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05-14-03 Conrad Mansion MinutesCONRAD MANSION BOARD MEETING MINUTES MAY 14, 2003 CONRAD MANSION THE NEXT MEETING WILL BE THURSDAY, JUNE 19TH AT 8:OOAM AT THE MANSION PRESENT: Norb Donahue, Shirley Miller, Rick Champoux, Everit Sliter, Tia Robbin, Rita Fitzsimmons and ,AVIMMI - Board Members; Teri Florman and Chris Prior - Mansion staff Rita opened the meeting at 8:05am. The minutes of the last meeting were approved as written. We are fully staffed for the season. Names of employees were shared. Rita reported that Miriam will not be continuing as gardner. Teri has hired Mike Kelly as this year's primary gardner for $10.00 per hour. Miriam will help him plant some annuals and Mike will begin the task of cleaning up the beds. He has already begun working. Teri and Mike will compile a list of tools and supplies we will need. Teri will give Mike a porch key but he will not have a key to the house. Steve Yeoman will be working as our maintenance person for $9.00 per hour. Teri will oversee both workers. Rick noted that the porches need maintenance and Teri said that work is planned for his summer. Teri reported that the "Death by Chocolate " event was a huge success. Staff volunteered their hours. We made a (preliminary) profit of $8000, $2000 more than last year. Tia noted that we need to express our thanks to Leadership Flathead for their work. Next year's event will be May 1, 2003. The Bibler Garden Tours will be held this weekend. Volunteers to help with tours would be welcomed. Everit reported that we are dipping into savings to pay bills. Teri estimates that our budget this year will be about $100,000. It was emphasized that we need to return our attention to generating fundraising ideas and to establish a continuing flow of income by, perhaps, putting in place continuing memberships. Ev reported that to receive the THP grant we had to identify $25,000 to match and receive the money. He moved and Tia seconded a motion to do this using one of our CDs. The motion passed unanimously. We should receive our $50,000 grant monies by the end of the month. Rita reported that Dave Meredith is now reviewing the roof specs and discussing them with three different contractors. Reroofing has been rescheduled for early fall. One man who had called for "Death by Chocolate" tickets asked to submit another proposal which included a $12,000 donation. His total bid was about $75,000. Dave Meredith will review this bid for quality. Betty is not here but no word has been received about the possible donation or purchase of a computer. Teri wrote a grant to Plum Creek Charitable Foundation for $10,000. Teri has been told that they will probably be granting us $5,000. We have a new FAX machine. Some FAX materials are still being sent to Larry's business. Rita has directed him to send them on directly to the Mansion. We are still participating in the Discover Pass Program but most of the revenue will go elsewhere. Teri proposed a 3 museum pass and hopes to use the proceeds for banners to advertise along Main Street. Teri reported that repairs are being done at the house --the upstairs screen door and some trees and bushes outside. Mike is working hard outside. He has great ideas and is easy to work with. The sprinkling system has been repaired. Steve is clearing up the yard and repairing equipment. His is doing a good job as handyman. The gift shop has been rearranged and updated. Teri, Chris and Everit will have their names listed on the bank account. Rita's name will also be added. The security (OVER) CONRAD MANSION BOARD MEETING MINUTES MAY 14, 2003 system will be managed by Teri, Chris, Rita and Steve. Teri is working on organizing a donation system, both a list of what we need and a system of acknowledging donations and contributions -- perhaps a plaque with yearly contributions or an ad in the paper. We do not want signs all over our grounds. Teri and Chris are investigating ways to seek support from local businesses and organizations. If letters are written, they should be first submitted for Board approval. Teri reported that school tours (710 children at $5/adult and $1/child) are up and filling our daylight spring hours. Wedding are coming in but we have space for more. Some advertising has been done but Teri is feeling her way with this first year. Rita questioned whether we should change hours to 9-5 from 10-6. We will watch attendance and consider this possibility for next year. Teri is conducting tours for hotel owners and business people who cater to tourists to encourage them to send tourists to the Mansion. She is starting a "Tours and Tea" program to be held in the Music Room. Rita has been working on putting together a plaque for Howard Doran and will have something for us to consider next meeting. We also need to follow through on the memorial to Sam and to consider ways to continue our appreciation to Sam's Foundation for their $2500 donation for the annuals since we no longer share Miriam's services. Miriam will help with planting here this year but that may not continue in the future. The rock wall does need repair. We can get by this year but we need to be planning and thinking of garden restoration plans for the future. Staff security is important. We need to be concerned about our guides having a communication system they can use if they need assistance personally or with a property issue. Teri will be reactivating the talkabouts for the time being. Ev reported that we have received 2 more stock donations which have been deposited in an account we have begun at D. A. Davidson. We need to determine how to manage those assets. So far it has gone up in value. One of the donations was for the roof, one was a memorial for Sam. Dividends are about 2% at present. We have abandoned the idea of a separate Foundation. We have established a separate account --the Sam Bibler Fund --within Conrad Mansion Directors, Inc. Norb noted that the state has passed a law requiring public participation in public meetings. It has been our position that we are not a city entity; we are a private board. We have a previous opinion from the City that in advertising we do not have to follow procedures for advertising for bid that a public agency must follow. Similarly we do not have to advise anyone if we want to serve liquor on our premises. Eve moved and Rick seconded that the meeting be adjourned at 9:02am. The next meeting will be Thursday, June 19th at 8:00am at the Mansion . Conrad Mansion Board Meeting Agenda for May 14, 2003, 8:00 a.m. Item 1 Approval/corrections of last meeting's minutes Item 2 Staffing report a. Introduction from Rita re: • Congratulations and welcome to Teri Florman as our new Manager • Congratulations and welcome to Chris Prior as our new Asst. Manager • Staff roll call for the 2003 season b. Gardener update: Miriam Ascher will not be hired; Mike Kelly to take over duties — (Mike needs porch key) Item 3 Special events a. Death by Chocolate/Murder Mystery was May 3, 2003 — Report from Teri on attendence and proceeds — Thanks to Leadership Flathead b. Upcoming Bibler Garden Tour, May 17 and 18 Item 4 Household a. Report from Ev regarding our financial status b. Report from Rita re: • TIPP grant Quarterly Report • Roof report • New computer • Fax number is 406-755-2176 c. Report from Teri re: • Discovery Grant Pass • Repairs, etc. being made on the house • Names on the checking acct./security/etc. • Approaching businesses for discounted or donated services • Bookings for school tours, weddings, events, etc. at the Mansion Item 5 Misc. business a. Howard Doran's memorial plaque and donations b. Our long-range plans for the gardens, rock walls and irrigation Adjournment UPDATES FOR THE BOARD / MAY 2003 Letter/packets to tour operators, to welcome and invite back for this season. Compiling information and rewriting job applications, employee profiles and all necessary documents that need changes. Ordering 1/2 interest books, takes 8-12 weeks for printing, as of May 1st still in printing. Working on getting doggie mitts/ dispensers for the grounds. Reorganizing office and making it easier to work in. (Finding 4-5 files for the same subject, it is very time consuming.) We now have a 2nd line at mansion for computer and fax machine. Our fax # is 755-2176. Nine donation requests sent out, received two back equaling $350.00. (Valley Bank $300.00, and Glacier Bank $50.00) " Wheeled and dealed " to get a display case for advertising at WestCoast Hotel. I will be setting this up soon. It is by one of there largest convention rooms, and we are to get it free of charge. Working with several business' within the FCVB on packaging Kalispell as a destination area for tourists. If this is done right, we could benefit greatly in advertising and reservations. Finished a Grant for computer and educational trunk, waiting to see if we will be receiving. Fully staffed for the season. So far really happy with our new staff. Holding Fam Tours at the mansion to bring local hotels, travel agencies etc... in to experience the mansion. It is easier to explain when you have experienced. Starting new type of tour, Tour & Tea. We will have Vivianne's cater in English tea items, and we will take them on tour and finish with tea. So far people have a great response, all we can do is try. ( Chris's wife helped us by getting the teacups and saucers donated) Gift Shop was totally redone. Including paint, done by staff and volunteers, carpet was donated by Carpet Store, all we had to pay for was binding work at 1/2 off, and labor. So we got about $500.00 worth for $110.00. Working on all kinds of advertising to see if we can increase exposure. (Note: All advertising information and development has been done at home on Teri's or Chris's computers.) Discovery pass and grant are in effect. Met with Central School, Hockaday and State Parks to discuss how we were. going to go forward with this endeavor. We changed the amount of people per pass from unlimited to single admittance per punch. Also changed the amount of visits to less, because I felt we were so hard hit last year. I brought up that we should also offer a pass without the Parks involved. This project is not an ideal endeavor, but I felt it necessary to honor our word and complete this project so that further relations we will undoubtedly have with these businesses is not harmed in any way. But, this grant is being used for advertising the three museums in big ways such as banners on main street. I believe it is 8 banners per museum. There is also talk of a billboard if funds will allow it. This grant also reimbursed money we had spent on an advertising kiosk at the airport last year, so it is helping in some ways. The cost for these passes this year are as follows: Discovery with State Parks, Hockaday, Central School and Conrad Mansion will be $40.00. The distribution is Parks $25.00, and the museums $5.00 each. Discovery without Parks is approximately $6.50 each. Repairs: 3rd floor door replaced due to security and heating reasons. Outside signs being repainted. Large tree by front entrance removed, and stump ground down. Steave (maintenance) has been working very hard trying to get lawn healthy, stump removals, cleaning up all trash / leaves etc.. to dump, getting our equipment in running order and many other jobs to help get caught up. Checking Account etc.. To pick up bank bags Everit, and Teri's name is on acct. This month Chris will be added because his probationary period has ended. As far as checks, Everit is only one who can sign checks. Security System Call list is as follows: Teri, Chris, Rita, Steave Donations: Have started to request donations from different businesses, Example of donation form is attached. Will put a plaque on donation board on front porch for their donations. Bookings for school tours etc... From May 15th to June 1 Oth we have reservations for approximately 710 children to visit us on school tours. I raised the prices this year to $1.00 per child. Weddings are booking up, but by no means are we full. June -1 wedding, July - 3 weddings 1 and Aug. - 2 weddings. Needs List Outside needs: Heavy Duty Wheelbarrow Outdoor vacuum (to p/u leaves, chestnuts etc..) Square shovel Push broom 2- Straw brooms Inside needs: Computer New vacuum Desk chairs aS k, i n;e City a i ell Post Office Box 1997 - Kalispell, Montana 59903-1997 - Telephone (406)758-7700 Fax (406)758-7758 April 23, 2003 Gayle Vidal 120 Woodland Avenue Kalispell, MT 59901 Dear Ms. Vidal: I am pleased to inform you that the City Council unanimously confirmed your reappointment to the Conrad Mansion Board of Directors during its regular meeting April 21st. Your term begins on May 1, 2003 and will expire April 30, 2007. Thank you for your willingness to serve the community in this capacity and if I can be of any assistance at any time, please feel free to contact me. Sincerely, Pamela B. Ken edy Mayor City of Kalispell PBK/tw APR-15-2002-* 01:25 PM DESIiGNWORKS 4061752 6445 i' Memo to., All Board Members and Manager of the Conrad Mansion Museum Date. April 14, 2003 From: Rita Fitzsimmons, President, Conrad Mansion Board Message: Due to several scheduling; conflicts over the past two months, it has not been possible to arrange a Muiar 15oard meeting;. I am hoping; to have a meeting sometime. In the first half of May. To keep everyone as informed as possible, here is an update on a few Mansion items: 1. Teri Plorman has been working hard and quite, successfully in pulling together all the pre -season preparations for the house, After narrowing; her search for an assistant down to two very qualified people, she hired a gentleman named Chris to fill that position. She also hireda, maintenance man who used to assist Larry Redfield, so he knows quite a bit about the grounds and house Already. As fo�gluide :staffing, Teri said there his never been so many qualified applicants, and has never enjoyed the situation of being fully staffed for both shoulder and high seasons before ... but. that Is what has occurred this year, The list of new and returning; employees Is shown below. I personally know several of these people, and I am very excited about the enthusiasm And talent they'll be bringing to the Manslonl Also: + The Mansion now heas a fax machine and the number is 755-2176 The old willow tree at the front (east side) entrance has rotted beyond saving. Teri has made arrang e,ments to have it taken out, + The Death By Chocolate event is scheduled for May 3 from 7-lopm, I would like to encourage everyone to try and attend. The cost Is $55 per person and $Ioo per couple. The roof specs and Contractor recommendation are being handled try Dave Meredith and Terl. They will present their comments to the board, We are now looking at doing this project in September, with the help of our $50,000 grant, 2, Garden renovation/Spring; plantings I spokes with Miriam Ascher yesterday. I wiII need Immediate Board response regarding; her comments and estimates. As we discussed before, the gardens are overgrown and in disrepair. The; sprinkler system needs a major overhaul. and the, rock wall is filling? ,apart in some places. Miriam spoke to us of doing; the renovation in stages, rather than all at once, and said she would write out an outline of the process and costs (which I haven't seen yet). Also, we have not yet committed (via a con- tract) to Mlrlarn for the upcoming season, P.O.8irx 104r1, KAIASIti0.,141T59903 a ta114LIN1S: 406-755-2166 'PIIF t•pfl P1k;I MiY,IbIVR Wn built in 189:i a.'. tha hone' uI C,H. Conmd, M,mtnnn pumra•r, Mivsoon R,vrr Iradrr, Ar•i!}lt£r, an<,1 4Vtutclet of the city of Kafirpull. le-h r,rl +n itn pritingfl elep i+ec. it ix gained on tho No Lional 1•liatorlr. Reglater and opera to t'NiMPA fhtim May ka Ck•ir,,}wr. P. 01 r APR-15-2003 01:26 PM DESIGNWORKS 406 752 6445 P.02 These are the main things we discussed yesterday: • Spring cleanup of the gardens [reeds to be started ASAP, and the flower beds tilled. She said that she would pull two of her crew members off of the Bibler gardens and have them work at the Mansion, upon receiving our OK. The charge for these two men 1s $15 per hour, each, • Miriam has located a source for good -quality, 4C yr.-old, sawdust compoAt in Pureka, at about $4,50 ra yard (Glacier Gold costs about $40 per yard). She is buying the 60 yard minimum and using It at Sibler's, the ranch, her place, et€„ and wants to kriow,lf we Want to be part of the pur- chase. The sawdust people will deliver to the Mansion, but we have to be willing to wheelbarrow it to a temporary storage pile on the day of dellvery. • Her bid estimate for :starting the garden bed renovations (completely digging out the eastside entry area, amending the sail, trimming trees/shrubs, planting, etc.) is $2,700.00, • Her fee for doing the regular tilling, composting, weeding and planting of the other garden beds will be the some as last year, $7,500. Miriam normally charges $40 per hour. i had a long conversation with Bill McClaren earlier this year, asking for his comments on the letter Miriam wrOW to us summarizing wheat she thought had to be done for the future health of the gardens (you all have coples). He essentlally agreed with what she said, believed it was well -thought-out, and sold that It bar, been his observation that the ,gardens have been declining for some years now. A major overhaul will be necessary. lie thinks a full-time, dedicated gardener is something we should consider, and does not believe Miriam can handle Bibler's place, the Ranch, her other clients, and the Mansion, with a high level of success. We will always be "last" on the list, Bill thinks paying attention to the "bones" of the garden Is a priority: repairing the fence, fixing, the sprinklers, and having n solid plan for the direction of the perennial bed renovation and plantings. He offered to walk the grounds with me this Spring and go over some of what he was talking about. I asked Teri to pull out as many old photos of the original gardens as possible (which she did). His estimate for what we're looking at, to do the work properly, was in the $100,000 range:. $ill also sold that the gardens will always have huge impact on visitor numbers; if it looks beautiful and inviting, they will come• if not, they will avoid. I need Input from all of you. 'What is our direction right now, this Spril"T The work has got to get started: weddings anti opening bray are fast rapprosaching. What are we willing to commit to In the way of having Mlrlam/her crew do the work? What are your suggestions? Call die no later than Friday morning, please. Thanks to all of you, FEB-18-2003 10:31 AM DESIGNWOiRKS 406 752 6445 P'.01 February 18, 2003 Gen. M.Y, Foster Rocky Mountain Museum of Military History AO, Box 7263 Missoula, MT 598077 Dear General Foster, I read with great interest this morning the article In the Mtssoultan regarding Mr. Robert Svoboda's donation of historical documents to R.M. Museum of Military History. What a fabulous gift! As President of the Conrad Mansion Museum Board, I extend our congratulations and appreciation for having these significant documents cared for and preserved at your facility. It is also in the capacity of president that i am writing to ask you to consider a request from the Mansion as you're researching the collection. It is my understanding from the article that you will sell or auction off items that are not relevant to Montana military history or of local history. The Conrad Mansion staff, board, and volunteers try to always be alert to the possibility of locating original or relevant materiels concerning our Museum and the history of Kalispell's beginnings (which, as you probably know, is, closely associated with Mr. Charles Conrad, considered to be the founder of Kalispell over 100 years ago). I would very much appreciate it tf, as you and others research your new document collection, you find any materials relevant to the Conrad family, their home and/or the very early days of Kalispell, and you decide not to keep them for your museum, that you notify our museum of their :availability, We would be very Interested in knowing the price and having the opportunity to acquire ;authentic documents for our Museum. If you need to have any further information regarding the Conrad Mansion, the family names, names of friends, business associates, and guests, etc., that might be mentioned in letters and other correspondence, or if you have any questions for me, please feel free to call me at my office (752-6447). Though the Mansion is closed until May 15, you may also call our manager, Teri Florman (755-2166), with any questions. Please leave a message; she works in the office two Or three tunes a week during off-season. Thank you very much for consiiering my request, and again, congratulations. regards, Rita Fitzsiinm Proldenf, ['{rir t(T MUII rti of Dircam GC tx• Vidatl, is 1'larrrtan P,O. ank 9041, Knl,IS111 t.t., MT 59903 ■ PHONP: 406-755..2166 Thi• Conrad Mnn•;ion wa:;1u111t in 7895 a, the. home of C:.L. C:orlmd, Montana pie mv,, Mipy.-ei HM-r Irador, fmlghtor, and founder of the city lit KalGipah. f�s,ton:d to Ito original elegance, it i., pl wed ,.,n the NO,� ,� l i I iatnriv Rop'Wer and np,a, to YNitnrn from May to Uctuber.