Summary

0. Properties - Meeting Date: Unknown - Meeting Type: Other - Note Type: Summary - Attendees: Steve Wade; Scott Warner; Lisa Law; Nora Rush; Nathan Harpel; Tanner Long

1. Meeting Summary We convened to address escalating concerns about Diana's safety and well-being. Her recent behavior and attendance patterns have shifted notably, coinciding with a new boyfriend and a move from Frankfort to Lafayette. We learned from Nora that Diana is largely isolated locally, dealing with vehicle and documentation issues, and may be planning to move in with this boyfriend after only a couple of months of dating. There was an apparent police interaction yesterday morning related to car issues and lack of insurance. Communication irregularities include a third party with a nonlocal accent calling Nathan to request time off on her behalf and a follow-up text from Diana's number written in unusually polished English.

Given our duty of care and EHS responsibilities, we aligned on a cautious, confidential approach: have Nora check in with Diana directly in Spanish today and report whether her responses sound like her. If there is no contact or the responses feel off, we will request a welfare check through Lafayette PD. If there is a no call/no show tomorrow, we will escalate. We also agreed to tighten expectations that, in sensitive situations, the employee must speak to us directly by phone when feasible. Lisa will verify Diana's emergency contacts. Tanner provided guidance on Indiana's one-party consent and the welfare check process. I will ensure we handle this within legal and policy boundaries and accelerate language access options to reduce misunderstandings going forward.

2. Attendee List - Steve Wade - Scott Warner - Lisa Law - Nora Rush - Nathan Harpel - Tanner Long

3. Action Items - Nora Rush: Text or call Diana in Spanish today to confirm she is okay; assess whether responses sound like Diana; update Nathan with a brief summary. [NORA_RUSH] - Nathan Harpel: If the unknown number calls again, let it go to voicemail to capture a recording; request a direct voice call from Diana for any future same-day time-off requests; document all communications; notify team of any updates. [NATHAN_HARPEL] - Lisa Law: Verify Diana's emergency contacts on file today; be prepared to coordinate a discreet, female-to-female wellness conversation with interpreter support if needed; maintain strict confidentiality. [LISA_LAW] - Tanner Long: Provide step-by-step guidance for initiating a welfare check with Lafayette PD; if triggers occur (no contact or abnormal responses by end of day, or NCNS tomorrow), assist in placing the request; draft a short SOP covering welfare checks and call documentation; confirm one-party consent parameters in writing. [TANNER_LONG] - Steve Wade: Continue documenting attendance, tardies, and any NCNS; prepare a concise chronology of attendance and performance changes to support potential law enforcement requests; maintain confidentiality. [STEVE_WADE] - Scott Warner: Oversee the approach for legal, privacy, and EHS compliance; align and clarify call-off expectations for sensitive cases (voice confirmation preferred when feasible); coordinate with Legal on a recording policy; accelerate evaluation of language access tools (Language Line or approved translators) and support upcoming Spanish classes. [SCOTT_WARNER] - Team: Hold for Nora's update today; if no contact or abnormal response by end of day, proceed with welfare check; if NCNS tomorrow, escalate per SOP. [ALL]

4. Relevant Timelines - Today: - Nora to contact Diana and update Nathan. - Lisa to verify emergency contacts. - If no contact or abnormal response by end of day, Tanner to assist with initiating a welfare check with Lafayette PD. - Tomorrow: - If Diana no call/no shows, escalate and proceed to welfare check and further steps as needed. - Future: - Female-to-female wellness conversation to be scheduled promptly once contact is made and conditions allow. - HR backfill starts on the sixteenth, which should enhance capacity for employee support conversations.

5. Additional Notes - Confidentiality is critical. We are acting out of genuine safety concern, not discipline. Make this clear in any outreach. - Behavioral changes observed: shift from conservative dress to more revealing attire, reduced church attendance, inconsistent personal stories, new boyfriend reportedly living two hours away, talk of moving in together, and consideration of leaving the job. - Vehicle/documentation issues: recent car trouble on I-65, reported lack of insurance, and interaction with law enforcement. This supports why she left at lunch and did not return, though communication should have been direct. - Communication risk indicators: third party calling on her behalf; unusually polished English via text from her number; prior instance of pastor emailing management about PTO. These raise red flags for potential undue influence. No accusations, but we remain vigilant for exploitation or coercion. - Policy and governance: - Current practice allows texting for call-offs, but in high-risk scenarios we should require a direct voice conversation when practical. - Indiana is a one-party consent state; however, we need a company policy clarifying permissible recording practices. - We should formalize an SOP for welfare checks, documentation standards, and thresholds for escalation to law enforcement. - Language access: the language barrier contributes to misunderstandings. We should evaluate professional interpreter options and continue advancing Spanish training for supervisors.