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0. Properties - Meeting Date: February 2024 - exact date not stated - Meeting Type: Call - Note Type: Summary - Attendees: VERA_RODEHUTSCORD, SCOTT_WARNER 1. Meeting Summary We reviewed a serious hand laceration incident on the floor and walked through what went right and what must improve in our EHS program. Nathan managed the bleeding and transport exceptionally well, and Mark documented the bloodborne pathogen cleanup thoroughly. However, there were gaps: use of a prohibited cutting tool, inadequate first-aider response by Nora and Andrea, and confusion locating PPE. Vera will complete a root cause review and corrective actions on Monday. Dave is on restricted duty for two weeks. On Facilities, we aligned on several fronts: Compass has been contacted for the office remodel; Pascal has moved into his office, and we will relocate unwanted cabinets from Robert to Pascal per instruction. We discussed the building movement and cracking concerns; I forwarded prior structural correspondence, and Vera will reach out to the original structural engineers for guidance and potential assessment. We also finalized the sustainable systems and warehouse layout plan, with IT leveraging the work to redo LAN cabling. A Hartford vehicle claim is in process after snow damaged an SM truck bumper; response times remain slow. On IT and governance, I will send the response on the HQ burn topic with guidance from Matt Howard. We also covered OKR workshop readiness and sequencing. Angela is proceeding solo; Robert is delegating Customer Experience OKRs to Pascal and will keep Product Management light in Q2; Sales will do theirs with Jordan during travel. Vera will run workshops for my team and Amity's and will share the facilitation plan for final input early next week. Vera is also drafting a cleaner balanced scorecard design and updating the KPI workbook to track February and backfill January. Talent and org items: Tanner starts Monday. Vera has weeks 1-3 structured and has scheduled the 30-day recap. I may join the welcome lunch. I shared my Logistics 30-day assessment to set expectations for data discipline and weekly cadence; I will mentor Jon toward clearer strategic ownership and clarify boundaries with Steve. Coaching with Brendan is greenlit for Vera, likely starting in March. Lastly, we reiterated boundaries on Facilities space allocations after Angela pushed to displace Minnie and TTS/Andrea from their closets for Marketing storage. Vera protected the operational space and resolved it with alternate lockers. The coffee machine repair has a promising lower-cost path with a downtown Indy vendor. 2. Attendee List - Vera Rodehutscord - Scott Warner 3. Action Items - [Vera] Complete incident root cause review and corrective actions: tool policy, safety cutter standard, first-aider response, PPE access and labeling, and refresh bloodborne pathogen procedures. Include Steve, Nora, and Andrea in follow-up. - [Vera] Manage Dave's restricted duty for 2 weeks and coordinate suitable work assignments. - [Vera] Confirm and document cutting tool policy - eliminate knives, standardize approved safety cutters, and ensure availability and training. Align with Steve. - [Scott] Send HQ response on the IT burn topic per Matt Howard's guidance. Escalate tone/expectations as needed. - [Vera] Contact Smith/Roberts and Associates structural engineers with photos and description of door frame shift and cracks. Request preliminary opinion and next-step assessment options. - [Scott] Provide backstop support to Vera on structural outreach if needed. - [Vera] Continue pursuing ESM insurance documentation - follow up with Doug for loss runs. - [Scott] Ping Doug directly if no response by early next week to unblock ESM submission. - [Vera] Oversee Facilities moves: complete cabinet relocation from Robert to Pascal. Confirm contents and disposition as needed. - [Vera] Manage coffee machine repair with Indy vendor - secure estimate, determine repair vs. replacement within 1-2k target. - [Scott] Finalize Spanish class vendor scope and next steps. Loop in Vera for logistics once defined. - [Vera] Finalize OKR workshop facilitation plan and run-through with Scott for feedback Mon-Tue. Then execute workshops for Scott's and Amity's teams. - [Vera] Draft the balanced scorecard design and update the KPI workbook - backfill January, enable February data entry, and push to teams. - [Scott] Share my leadership scorecard and 1:1 templates with Vera for potential use with Tanner and team. - [Vera] Onboard Tanner: execute weeks 1-2 plan, coordinate week 3 training, and hold 30-day recap. - [Scott] Join Tanner welcome lunch Monday if onsite and cover the expense; otherwise Vera will expense if she pays personally. - [Vera] Coordinate scheduling with IT on LAN cabling redo aligned to the new sustainable systems and warehouse power plan. - [Vera] Continue to push Hartford on the vehicle damage claim; ensure estimate and repairs proceed. - [Vera] Confirm Tuesday HR interview status with Lisa when she is back; adjust workshop timing if needed. - [Vera] Kick off coaching with Brendan in March - align start date and initial focus areas. 4. Relevant Timelines - EHS - Dave restricted duty: 2 weeks from injury date - adjust assignments accordingly. - Tanner onboarding: - Start: Monday - Week 3: training - 30-day recap: 30 days from start - OKRs: - Workshop plan review with Scott: Mon-Tue next week - Workshops: start Tue-Wed next week - Goal: complete departmental OKRs by end of February - ESM insurance: Loss runs from Doug - outstanding now; target early next week to close package - Coffee machine: Vendor evaluation and estimate - pending pickup and diagnosis now; decision upon estimate - Structural: Initial outreach to Smith/Roberts - next week; proceed to on-site assessment if advised - Spanish class: Vendor confirmed capability - scope and scheduling follow-up next week - Sustainable systems and LAN: Plan finalized - schedule implementation with electricians and IT next 5. Additional Notes - EHS observations: - Nathan's emergency response and documentation were excellent. Mark's bloodborne pathogen cleanup summary was thorough. Recognize both. - Gaps to fix: eliminate knife use, retrain first-aiders on scene control and immediate care, improve visibility and access to gloves and cleanup supplies, and reinforce incident communication protocol. - Facilities space governance: - Maintain clear operational boundaries. Marketing requests must not disrupt critical IT/TTS storage or workflows. The locker solution sufficed this time; reiterate process discipline on space reassignments. - IT/HQ dynamics: - The HQ request on the burn topic came in as a directive with technical content unlikely authored by the business owner, and on a compressed timeline. We will respond constructively but set expectations on partnership and workload realism. - Logistics leadership and data: - Push for alignment on numbers between Sales and Logistics. Weekly/biweekly 1:1 rhythm set; clarify Jon's strategic remit and Steve's boundaries. Drive toward reliable KPI-driven decision making, acknowledging report development lead times. - Marketing leadership context - confidential: - HQ is restructuring Marketing. Early signals suggest Angela may not align with the North America direction; Matt intends to manage any transition fairly and with advance notice. - Expense reminder: - If Vera pays team lunch out-of-pocket, scan and expense - no card required. I will cover if I attend.
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