Ohio Cultural Facilities Commission

Staff Meeting Agenda

Monday, 8/27/07 | 1:30 p.m. – 2:30 p.m.
WEEKEND RECAP: Brief updates on life outside the office; an opportunity to share “joys and concerns”.
FOCUS TOPIC(S): More detailed discussions designed to enhance knowledge of OCFC policies, procedures, and
operations; supports the learning objectives of the group.

1) Priority updates for Dave

a) Financial issues – ML reported on encumbrances for capital projects that she couldn’t
get to go through. She went to the lab on Friday; they were helpful, but there most be
something else going on. Only the converted ones are going through. One has not been
done from start to finish for capital requests.
b) HR – Paperwork has been mostly completed for the new intern, Amanda. MB reminded
DW about a time sheet for SC (for her vacation time).
c) Staff recruitment – More money needs added to the Robert Half Account Temps
contract to extend time. DW gave NB the resume of another applicant to call for salary
requirements for the MIC position.
(1) Action: NB – Call candidate & schedule if salary requirements in OCFC range.
(2) Action: Those involved in round 1 interviews - When finished with candidate file,
hand it off to round 2 interviewers.
d) Intranet bugs / fixes – For the intranet / detail report, it still says to save a copy and at
times can only be accessed through the extranet. Sometimes a “server error” message
comes up when accessing this report the other way. Several staff members have been
having the same problem. A work-around has been to save a copy to the desktop and
keep saving over it. DW is meeting with CapCity tomorrow about some computer
concerns that need fixed.
e) Annual Report – Mostly mailing list stuff that needs corrected. DW re-ran the list for the
ODOD regional reps and gave it to JF to keep, so that when it comes time to do this
again, we will remember how this was handled. There is more cleanup to be done to the
mailing list, and most staff members will become involved in the cleanup.
f) Office reconfiguration – TC reported that quotes will be coming in so that DW & KF will
have a firm idea of costs.
g) Project Services – TC reported on Piqua/Ft. Pickawillany & NURFC.
h) Commission Meeting Prep – For timeline, go to August and click on to see November
timeline (what is scheduled thus far). JF has her items updated. Resolutions have been
scanned and thank-you’s/congrats letters have been sent (for green team and assumed
for red team as well – SC gave TC the copy of the example letter to use). Media
Releases have been sent. The web site has not been updated – JF learning
DreamWeaver and can do this as she learns this and sets aside time for this.
(1) Action: TC, LW, MB, & DW – Talk about this during some of the overlap time on
Thursday. Have a work plan for Monday.
(2) Action: DW set aside ½ hr. w/JF to help w/instructions for posting to web.
(3) Action: NB – update attendance chart; continue work w/minutes; give DW on
8/28 an estimate of approx. completion date for 1st draft of minutes (/DW of goal
of internal review by 9/10).

2) Staff Training
a) Update: Dave provided an update on the “Now Discover Your Strengths” (NDYS). Staff
will be receiving the books in the near future. The book is a quick read (approx. 30 pgs.).
A workshop will be held in October with an expert providing training. There is a code in
the back of the book in a sealed folder for on-line completion of a timed questionnaire
that is aimed at discovering your strengths and areas in which there are opportunities for
improvement. In the next week or two, DW will provide another update, distribute the
book (w/directions), and give staff members 2 to 3 weeks to read the book and finish the
on-line questionnaire.

I:\nurfc request pdfs\S Drive Administrative Matters folders\DRAFT - Staff Meeting Outcomes 20070827.doc
 (1) Action: ML – Look for paper copy of score sheet in Annie’s files. See example
provided by DW.
3) Lead based paint - State of Ohio vs. Sherwin-Williams
a) Update: DW provided an update on the above referenced litigation. Per public records
law, we don’t delete or shred anything that is not addressed in a records retention policy.
Since we don’t have a plan for this, we need to keep everything that pertains to this.
(1) Action: All staff – Be thinking about documents that refer to lead-based paint and
the locations of such documents. Generate a bulleted list of where documents
live that reference lead-based paint and send to NB for her to compile.
(2) NB – compile list; scan letter re litigation and send w/mtg. outcomes.
STANDING ITEMS: Brief updates on information pertinent to the group as a whole; primary information-sharing tool and
an opportunity for DW or others to provide clarity and/or set priorities.

1) Financial issues – controlling boards

a) Update: ML reported that there were a lot of controlling boards in process and asked if staff
were putting in 9 digit number that starts with zero. MB indicated that the appropriation line #
was being put in and the system crosswalks to the number that ML was referring to. DW
mentioned that it seems as if project services should own/be responsible for the controlling
boards related to projects since the PA’s initiate this.
b) Decision: When PM’s see controlling board come through, they should keep one copy and
give another copy to ML w/a post-it note on it indicating that it is ready for entry into OAKS.
As ML receives them, she should let the PA’s know if anything is missing.
2) Project Services [SC/TC]
b) Prevailing wage – TC reported that if project cost as a whole is less than $21,995 than
prevailing wage does not have to be used (for example, Monroe’s project of around
$5,000 or the General Lytle Homestead - Harmony Hill project). DW noted that staff may
want to read up on this issue.
i) Decision: DW instructed that good records should be kept of those raising concerns
and document such in the project notes.
c) Using amts. smaller than appropriation – TC inquired if projects, for example Piqua/Ft.
Pickawillany, could use a portion of what was appropriated. DW indicated that smaller
amounts have been used in the past if nothing prohibits using less than what was
appropriated.

GOOD OF THE ORDER: Brief updates on office-related information of interest to the group.

Possible Future Focus Topics:

ƒ What’s happening with Kathy’s external role?
ƒ What goes on in a meeting with a legislator?
ƒ Annual report preparation
ƒ Agency employee handbook policies
ƒ Agency financial procedure revisions
ƒ Project assessment process
ƒ Project slide show

I:\nurfc request pdfs\S Drive Administrative Matters folders\DRAFT - Staff Meeting Outcomes 20070827.doc