
Recognition of Outgoing Board Members
Stedman thanked Huntingford and Johnson for their time and contributions to the agency. Stedman recognized each of them with a gift on behalf of the agency. The Board thanked the outgoing members and noted they would be missed. Huntingford stated that the staff at ORCAA has done a really good job of working out the details and taking the pressure off the Board. Huntingford noted that he has never heard anyone complain after they are finished working out the details with ORCAA.
Election of Interim Vice Chair and Secretary
Stedman noted that with the departure of two Board members, we need to temporarily fill the soon to be vacant officer positions.
Burgman nominated Bob Beerbower for Vice Chair and Grant Monroe for Secretary. Foutch seconded the nominations. Hamilton called for the vote. The vote was unanimous.
The meeting adjourned at 10:45 am.
PRESENTED BY:
Richard A. Stedman, Executive Director
APPROVED BY:
The Majority of the Board
APPROVED and SIGNED this 9th day of February 2005