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08-20-03 Conrad Mansion MinutesCONRAD MANSION BOARD MEFrING UT1YV_ AUGUST 20, 2003 CONRAD MANSION REKT MEETMG WILL BE TUESMY, SEPTEMBER 16TH HT 8:00flM flT THE MflUSIOR Present: Everit Sliter, Rick Champoux, Betty Norem, Norb Donahue, Rita Fitzsimmons and Gayle Vidal - Board Members; Teri Florman - Mansion Staff Absent: Shirley Miller, Tia Robbin Rita opened the meeting at 8:00am. Ev moved and Norb seconded a motion to approve the June 19th minutes as written. The motion passed. Teri reported on the following topics: Vine Removal - Three different companies have been contacted but no bids have, as yet, been submitted. Bee Broadcasting suggested we sell pieces of vegetation as a fundraiser and offered to give us free air time. The Board agreed Teri should use her discretion about whether to initiate such a fundraiser Roof - The roof will be under construction for at least a month, beginning September 2nd. We have received one bid for the gutters, quoted at $925.00. The Board recommended Teri ask Dave Meredith to help us oversee construction. Teri may pursue a fundraising idea to sell old shingles from the roof. Computer - Our new computer is here and staff are busy setting up files and building our website. Our address is: conradmansion@ronan.net )Fair Parade - Our participation was a great success. Many people visited the Mansion in the afternoon. We will need to fix one of the carriage wheels. Teri will work with a nearby Canadian expert or possibly contract with a person Betty recommended from Hungry Horse. Sculptures - Timmie donated three sculptures. She has been diagnosed with cancer of the spine and is undergoing intensive medical treatment. Teri asked for and was given Board approval the travel to Missoula in September to tape Timmie's historical memories. Rick moved and Ev seconded a motion to pay Teri's lodging, gas and meals. The motion passed. Porch Damage - When informed that repair of the damage to the porch could be $10,000- 12,000, Miriam said she would bring her own person to provide an estimate, but no one has contacted us. Betty moved and Rick seconded a motion directing Teri to write a letter to Robin and to call the City Manager to ask what insurance coverage we have and to request that the workmanship on the porch replacement should be identical to the original construction, not simplified to save money. It was also suggested that Teri ask Dave Meredith to evaluate the damage. Blue Room UV Shades - Teri asked for and was granted permission to purchase tN shades for the Blue Room which is no longer protected from the sun by the Virginia creeper vine. (CONTRiUED) Photography Fee - Teri was authorized to create a fee schedule for professional photographers who use the Mansion grounds as a shoot site Mansion Coloring Book - Emily Rader, one of our guides, has created line drawings of the house which could be put together and published as a coloring book and sold in the gift shop. Rita will work with Teri to help develop the final product and marketing and production plan. Winter Season Use - Teri asked that the Board consider opening the Mansion for more winter season events, especially around Christmas to help us generate more income and use. The Board was open to gathering more information about how his may work for us. Teri distributed to Board members a written report containing additional information about the topics included in her presentation to the Board. Rita reported that she met with Shirley and Betty this week to develop ideas for a garden rejuvenation project. They recommended that we first consult experts (landscape, arborist, irrigation specialist, and mason) to develop a master plan to advance the initial plan Sam worked to develop. Next we must create a solid funding source to pay the expenses involved in undertaking a full rejuvenation of the grounds and to pay the ongoing costs of a full-time gardener. We cannot count on proceeds donated by the Bibler Foundation to meet our needs. Rotary may help us, but only for a year. It is crucial that we develop both one-time donations and ongoing annual sustaining donations from businessman and community members to generate the funds we need. Once we have developed extensive community interest and involvement, Gabe Skibsrud will be very willing to donate his services as a grant writer to help us identify and obtain funding to further develop our gardens. We need to begin with replacing our antiquated irrigation system and rebuilding the rock wall and gates. Norb questioned whether we need to establish a separate foundation. Ev noted that we have considered and abandoned that idea because it would be simpler and just as effective to work within the foundation we have already established. Board members agreed we also need to replace our broken sidewalk in front of the Mansion and that we should, as other property owners, petition the City to help us by paying 40% of the cost. Everit presented and discussed the June financial statement. Board members thanked Ev for the work he has donated now and for years to do this work for us. The next meeting will be held Tuesday, September 16th at 8:00am at the Mansi The meeting was adjourned at 10:15am. BOARD MEETING AUGUST 2003 Roof Update: - We have paid 50% as contract states which was $31,695.00. - Materials have been ordered, everything a go for ' Sept. 2nd - Received bids on gutters, only received one so that is it. (copy enclosed) - Had a scare that we might have to close during construction, but all is ok. �1 We will just have to designate an entrance and only use that one. They 05il pi will take all the precautions for safety issues.'' Parade: - Parade was a success! We not only had fun, it brought in a lot of business that day. Many people approached us letting us know how great it was to see the Mansion involved again. We were. only open from 1pm-6pm and visitation was 72 people, adults and children. We had several booths set up on the lawns such as: Craft areas for kids, Croquet, Gadget table, music, (Performed by a Sweet Adeline Quartet) and Ice Cream sales. Costs- Horses- $85 Banner- $75 Quartet- $50 (2 hrs) Ice Cream- $32.34 (Meadow Gold also donated a box) Supplies for crafts- $15 Total Costs: $257.54 Income: $110.00 in Ice Cream Sales 8.95 donations Total - $ 118.95 Considering we started very small, and tried to keep to a minimal budget, we did very well for first efforts. Now next year we can plan more and do more advertising knowing that people do have an interest. - Computer is Here! ! ! Our E-mail address is conradmansion@ronan.net. We are working to get all needed information and files into our new computer so that we can be efficient and up to date. Vine Update We have had several requests for the Virginia creeper when it is taken down, so I am trying to figure out a way to cut into pieces and sell. I think this could be a fun fundraiser considering we have had one of the family members from Bee Broadcasting offering to give us free air time and help to promote if we do turn into a fundraiser. (This could also be tied into the shingles sell and sell them.) As for removal of the vine, I have contacted 3 different, companies and no one has returned a bid. Everyone is so busy this time of year. - Donations Can we start approaching businesses for donations? This is the time of year to do so because they are starting their fiscal years and have not b been hit hard with requests yet. Copy of sample donation request that Chris put together. Would this be sufficient to use? Donation from Timmie: Since her move to assisted care facility, Timmie has sent 3 statues . to the Mansion that were originally here. These pieces were in Antique room and are in old photographs of the room. I have had an appraiser on site to do appraisals for insurance and tax purposes, and that paperwork should be back to me soon. Because of Timmie's health, I would like to go to Missoula and sit down with her to do and oral history. I have heard through several people that she is not good, and the cancer is in her spine this time. My plan would be to go and spend a whole day with her and if necessary two days. So I am requesting permission to have an over- night stay. While there I would also like to visit UM archives to do some research. Is this ok with the Board? Garden Update: I sent out a letter to Miriam on June 25th requesting her insurance information so that we could file a claim. I also sent her a copy of the bid we received. Approximately a week later I received a phone call from her, during this phone conversation she let it be known how she felt that this bid was way too high and that she was going to bring in someone to submit a bid. I welcomed her to do this and asked her to have this done as soon as possible because we need to have work done. She said not a problem. I also mentioned that she had left a cart and Rower containers here she said she would pick those up. She then went on to tell me she still was not finished planting and where she still had yet to plant. Two days later, her cart was gone and I have still not heard from her. I've made numerous attempts to contact her only to get her machine or a man who will not take a message. On August 13, 2003 I sent another letter requesting her insurance information again. What is next step board would like to take with this issue if no response? (As for bids on the porch it is the same as the vine, no one has even come out to bid.) - UV shades: Since Virginia Creeper is going to have to come down, this leave the Blue Room's windows open. This means the sun is going to do a lot of damage if we do not purchase UV shades for this room. I would like permission to purchase these, and it would be for both windows. - Can we open during winter months for teas, special tours, conventions, musical recitals or any other new idea we may come up with? - Would it even be possible to have shortened hours a couple days a week? I'm not sure if this has ever been tried. - Permit's for photographers: Spoken with Karen Weyer on this issue and she thinks it would help the Mansion. Reasons to permit: 1) We pay gardener/ maintenance to maintain lawns, clean up trash, maintain flower beds, and maintain sprinklers. 2) If photography is for profit, then there should be some sort of charge. Woodland Park charges $25 per two hour slot for rose gardens. That is In -city rate out of city is more. What are your thoughts on this issue? Could we sell a yearly permit for Photographers? I personally think it would help with revenue and also alleviate some headaches we incur. - Coloring book of original work done by guide, Emily Rader this summer. It is all of the Mansion and Conrad Family. Emily has worked very hard to develop wonderful pictures for us. I think this could be a money maker. At this time I sell coloring books of the era for $5.00 to $7.00 each depending on book. The low bid I received would allow us to buy 1000 with a black and white cover for $2,098.00. Then we could sell at $6.50 each, making a profit of $4.40 each. I would like permission to have these printed up. Emily of course getting full credit for artwork and giving rights to The Conrad Mansion. I would need Tia to write up paperwork for this so that there are no legal issues. - Auctioneer wants to donate his time. A guide here at the Mansion has family that runs Stere Auction. He said he could Auction anything in order for us to get $ by fundraising. ACCOMPLISHED ITEMS - Parade - Pet Mitts up for use - Donation Box- (In Great Hall, so far have received $120.00) - New Computer in and running - Bazaar items, Jury process done and new venders notified. - We have a garden Volunteer, her name is Marilyn. She is very knowledgeable and hard working. She just wanted to see Mansion back to "no weeds". - Going to disconnect Bibler phone line after this garden tour. We pay $48.00 per month to maintain this line. Calls from now on shall be taken on our Mansion line. Spoke to Donna, not a problem. - Original Demersville mercantile ledgers, ladder, and furniture dolly being donated to us. This is a major historical find, I'm very excited to be receiving. - Going to be partnering with Hockaday for some different events, more detailed information later. - Lawns around the Mansion were brought to my attention (being extremely brown). Since this Teri donated a watering tractor and lawns are being watered on a regular basis. DAVE THOMAS CONSTRUCTION SEAMLESS f;LkINGUTTERS 175 North Somers Road Kalispell,,Nff .59901 Phone,006) 756-6828 QUANTITY DESCRIPTION BID FOR: COLOR: ;404W Elevation; fI G u t t e ' D o w n s p ou tl#rcy Box in i t I, f. Strip 111i t ve Cut throit�,h deck B a. c k H I I, va f i on Gilt tei. Downspolt f, Box III i t re Strip mitre C Ij t. I I I I, o I i g, 1) (11., k i" t. Left. Elevation GII t t ef, Downspout. [lox k1i tre nii tI,e 1) 1, o I'l I.,,- I 1 (1 e (, k I Right Elf-�Vation , Gil t t e I, Downspou t Box mitre Strip mitre cill. throll,,-h deck . UNIT PRICE AMOUNT