Hunt Building Board of Trustees

The Hunt Building -. L Minutes April 2, 2013 Regular Meeting started at 4:00 pm. Meeting held at The Hunt Memorial Building In attendance: Joy Barrett, Carolyn Mortellaro, Tammy Crisp, Charlie Matthews, Cail Bellavance, Alderman Mary Ann Melizzi-Goija, Marilyn Solomon, Rosalie McQuaid, Frank Mellen Absent: None Secretary’s Report: Motion to accept the February 2013 Secretary’s. Made by Rosalie McQuaid second by Cail Bellavance. All in favor. Motion carries. Motion to accept the March 2013 Secretary’s report. Made by Rosalie McQuaid second by Cail Bellavance. All in favor. Motion carries. Treasurers Report: April2013 Statement: 6006 Hunt Bldg. (NH Charitable) $ 1,944.91 $500.00 Expenditures No Activity Hunt Bldg Facility Rentals and Expenses $10,188.94 Balance of Budget Total Budget $21,531.00 $ 9,157.00 Balance of Revenue $11,342.06 Actual Expended $12,374.00 Actual Revenue $ 3,081.94 Fund Balance (includes $2050 opening) Hunt General Building $ 3,646.57 Available Total Budget $17,851.00 80% $ 14,204.43 Expended Hunt Memorial Bldg Fund $ 9,608.89 Revenue $520.37 includes $2450 encumbrance Ella Anderson Trust $ 0 No Activity Motion to accept February Treasurers Report. Made by Cail Bellavance second by Frank Mellen. All in favor. Motion carries. Motion to accept March Treasures Report. Made by Call Bellavance second by Frank Mellen. All in favor. Motion carries. Page I of 3 Administrator’s Report, Correspondence, Status of Renovations/Maintenance Report and Events Calendar: A Carolyn negotiating new office space Lease with Renaissance Downtowns. A New lawn sign was installed March 28th~ A Letter from Nashaway Woman’s Club for donation utilization. Motion to accept and place on file Administrator’s Report, Correspondence, Status of Renovations/Maintenance Report and Events Calendar for February: Made by Joy Barrett second by Rosalie McQuaid. All in favor. Motion carries. Motion to accept and place on file Administrator’s Report, Correspondence, Status of Renovations/Maintenance Report and Events Calendar for March: Made by Rosalie McQuaid second by Marilyn Solomon. All in favor. Motion carries. Old Business: A 1st Annual Progressive Dinner and Fundraiser together with the First Church and The Nashua Historical Society were discussed. Tickets will be suggested to sell for $100.00 per person. Beer/wine and appetizers will be at the Hunt Building, dinner at the First Church and dessert and coffee will be at the Historical Society. The date will be September 2013. New Business: A The revised Hunt Administrator Job Description was discussed. Motion to approve new job description. Motion made by Cail Bellavance second by Rosalie McQuaid. A Revised hourly wage compensation for Hunt Administrative Position. Analysis of Job description attached. Human resources upgraded the Budget and it will be amended to reflect change from GradeS step 5 to Grade 11 step 3. Motion to accept grade change and pay increase to be reflected in budget. Motion made by Rosalie Mcauaid second by Cail Bellavance. All in favor. Motion carries. A Motion to accept the proposed FY2014 Hunt Budget. Motion made by Charlie Matthews, second by Frank Mellen. All in favor. Motion carries. 2013 Slate of Officers: Joy Barrett Chair - Cail Bellavance Vice Chair — Rosalie McQuaid- Treasurer Tammy Crisp- Secretary Frank Mellen made a motion to close nominations. Motion to accept nominations for 2013 Slate Officer. Made by Charlie Matthews, second by Marilyn Solomon. All in favor. Motion carries. Page 2 ot3 Public Comment: None Coming in May A Talk about more activities for the public. A History of the Hunt by Cail Bellavance A Festival of Trees A Progressive Dinner Frank Mellen moved to adjourn the meeting at 4:57pm Respectfully submitted Tammy Crisp Next meeting Tuesday, May 7— :3Oprn — Hunt Memorial B ilding Page 3 of 3  FOR HR ONLY: JOB CODE#: 2077 EXEMPT: NON EXEMPT: x CITY OF NASHUA POSITION DESCRIPTION FORM ‘ POSITION TITLE: Hunt Building Administrator REPORTS TO (title): Chair, Hunt Building Board of Trustees I DEPARTMENT: Hunt Building DIVISION: Financial Services I DATE: March 11, 2013 REVIEWED BY (title): Hunt Building Board of Trustees 1. POSITION PURPOSE Please briefly state position’s purpose and role. - Please limit response to the allotted space. This position oversees all operational functions of the Hunt Memorial Building. Performs other related duties as assigned or which are required by this position. 2. ORGANIZATIONAL RELATIONSHIPS Who assigns work to this position? Title: Chair, Board of Trustees Department: Hunt Building Who reviews performance of incumbent Title: Chair, Board of Trustees Department: Hunt Building Are there other positions that report to the same position? Yes No If yes, please list the job titles. (Attach a separate sheet if necessary) Do any positions report directly to this position? Yes No If yes, please list the titles. 3. JOB DIMENSIONS Indicate the significant financial data ONLY IF incumbent has - budgetary responsibilities within the scope of this position. These should include dollar amounts and any other measure specific to this position. Use current fiscal year figures. Current fiscal year’s budget: $17,851.OO(FYI3) Total employees supervised: ______________ * Overtime eligible: _____________ * Overtime ineligible: _____________ Other financial information (please specify type and amount) 4. SPECIFIC DUTIES (Before completing this section, please read articles a, b and c carefully.) a. List the duties performed on a REGULAR basis (i.e., DAILY), emphasizing those that would be considered essential or fundamental to the job (i.e., those functions for which the job exists) Use care in describing what the task is, . not how the task is performed. Each job duty should begin with an action verb (e.g., answers telephone or sorts mail see attached for examples of action - verbs) . In the last column, provide an estimate of the amount of the work time (percentage) that is spent performing each duty. Attach additional pages if necessary. JOB DUTY % OF WORK Oversees all operational functions of the Hunt Memorial Building: 100% • Serves as a detailed-oriented administrator of the Hunt Memorial Building, hereafter known as the “Hunt.” • Schedules and coordinates all events, rentals, meetings, etc. at the Hunt. • Prepares and submits grant applications and reports to support Trustee sponsored events and restoration projects • Serves as a liaison for the Trustees, General Contractor, Project Manager, the Mayor, and City Hall personnel during renovation/restoration projects of the historic municipal property still ongoing • Advertises for and manages all interest to lease private office space. Handles lessee negotiations_and_manages_tenants_occupying_the_building . Schedules, coordinates, and manages all private rentals, community activities, Trustee events, and_cleaning,_maintenance,_and_inspections_of the_property • Follows-up on all private inquiries of interest to lease available office space • Handles all lessee negotiations and manages tenants once office space is occupied • Collects and deposits rent. • Maintains_complimentary_usage forms_and_insurance_records • Maintains event calendar on the city website to include trustee meetings, private rentals, city department events and community happenings • Updates website with photos and business forms • Solicits donations, manages fundraising projects, oversees involvement in community functions and_plans_Trustee_sponsored_free_and_open_to_the_public_concerts_and_cultural_events • Maintains accounts, invoices, requisitions, and petty cash in a timely and accurate manner, • Informs the Trustees and forwards publicity releases to the news media and to appropriate local agencies._Coordinates_newspaper articles_and_announcements_with_local_print_media •__When_applicable,_pays_performers_at time_of performance • Submits evaluations of events in a timely fashion to the New Hampshire Charitable Trust (NHCT) . Books concerts and events • Obtains fact sheets on performing artists, arranges for publicity, puts-up posters • If applicable, arranges for refreshments, ice, etc. • Arranges for piano tuning, including scheduling, access, and payment . Ensures building is clean, especially the bathrooms •__Sets-up_chairs/seating_arrangements_specific to_an_event •__For_private_events,_arranges_tours,_opens_and_closes_Hunt,_etc. • Responds to all routine inquiries, either by mail, telephone, e-mail, or fax and maintains files of relevant correspondence . Submits copies of relevant documents to Board members and Financial Services • Acts as a liaison between the Trustees and City Hall in administrative mailers relating to the Hunt • Accurately records and deposits in the appropriate accounts at City Hall, all funds regarding the Hunt received either through donations or grants, etc. in accordance with the City of Nashua Cash Controls and Handling Policy . Provides_and_obtains_receipts for transactions_per cash_policy • Submits bills and requisitions to Financial Services in a timely fashion . Presents financial status to Board of Trustees in absence of Treasurer at meetings . Keeps track of restoration_and_maintenance_accounts . Prepares/maintains/and updates GrantiEvent Matrix showing allocation of grant funds to events to keep Chair and Board informed of what funds have been expended and what funds they have available to spend on events •__Prepares_and_maintains_accounting_of contingency account . Reviews proposals for grants and administers grants pertaining to restoration and public events • Maintains files pertaining to restoration, renovation, maintenance, etc. • Maintains petty cash account; reconciles petty cash with Financial Services per their instructions, reimburses against receipts from petty cash slips, compares and signs petty cash slips, and submits appropriate forms to Financial Services for reimbursement of funds into Hunt Building account . Inventories and maintains office, hospitality, and maintenance supplies, orders stationery, calendars, files, office equipment (toner cartridges, stamps, paper, etc), light bulbs, bathroom and cleaning supplies, etc • Arranges for the cleaning, maintenance, and upkeep of the Hunt Building . Responsible for security of the Hunt Building including key control. Issues and retrieves keys and maintains list of persons who have keys • Turns HVAC and lights on and off as appropriate when opening and closing the Hunt Building . Changes the messages on the marquis at the front door of the building as appropriate . Arranges with the City to remove trash and to reset the clocks to correct time . Recruits and coordinates the efforts of volunteers and maintains a record of the dates and number of hours volunteered • Coordinates the efforts of the Hunt Building architect and City Hall officials in mailers affecting the renovation and restoration of the Hunt Building . Follows-up_on_on-going_projects,_such_as_masonry work . Serves as liaise with City of Nashua Departments for grants, water damage, air conditioning, etc. . Coordinates with architect on 5-year plan. •__Searches_for applicable_grants_outside_of the_City of_Nashua • Attends all major fund raising events and works with the Chair of the event to ensure success . Notifies supervisor of emergencies affecting the Hunt Building and of the action to be taken to resolve them • Responsible for the opening and the closing of the Hunt Building for scheduled events by coordinating_coverage_among_Trustees_and_volunteers . Implements policy regarding open hours for the Hunt Building as established by the Trustees 4. SPECIFIC DUTIES (cont.) b. List the duties performed on a PERIODIC basis (e.g., WEEKLY, MONTHLY, ANNUALLY), emphasizing those that would be considered essential or fundamental to the job (i.e., those functions for which the job exists). In the last column, indicate how frequently this duty is performed (e.g., WEEKLY, MONTHLY, ANNUALLY). JOB DUTY FREqUENCY Attends meetings of the Board of Trustees to provide reports of both past and upcoming events, Monthly financial, maintenance, administrative, etc. and to answer questions regarding the Hunt Performs other duties and attends meetings as may be requested or required by this position As Requested Obtains monthly accounting sheets from Financial Services and forwards to Trustee Treasurer Monthly Assists in annual budget preparation and report, maintains accounts, invoices, requisitions, and Annually petty cash generating necessary reports. May appear with Trustees at hearings Writes grant proposals and submits grants and assists Trustees with grant proposals As Needed Prepares follow-up grant reports and submits following appropriate deadlines As Required Submits necessary forms to the City As Necessary  c. List the duties perform on an INTERMITTENT or OCCASIONAL basis. Those duties are likely to be infrequent or incidental (they could be performed by others without altering the underlying reason this job exists) In the last column, . indicate how frequently this duty is performed JOB DUTY FREQUENCY 5. WORKING RELATIONSHIPS List by title the positions this position most frequent contact with. What is the frequency and nature of these contacts? Within division/department Frequency Purpose Chair, Hunt Memorial Building Board of Trustees As Needed Coordinate admin. Support, and provide info. Hunt Memorial Building Board of Trustees Daily Coordinate admin. Support, and provide info. CFO/Comptroller & Accounts Payable As Needed Coordinate/Support and provide info. Purchasing Department As Needed Coordinate/Support and provide info Risk Management As Needed Coordinate/Support and provide info Building Maintenance As Needed Coordinate/Support and provide info Assessing Department As Needed Coordinate/Support and provide info Outside the division/department(Including School Dept) City Departments As Needed Coordinate/Support and provide info General Public/Users of the HunVNHCT As Needed Coordinate/Support and provide info Volunteers As Needed Coordinate/Support and provide info Contractors, Maintenance Personnel, etc. As Needed Coordinate/Support and provide info Transportation Department As Needed Coordinate/Support and provide info Legal Department As Needed Coordinate/Support and provide info Information Technology Division As Needed Coordinate/Support and provide info DPW Parks and Recreation Department As Needed Coordinate/Support and provide info Solid Waste Department As Needed Coordinate/Support and provide info 6. CONFIDENTIAL DATA a. Does this position work with information, processes, or data that are, or would be, sensitive or damaging to individuals or the City if made public or not properly safeguarded? YES NO b. If yes, what kind of information is it (i.e., investigative, financial, etc.)? 7. PROBLEM SOLVING MID DECISION MAKING Describe problems this position solves and decisions made by this position (give examples). a) When taking call, either handles call or refers callers to appropriate person/department. Describe problems or decisions, which this position refers to others for help (give examples) b) Non-compliance to policies/procedures or any unusual operational or technical information or problems are referred to the Chair/Board of Trustees when appropriate. 8. REVIEW OF WORK Does this position have to submit any work in progress for review and approval?  If so, what and to whom is it given? All work may be reviewed by the Chair and/or the Hunt Building Board of Trustees 9. SUPERVISION OF OTHERS’ WORK Check those supervisory responsibilities that are a part of this job: LI Instructing N Assigning work LI Reviewing work LI Planning work of others N Maintaining standards N Coordinating activities LI Allocating personnel LI Acting on employee problems LI Selecting new employees LI Transferring/promoting employees (Recommend? LI Approve? LI Discipline (Recommend? LI Approve? LI LI Discharge (Recommend? LI Approve? 10. LI Salary increase (Recommend? LI Approve? LI EDUCATION AND TRAINING a. How much formal education is necessary to do this job (check one) LI Less than high school LI High school EEl High school, plus 1 year schooling Type coursework: LI High school, plus 2-3 years schooling Type coursework: N Associate Degree (2 years) Major: Business or Property Management or related field LI College degree (4 years) Major: LI College degree plus other schooling Type coursework: b. List additional specialized courses, subjects, or training that are necessary but not available through high school or college: Must have sufficient training to be proficient in the use of personal computers, printers, and all software necessary to do this job. Possess ability to communicate well with others, both orally and in writing. Must be able to learn new skills quickly, handle situations with tact, courtesy, possess initiative, be resourceful, and have good judgment, and be able to work cooperatively as a team member as well as independently. Training or experience in facility management and/or historic restoration is desired. Possess ability to perform a wide variety of duties and responsibilities with accuracy and speed. Able to demonstrate integrity, ingenuity, confidentiality, and inventiveness in the performance of assigned tasks. c. How much similar or related work experience is necessary for a person starting this job (check one) LI 6 months or less LI 5 to 8 years LI 6 months to 1 year LI more than 8 years LI 1 to 3 years LI other (specify) ~ 3 to 5 years d. How long should it take an employee with the necessary education and experience (as shown above) to become familiar enough with the details of the job to do it reasonably well (check one)?  El 2 weeks or less El 1 year LI 3 months El 2 years 6 months El other (specify) 11. MACHINES, TOOLS, AND EQUIPMENT List the machines, tools, equipment, electronic devices, and/or software an incumbent of this position is required to use in performing this job. Indicate the frequency of their use(e.g., C-continually, F-frequently, or 0-occasionally): MACHINE, TOOL, EQUIPMENT, ELECTRONIC DEVICE, OR SOFTWARE FREQUENCY Personal computer, Printers, Microsoft Windows, MS Professional Office Suite and all software and databases C applicable to this job Calculator, telephones, standard office equipment F 0 12. MENTAL EFFORT a. Reasoning development. Indicate the level of mental reasoning necessary to perform this job (check one) C Follow one- or two-step instructions; routine, repetitive task. ~ carry out detailed but involved written or verbal instructions; deal with a few concrete variables. c ~ Follow written, verbal, or diagrammatic instructions; several concrete variables. Solve practical problems; variety of variables with limited standardization; interpret instructions. Q Logical or scientific thinking to solve problems; several abstract and concrete variables. Q Wide range of intellectual and practical problems; nonverbal symbolism; comprehend most abstruse concepts. b. Mathematical development. Indicate the level of mathematical development necessary to perform this job (check one) Q Simple addition and subtraction; copying figures, counting, and recording. U Add, subtract, multiply, and divide whole numbers. ~ Arithmetic calculation involving fractions, decimals, and percentages. Q Arithmetic, algebraic, and geometric calculations. fl Advanced mathematical and statistical techniques such as calculus, factor analysis, and probability determination. Q Highly complex mathematical and statistical techniques such as calculus, factor analysis, and probability determination; requires theoretical application. C. Language development. Indicate the level of language development necessary to perform this job (check one) O Ability to understand and follow verbal or demonstrated instructions; write identifying information; request supplies verbally or in writing. o Ability to file, post, and mail materials; copy data from one record to another; interview to obtain basic information such as age, and occupation; guide people and provide basic direction. 0 Ability to transcribe dictation; make appointments and process mail; write form letters or routine correspondence; interpret written work instructions; interview job applicants. o Ability to compose original correspondence, follow technical manuals, and have increased contact with people. ~ Ability to report, write, or edit articles for publications; prepare deeds, contracts, leases, or mortgages; prepare and deliver lectures; interview, counsel, or advise people; evaluate technical data. 13. PHYSICAL EFFORT a. Indicate the physical activity required to perform this job (check one) O Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing  are required only occasionally and all other sedentary criteria are met. O Light work (‘X’ all that apply): o . Exerting up to 20 pounds of force occasionally o ~. Exerting up to 10 pounds of force frequently o iii. Exerting a negligible amount of force constantly to move objects (If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.) 0 Medium work (‘X’ all that apply): 0 ~. Exerting up to 50 pounds of force occasionally o ~ Exerting up to 20 pounds of force frequently o ~ Exerting up to 10 pounds of force constantly to move objects 0 Heavy work (‘X’ all that apply): o I. Exerting up to 100 pounds of force occasionally o ~. Exerting up to 50 pounds of force frequently o ~ Exerting up to 20 pounds of force constantly to move objects o Very heavy work (‘X’ all that apply): o j. Exerting in excess of 100 pounds of force occasionally o H. Exerting in excess of 50 pounds of force frequently o Exerting in excess of 20 pounds of force constantly to move objects ~ b. Indicate the visual requirements necessary to perform this job (check all that apply) 0 Far vision: Clarity of vision at 20 feet or more 0 Near vision: Clarity of vision at 20 inches or less 0 Mid-range vision: Clarity of vision at distances of more than 20 inches and less than 20 feet 0 Depth perception: The ability to judge distance and space relationships, so as to see objects where and as they actually are 0 Color vision: Ability to identify and distinguish colors 0 Field of vision: Ability to observe an area up or down or to the right or left while eyes are fixed on a given point. C. Indicate the physical activity necessary to perform this job (check all that apply): 0 Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles, and the like, using feet and legs and/or hands and arms. Body agility emphasized. This factor is important if the amount and kind of climbing requires exceeds that required for ordinary locomotion. Q Balancing: Maintaining body equilibrium to prevent falling when walking, standing, or crouching on narrow, slippery or erratically moving surfaces. This factor is important if the amount and kind of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium. o Stooping: Bending and downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full use of lower extremities and back muscles. o Kneeling: Bending legs at knee to come to a rest on knee or knees. o Crouching: Bending the body downward and forward by bending legs and spine. o Crawling: Moving about on hands and knees or hands and feet. o Reaching: Extending hand (s) and arm(s) in any direction. 0 Standing: Particularly for sustained periods of time. 0 walking: Moving about on foot to accomplish tasks, particularly for long distances. ~ Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward, or outward. ~ Pulling: Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion. ~ Lifting: Raising objects form a lower to higher position or moving objects horizontally from position to position. This factor is important if it occurs to a considerable degree and requires substantial use of the upper extremities and back muscles. N Fingering: Picking, pinching, typing, or otherwise working primarily with fingers rather than with the whole hand or arms as in grasping. 0 Grasping: Applying pressure to an object with the fingers and palm. 0 Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by  touching with skin, particularly that of fingertips. Z Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which workers must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. ~ Hearing: Perceiving the nature of sounds with no less than a 40-db loss at 500 Hz, 1,000 Hz, and 2,000 Hz with or without correction. Ability to receive detailed information through verbal communication, and to make fine discriminations in sound, such as when making fine adjustments on machined parts. ~ Repetitive motions: Substantial movements (motions) of the wrists, hands and/or fingers. 14. WORKING CONDITIONS: Indicate any disagreeable job conditions to which an incumbent of this position is exposed and the frequency (e.g., C-continually, F-frequently, or 0-occasionally) of this exposure. For each condition or environmental factor, indicate the nature or reason for such exposure. Write “not applicable” if no disagreeable conditions exist. WORKING CONDITION! NATURE/REASON OF EXPOSURE FREQ ENVIRONMENTAL FACTOR DIRT Renovation related 0 NOISE Renovation related 0 TEMPERATURE EXTREMES N!A DAMPNESS NIA VIBRATIONS Renovation related 0 EQUI PMENT MOVEMENT HAZARD NIA DANGEROUS CHEMICALS! N!A SOLVENTS ELECTRICAL SHOCK N!A SIGNIFICANT WORK PACE! N!A PRESSURE OTHER (specify) NIA 15. SUPERVISOR COMMENTS: NOTE TO SUPERVISOR: Your signature below indicates that you have reviewed the above position description. It you want to make revisions, enter them in RED pencil in the appropriate spaces. If needed, use additional sheets, numbering your comments to match the items in questions. These items will be reviewed with you before a final position description is prepared. Chair, Hunt Board of Trustees Approved by: Title: (Immediate Supervisor) Approved by: Title: 16. EMPLOYEE COMMENTS: The signature below indicates that you have reviewed the above position description Employee Signature Title: Comments of Employee: