HEADQUARTERS & EMPLOYEES COMMITTEE MEETING
NORTH CAROLINA NATIONAL GUARD ASSOCIATION
7 AUGUST 2013
The above named committee met on the date indicated on call of Committee Chairman Rick Fay. The meeting was held at the NCNGA Headquarters, and the following members were present:
Chairman Rick Fay, David Raynor, Terry Henderson (tele-com), Rick Cox, Fisk Outwater (tele-com), and Scott Schnack. Adene Tyler, Executive Director, was also present.
Wendy Larsen, Del Foster, Robert Holland, Elsa Gaver and Rita Parker were unable to attend.
Chairman Fay declared a quorum present and convened the meeting at 10:30 a.m.
After introduction of committee members, the duties and responsibilities of the committee were reviewed. An excerpt of the NCNGA SOP – Section VIII – Headquarters & Employees was also reviewed. Chairman Fay stated that the Executive Council had tasked the committee with reviewing employee salaries and benefits. He requested the members to individually review Section VIII and report back on any recommended changes. Chairman Fay stated that he would also review this section, annotate any comments, and send out to the committee by mid-September.
Chairman Fay then referred the members to minutes of the last meeting of the FY 12-13 committee, dated 21 Feb 13. He noted that the committee had devised 5-year plans for office equipment and building/grounds. Tyler stated that the plans were developed to assist in preparing the committee’s budget at the end of the year. The members then reviewed the office equipment plan noting that the computer server is eight years old. Tyler was tasked with obtaining a quote for replacing the server. During review of the plan for the building/grounds, it was noted that the outside trim on the building had not been painted since 2003. These plans will be reviewed again prior to preparing the budget for FY 14-15.
Chairman Fay informed the committee that $5,500 had been budgeted in FY 13-14 to replace the carpet upstairs and in the stairway and downstairs foyer. Budget included tiling the bathrooms. Tyler stated that she had obtained a recent quote from Kennedy Floor Covering in the amount of $5,595 for the upstairs and foyer. A separate quote for tiling the kitchen, which was not budgeted for, was also received in the amount of $425. She is awaiting a quote from Empire Today. (Both companies submitted quotes earlier this year.) Tyler noted that Committeeman Del Foster had volunteered to tile the kitchen floor if needed. After discussion, a motion was made and unanimously approved to proceed with carpeting the upstairs/stairways/foyer and tiling the bathrooms, including tiling the kitchen using approved contingency funding for repairs/maintenance for the building and grounds. Once the quote from Empire is received, Tyler will notify the committee, and then proceed with installation of the carpet/tiles.
During the last meeting, installation of a flag pole/light was tabled. Committeeman Del Foster was tasked with obtaining costs. Tyler stated that Foster had recommended we not do this due to cost and maintenance. Committeeman Schnack stated that he had done some research and poles range from $300 to $700. Flags average $30 and we would probably need to replace it two or three times per year. He also noted that another option would be to install a flag on the building, with bracket costing $200, plus cost of the flag. Tyler was instructed to contact the Town of Cary regarding any restrictions in installing a flag pole or hanging one from the building. This issue was tabled until the next meeting.
During the last meeting, Committeeman Schnack was tasked with obtaining information on renting the downstairs space. Schnack stated he would put something together for the committee next week.
At the request of Chairman Fay, Tyler briefed the committee on background information on the building and rental space (attached). Tyler commented that several years ago the committee researched the feasibility of selling the headquarters building and renting space elsewhere; however, results indicated that monetarily it was more advantageous to the Association to not sell the building and rent office space. Chairman Fay related that at some point we might want to consider moving to a more convenient downtown location, somewhere closer to other similar businesses and the legislative building.
Chairman Fay related that the previous committee had recommended that the employees’ salary ranges and benefits be reviewed. The Council then requested that comparable state associations be surveyed regarding their employee salaries, benefits, job positions, membership/insurance figures, etc. Chairman Fay stated that this information has been collected and referred the members to a survey which includes personnel information from Texas, Tennessee and Arkansas. Fay requested that the committee review the surveys and compare our job positions, benefits and salaries to the other states. He also stated that we need to look to the future regarding starting salaries and benefits. Committeeman Outwater related that he still believes we should hire a business consultant to do this. Chairman Fay commented that hiring a consultant has been discussed previously by the Executive Council. However, in his opinion, we do not need to hire a consultant.
At the request of Chairman Fay, Tyler briefly summarized the duties of all staff members (job descriptions attached). She also noted that staff member Kathy Ford would be working part time through 31 Dec 13.
Tyler also informed the committee that the foyer chandelier either has a short or there is a problem with the electrical wiring. An electrician checked the wiring out several years ago and did not find any problems. It was noted that the chandelier is approximately 20 years old. Tyler was tasked with pricing a new chandelier and having it installed.
The members then toured the building and grounds noting several issues that need to be taken care of as follows:
- Shingles in back need to be power washed – Tyler to obtain quotes.
- Two trees in back, which are growing over the roof top, need to be cut down. Tyler to obtain quotes for removing trees and contacting Town of Cary for permission to remove trees.
- Loading dock area needs to be power washed. Committeeman Schnack volunteered to do this.
- Abandoned wrecked car on side property with no license plates. Tyler to contact Cary Police Department.
The next meeting was scheduled for Tuesday, 8 Oct 13 at 10:30 a.m.
There was no further business to come before the committee and the meeting was adjourned at 12:15 p.m.
Adene T. Tyler