11-11-03 Conrad Mansion MinutesCONRAD MANSION BOARD
MINUTES
NOVEMBER 11, 2003
The next meeting will be held Tuesday, January 20th at 8:00am at Tia's office.
Present. Board Members - Rick Champoux, Everit Sliter, Shirley Miller, Rita Fitzsimmons, Gayle Vidal
Mansion Staff - Teri Florman
Absent. Tia Robbin, Betty Noreen
Rita called the meeting to order at 8:05am. The minutes of the previous meeting were approved as
corrected.
Rita read a letter of resignation from Norb Donahue. She read her response to his letter:. There are
three applicants for the vacant position --Mark Munsinger, Susie (the wife of the roofer) and a third
person. Betty intended to talk with Brad Walterskirchen and Shirley recommended Dennis Beams, but
he may not be a city resident. Rita has written, personally, a letter on Mark's behalf. She encouraged
Board members to support candidates of their choice. It was agreed that Rita will send Norb and Ruby
Donahue a lifetime Mansion pass in appreciation for his service to the Board.
After discussion Rick moved and Ev seconded a motion to amend the by -laws --change the date of city
appointments from December to April.
Teri reported that the roof and gutters are complete. She gave Dave Meredith tickets to the Bazaar and
a gift certificate for $100 to the Painted Horse to express appreciation for his help with the roof.
The Bazaar was successful, but not as lucrative as 2002. Profits were comparable to those in 2001.
Door totals are down from $11,000 to $7,000 at the Bazaar. General reaction was great. Sassafras
sales were low. Some vendors will need to be worked with. People were happy to see new vendors. A
letter of thanks is being sent to all vendors.
Raffle sales are slow. Help would be appreciated. Christmas tours are being booked from December 1-
20, Monday through Saturday at 11:00am and 2:00pm to conserve staff hours. Rita suggested a
sandwich board set out advertising the tours and Shirley suggested advertising through the Mountain
Trader.
Two space heaters have been purchased for the third floor. Evaluations have been completed on all
employees. Vicki Schulz has sent a letter of appreciation for her gift and for the years of working at
the Mansion.
Teri asked for clarification about whether Chris, our assistant manager, can be returned with reduced
hours during the winter. It was agreed that all employees except Teri are to be seasonal. E10and
Shirley suggested that we revisit the idea of contacting visitors to develop a membership program.
Rick suggested that Teri develop a list of tasks to be approved by the Board and then to do that work
herself or delegate it as she sees fit.
Rita reminded the Board that Miriam Asher was hired to complete the spring planting. She had the
plants. She gave us an estimate of $2700. In the process of planting the plants, she brought flats of
plants to store on the porch. The plants were watered every day, causing warping and damage to the
porch during the six days they were left there. The damage to the porch, estimated at $10,000,
Miriam considers a separate issue from the $3300 bill she charged the Mansion for completing the
planting. Miriam has contacted two lawyers who have told her the two issues are not related. Rita has
offered to gather a group from the Board to meet with Miriam to negotiate a conclusion to this
disagreement. Ev noted that the damage was done as part of the process of spring planting. Miriam
admits that she is not insured or bonded. She has submitted a bill which is not specific about
individuals, dates, or times worked. The damage Miriam did to the irrigation system is also
irrefutable. Ev recommended that Rita, Tia and Teri meet with Miriam and try to settle without going
to court.
(continued on back)
Page 2
CONRAD MANSION BOARD MINUTES
November, 2003
As requested Ev presented the Board with two investment proposals. Both charge a percentage for
investment and administration. First Interstate suggests Mutual Funds which would mean two fees.
Susan suggests individual stocks managed by her. After examining and discussing the proposals it was
agreed that no change in our investment policies is desirable at this time.
Ev noted that financials will be ready soon, but that in general profits in all areas are down compared to
last year. Reports will be distributed at our next meeting.
Rita has been talking to a professor from MSU about the possibility of working with a team of senior
students to develop a plan for the rejuvenation of the gardens at no cost to us. The project would last
from early spring through fall. Such a collaboration would demonstrate a regional commitment which
would be very useful in applying for further grants. Our Mansion grounds are one of three sites in the
state which has stand-alone borders --unconnected to neighbors.
Rita announced that Faye Vansickle has donated $500 following the Bazaar to the Mansion. She has told
Rita she would be happy for the Board to use this donation for the garden project. Rita and Teri will
write letters expressing appreciation to Faye for her gift.
Teri has received a letter from an aspiring horticulturist who may be interested in helping with our
gardens next year.
Rita produce a brochure for our garden project within the next few weeks. Teri will look for
appropriate pictures to help complete it.
Rita will be meeting with Carol to clarify details about our possible collaboration in the future about the
garden planting.
Rita has been in communication with Timmie Vick about a changed succession request. Christopher
rather than Richard will be her new successor.
Rita asked Shirley and Teri to research how other museums care for, tend and financially support their
gardens and grounds.
Our next meeting will be held Tuesday. January 20th at 8:00am at Tia's office.
The meeting was adjourned at 7 0:05am.
Board Meeting
November I I, 2003
Roof Update: All completed as of Saturday November 8t'.
Completed TIIP Grant Recap. For Travel Montana
and Requested a completion form.
Bazaar: Give Stats
Raffle Sales: Slow could use the Board's Support and help.
Christmas Tours: Already starting to book reservations for tours and special
Christmas teas.
Garden: I received a resume' that may be worth checking into. A graduate
from Montana State University with a degree in Horticulture
Science, she is seeking employment.
Would Board like me to contact her for an interview?
Miriam: When would Tia and Rita like to meet with her?
I would like to give the Board a personal thank you for your letter and
goodies to the staff. It really made a great impression with them, and made
them feel valued.
Staff. RE: Year round employment or Seasonal?
When I hired Asst. Manager and Maintenance, it was my
understanding from Rita that I would be hiring them as year round staff,
knowing that hours would be cut in winter. Does this still hold true?
If so how many hours can they count on per week?
- We could lose good people if we cut them to no hours.
- Continuity is important to production.
- Need to stay active in the off season
- Advertising
- Archival, inventory, maintenance that cannot be done with daily tours.
Updates:
-UV on windows in Blue Room installed & Billiard Room repaired.
-All employee evaluations finished and up to date.
-Web Site almost done, Chris is working with Leslie Clayborn on this.
-Chris is working on inputting all on the computer.
-Arborists contacted, they came on site and we are waiting for completed
formal bids.
-Ad in Northwest Travel Magazine, Nov/Dec issue.
-City map, we on front cover due to some fast talking!
-A&E calendar
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OCT '20013 12: 18 PM DESIGNWO►ZKS 406 752 6445 P. 03
141
27, 2003
� Donahue
1861
, MT 59903-1861
start this letter with a sin►
in late last month arrived
g for meat the museum)
the week of preparing for
it to send you the proper
g for my reply.
re apology, Your resignation letter addressed to me and sent to the
e day I left for a 2-week vacation. I did not know the letter was there
r`artother seven days. after I returned. when I finally did receive It, it was
re Christmas Bazaar, and between that and my work, I never had a
�ponse your letter; deserves. I apologize Norb; you've had to wait entirely
xe your decision to resign was not taken lightly, but It's disheartening to think that you've decided to
under the Impression that 16nd the other board members) ".-have no confidence, and possibly
-t, for [yourl experience and judgement." Norb, 1 can't emphasize enough that that Is simply not the
I speak for myself, and for every board member that I called with your news. Your devotion to the
ion and Its on -going success is without question; your experlence and personal history with the
um Is greatly respected,
'ding the Ideas you have presented and feel were "...summarily rejected ... " I can only Ray that every
In the board has made suggestions over the past couple of years that for one reason or another have
rejected. This is no reflection' on the person or: idea. In fact, it's an Important part of our duty to
Ion as a sounding board for ideas; I find the freedom to express all kinds of proposals within our group
ping and thought -provoking. -I enjoy hearing the different perspectives, and I particularly respect the
ience of longtime board members. But then decisions have to be made, and In the process, some
are let ga.
utter of Charles Campbell's
to me or the Board, as you':
to discussed as a group, the
ntment process clearly. Mr
explaining that his sister Is
Vest to return to ti a board as family representative was not a confusing
n to Imply In your letter. As you pointed out at our last meeting,
cement guidelines, between Alicia Conrad and the City defined the
""belt seems to bis the confused one, as I have now written to him
official family member and here is the documentation that proves it.
ly, Norb, I want to say the obvious to you that I am no Sam Bibler. what he (and many others) did on
If of the Mansion is prodigious. I love the Mansion —and i am trying hard to do my best as President
. Board --but I do not have: Sam's resources, finances, or staff. Time is short, planning and organizing
res hours of focused attentlor�j and sometimes,,things don't get done as completely as I'd like, I'm
If I've failed you in some way! but please know that your presence on the Board was appreciated and
!d by all of us. Thank you sMcerely for your years and years of service to the Mansion.
wishes always,
I '
i.
FItzsimmons, Fm-sennt, Conrad fans Ion Board of Dimefors
Tidal P.O, i►ox 1041., KA1.11WRI 7., fV T 5YUU3 IIIPuoriu: 406-755-2I IS
is s '
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12:17 PM
DESIGNWORKS
4061752 6445
P. 01
J
V
,Dear Bits., at al:
The enolosed.letter to Mayor Xennedy should be
self expin.natory. If you haa ve ny oRndidq.tes for my
replacement they should su.bmit an arpliontion to her.
This action has not been taken lightly* My
association with the Oonrad MRns,;ion woes bqok to its
very be0inning of Its existence. I have strong
emotional ties to it, I feel that without the efforts
of Mayor Larry'Bjorna,by and myself there world not
have been any "Conrad Mansion Mus-sum" as we know it todn.y.
Development thereafter, of oourse, hqs been ln.raely the
work of the lcite SRrn BibleT.
I you and the rest, of the BoPird members hRVe 110'
confidence, and possibly respect for, my experience and
and ,R,.ement.
I hg--ve not',beer appointed 9s q member of any of the
several committees that you hp .Ve formed since your
selection as IeFi.der of the Boqrd. I have
had the AUdAcity to surgest nt jeast three m-njor
item8 to the Bo?i.,d for the purpose of improvement of
c%RBh flo. All i.ve beer). summsirily reflected. You.
tossed Aside my; "Thnnk You Su.fz11',est_bd to seek
donations during, the period shortly t-vfter Sqm's death and
while his his memore was new to a grant merry
prospective donors. At this 1,-).te date th-at memory has
surely faded ar.Ld woiild not be as valuable r3z it wq.s soon
after his death.
My suggeoti6n aboiit seekinR the cooperation of local
motel operators' with a "pay tack"" anRle to It was
also summarily declined by the board members without
any effort to try it. The current efforts for motel
guests as A good ,source of tour tickets does not,
to me, seem to be drnwinp the response it should.
My suggestion at the latest meetiris that we loop
at our availmble cash as a souroe of greater revenue
than It has at .bout 2 to 3 percent, in the CDs it is
all invested in!'nOW4 1 hivig discussed this situx3tion with m
personal financial n.dvdsor 'in as ^rent Falls brokerage
firm in whom 1,hnve n great deal of donfidende. lie -tells
me the 00 � qd 1
nr sitUAtiOn is not Unique. Many Non -Profit
bodies with s I M'iln-r "nest ef�gsll hn.ie a Jimil-ar
policy and also, Suffer a very small return. Be says
there are, howeveir, a prent many vehicles out there
that are safe and prod uoe Aood revenue. He Says the
Clonrad 18 next egg invested ib a, diversified portfolio
Of mlrimtm risk' securities ahould produce at least n. E3even
percent raturn.Hirinp, of, a "MqnaRement 11 firm
Oc
-:2 0 013
12:1a
ar 406 752 6445
PM DESIGMk!,ORKS
for
a. $250,000:p,ot of Money and it would not be
all
that $,Ittramtive to 1i "Manspenlent Firm" no
too
SMA111a surf to manage, Any reliRbie gnd experienced
brokern,ge
firm' with agood trRok reoord ahoiild be
able
to id-vi5eln board of directors in selectinR
A
good
investments.
I look on the failure, of the Conrp.d Mansion. Bon,rd
to
get s,mnch;,hfaher reVurn on its ca-pital as an
instanae
Of fi asrnoia.l irrispongibilitye , S15,000 per
yesir
is much more reaaorFible th,q.,n the ',Tj6,000.00 you
are
now realizing. There also may be s ta,x
aspect
when one considers: the Federal limit of
tsLx
on "dividends" ,as opppsed to the impact on "Intereat".
t
The confused ,,reaction to the Oharles Campbell
situation is soinewhat disquieting. It shows a
lack of consideration of th.e provisions cif the oriRiOal
9,greement betw6,eri t hQ (111ty and Alicia. 'His stautu.s is
governed by thilt ngreement and the "fn.mily" is the blood
descendants of .Alicjn. flow, they settle who is the Board
membor is them"problem, not the .dot-),rd 's. Dip, ou.t the
oorespondence we had withtheCounty Commissioners about
8oroptomist kfi'Rir" and handle it the same way.
Cored luok tyou in soltirg the fttu,re problems
of the Board. 1
P. 02
the