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01-30-03 Conrad Mansion Minutesi 1 '•F MANSION BOARD MINUTES 1, 2003 Present: Everit Sliter, Rick Champoux, Shirley Miller, Norb Donahue, Rita Fitzsimmons, Gayle Vidal Absent: Betty Norem, Tia Robbin Rita called the meeting to order at 8:05am. Minutes were approved as corrected. Rita congratulated Betty for being reappointed to the Board. Rita summarized the main points stated in Miriam's letter and asked for discussion. All members present agreed that the gardens are gradually deteriorating and that significant work must be done to maintain the outside attractiveness and appeal of the Mansion. Several questioned whether full value was received from the $7500 contract we made with Miriam last season. It was agreed we need to develop a comprehensive short and longtime plan and a budget for the gardens. Whether we should rehire Miriam or seek the services of a different gardner should be decided after hearing Miriam's explanation about last year's performance and her proposed plans for this year. After discussion of Teri's letter to the Board and Patti Ormiston's decision to decline the manager's position Norb moved and Shirley seconded a motion to hire Teri Florman as manager for one season, to pay her the current manager's hourly rate during the off season, and to consider paying her a monthly salary for the 5 month summer season. The motion passed. Rita will contact Teri to offer her the position. The Board further agreed that Teri should be encouraged to take leadership and managerial seminars/classes at FVCC at the Board's expense to better prepare her for her new responsibilities. Rick reported that Jim Brown has begun working as our outside/inside maintenance and security person. Although we promised 20 hours/week, he would be interested in 30 hours. The number of guaranteed hours and the method of payment will be determined and conveyed to Jim by Rick after he consults with Everit. (Everit had left the meeting for another appointment.) Rita distributed copies of our updated Employee Handbook prepared by Tia which now includes the required sexual harassment policy and other recommended changes. She announced that Leadership Flathead will again sponsor a Death by Chocolate Murder Mystery evening on May 3, 2003. Further she noted that two tours were canceled by a company in Illinois because not enough people signed up. Rita informed the members that she signed and returned to Helena the TIPP contract for $50,000. The funds will be available to us when we acquire solid, current estimates of the roof bids and when we provide proof of matching funds. It was agreed we should ask Teri, as manager, to oversee this work. Rick will ask Dave Meredith to help Teri in getting and reviewing bids. The Bibler Foundation has committed funds up to a ceiling of $2500 to purchase spring plants. Rita wrote a thank you letter to them from the Board. After discussion Gayle moved and Rita seconded a motion to consult with Betty to acquire or buy a computer for the Mansion within the coming month. The motion passed. Carrie has offered to assist us in purchasing and using the software needed for Mansion operations. Norb moved and Shirley seconded a motion to have Century Tel install an internet line to the house. The motion passed. Miriam Ascher joined the group to convey her interest in continuing as Mansion gardner for the upcoming season. She stated that although serving as gardner for both the Bibler and Mansion gardens is a big responsibility, she feels confident that she can work out a schedule which will allow her to distribute her time and her talents more appropriately this year --one which would not shortchange the Mansion. She believes she has a more open and realistic plan for the Bibler Gardens Page 2 CONRAD MANSION BOARD MINUTES THURSDAY, JANUARY 30, 2003 along with much better communication with the Bibler Foundation members and she hopes to establish the same with us. She recommended that we decide upon a short term and long term plan for restoration, beginning with essentials such as upgraded irrigation systems. Rita asked her to draft a plan within the next two weeks to present to the Board. That plan is to reflect both short and long term goals and to include estimated costs so a budget may be prepared and approved. Rita reported that details of our participation in the Discovery Grant Pass have been finalized. The pass should soon be available. She noted that the door on the third floor is in need of repair. Rick will ask Jim Brown to help Teri with that work. Teri will be adding her name to the checking account so she can pick up bank deposit bags. Teri has sent a list of procedural questions to Rita which Rita will answer or refer to other Board members to answer, including a request to reorder copies of "Half Interest"..., purchasing a doggie mit dispenser for the grounds, selling old chairs and purchasing new ones for the office, etc. Rita will order a memorial plaque for Howard Dorn. An appropriate place to hang it will be determined when it is completed ---probably in or near the carriage house. Rita also announced that John and Ellen MacMillan have donated stock to the Mansion. She has written them a thank you note from the Board. The meeting was adjourned at 10:00am. -JAM-20-2003 09:16 AM DEOIGNWORKE 406 752 6445 P'.01 January 17, 2003 Memo to all Conrad Mansion board Members hear Board Members, in preparation for our 8,00 am., Wednesday, January 29th meeting at Fledges School, I have asked Gayle to send you the enclosed materials for your review. Two Items are especially important. They require a short explanation from me, and close attention from you. 'We have some serious`dectslons to make on the 29th. The first thing I'd like to write about is an update on our Manager position. Patti Ormiston accepted our offer of the position in late November. She met with Teri to discuss their working together and their mutual goals for the upcoming year. By all accounts, the meeting went very well. Teri was asked to work as Interim Manager ($12 per hr.) for a few weeks so that Patti could continue to help the Strawberry Patch through the holidtay& She accepted. just before Christmas, Patti asked to meet with me and Gayle. She was very worried that a possible crisis situation loomed with her elderly father and his wife --who are in their mid-90's and are living on a farm near town -,and she felt she could not strut the lob until certain things were resolved with her Dad. Gayle and I offered a "leave of absence" until March, thinking that would give her enough time without dramatically impacting her actual orientation before the May ripening. Patti accepted with thanks. Teri was to be notified and asked if she wogtd continue as interim, with the hourly Manager's pay of $12, until March. There was a dclaay in this notification, but eventually both Patti and I called Teri. She thought that would be OK. Over the next few days, It became apparent from phone calls with Teri that while the Manager's duties are not extreme during; the off-season, quite a bit of orgartization, correspondence and scheduling are necessary from Jan, to March. I felt that it was important to ask Patti if the situation with her Dad had improved, and if so, could site meet with Teri at least once a week'before starting In March? The morning I called Patti was the same day I read the unclosed letter from Teri. Please look it over carefully. That evening, after some conversation, Patti turned down the lob, siting a need to be there for her father and not wanting to perhaps leave the Mansion indefinitely on a moment's notice. We are, at this time, without a Manager for 2003, The Personnel Committee and I met today to discuss this issue, review Teri's letter, and deliberate over possible solutions. The Committee will give a report on the 29th, but nothing will take place or be decided before our meeting and discussion as a full Board, Another Item that was discussed at length was the direction we wanted to take concerning our gardener. I have had two or three phone conversations with Miriam in the past few weeks, and I asked her to write out what she thinks the gardens need short and long-term, and to respond to some concerns expressed about the way the gardens were handled last year. Miriam did so, in the thoughtful, detailed letter enclosed, please read it over so that you are fully informed prior to our meeting. I plan to ask Miriam to attend briefly forany questions you may have. We will need to give her input and direction regarding this position, if we intend to hire her again. Thanks to all of you, 1?0Box 1041, KALISPv.la., MT 99903 ■ PHONFd . 406-735-216fi Thi C,n,rad 'Aan.ion oval built I„ IHTI uN the homy of t_.L. t.ynn..1, Mmilana pioncar, toMi-8-1 River trader, fmiehtee, ,utd foundar of the city of Kalispell. Restorad l!y ilk orlghmi o1gmue, it is PIa.Yd on the Mittonal Kistoric Xj%gimtar and upen to vinitora from May to Urtolay. ,JAN-15-2003 03:13 FM DESIGNWORKS 406 752 6445 P.01 Tort L R511111111111111 145 Brook Drive iCaliaEaMT 39905 January 13, 2003 Conrad Mansion Board of Directors RO, Box 1041 Kalispell, MT 69901 Dear Board of Directors, I wanted to address a number of problems and concerns with the mansion, the staff situation and the Board, First and foremost is the manager's position, With the recent events regarding Patti Orminston I feel that I deserve to be appointed permanently to the manager's position. As you all know I was disappointed when you recruited Patti for the manager's position over me. But I swallowed my pride and for the good of the mansion and understanding that we could possibly work well together and learn from each other, I accepted Assistant Manager's position. I was told by Gayle that one of the reasons you the board chose Patti for managers position was because her child was grown and gone and she had the time to commit to the position. The situation with her elderly father has obviously limited her ability to make that commitment. On the other hand, although my children are still young, my family has never interfered, with my ability to do my job at the mansion. For example, days before last years bazaar my 10 year old daughter went into the hospital for emergency surgery and I still was able to get everything for the bazaar accomplished even being short staffed at the mansion. I know that you the board recruited Patti because of certain qualifications that you feel she has and probably feel that I don't, but I can assure you 1 am quite capable of running the Conrad Mansion and implementing many needed improvements. As a matter of fact I am aware that Patti would not have accepted the managers position if I didn't accept the Assistant managers position, meaning she needs me a lot more then I need her. Please do not misunderstand me, if Patti does chose to come aboard" I wound still welcome her but I feel it only fair that we "co" manage at the same mite of pay. I would also ask that effective as of January 1, 2003, that I be paid at whatever rate Patti was offered since I am having to'fulfill what would have been her duties plus my own. Furthermore I would like to resolve some of our communication problems, I think it needs to be made clear what the board expects from the management and wham management expects from the board. And have open lines of communication so than much of this wondering, guessing and confusion can be avoided. For example I did not know for three weeks that Patti put her decision on held regarding managers position. I realize that your positions on the board are on a volunteer basis and than this is not your "regular" daily job. But you have to realize that your decisions etc... do affect my daily job. Without timely communications of the hoards decisii�nslactions I can't be as efficient at my job. For example, the boards decision to allow Patti to wait until March JAhI- 1 5-2003 03 : 1 4 PM DEg I GhIWORKS 406 752 6.445 P.02 for her decision is unacceptable. i don't think any of you realize all that has to happen between now and March in order for the mansion to open and have any hope of a successful season beginning in May. I realize that very few of you know much about the daily operations of the mansion, but a lot must be accomplished during the off season in "normal" years much less having to reorganize after the last I8 years. Once again, it may be due to our lack of communication problem, but i feet i am being used unfairly by the board. YOU ail know that i have a strong commitment to the Conrad Mansion or i would not have stayed through the "Lynn years" and beyond. It was apparent to me that I was really never considered for the managers position because I was never interviewed or even asked for my thoughts and opinions on how I could improve things at the .mansion. On the other hand, I have been asked to fill the voids and pick up the slack for all the others who wouldn't or couldn't. The position of Interim Manager, in my opinion, rneans keep things running at status quo. Not to implement new ideas or make improvements, only to wait for the new manager or the boards decision. Or, I could move forward with new ideas etc.. probably to have new manager receiving the credit at the end of a successful season. Also (am an interim Manager without any help. If things would have gene as planned Patti would have had me as an Assistant Manager. Therefore i see it necessary to get Patti on board quickly or to hire an assistant for me. There is a considerable amount of training, reorganizing, conservation issues, maintenaince etc.., to be done in a very short amount of tittle. Please try to remember we are trying to change the way everything has been done for the last 18 years. Finally I would ask that your resolve these issues and/or discuss them with me in a timely fashion. I can make myself available to attend the next employee committee meeting or beard meeting if necessary. i oere�j�� j Teri R. ��{{Florman Phoenix Farms Landscaping 757 Lost Creek Drive Kalispell, Montana 59901 -,unuary 15, 2003 Conrad Mansion Kalispell, Montana Re: The Gardens I would like to (1) clarify what Mr. Bibler instructed me to do with gardens, what was done last year, and discuss the current budget for plants from the Bibler Foundation, (2) outline what I feel is needed for the coming season and the future, and (3) make some suggestions for accomplishing all this. Overall, the gardens should become a financial asset, paying their own way at the very least. When I was hired, Sam spoke to me about his hopes for the restoration of the Mansion gardens. He felt that they had declined over the years and wanted them returned to their former beauty. He was concerned about the walls falling down, insect problems, and the ever -lessening perennial display. This was to be planned for the coming years. Specifically, in 2002, he wanted the usual annuals planted, weeding done, and chores such as tilling and fertilizing to be continued. The contract that I signed with the Mansion, on review, is very vague. Not only that, but it was drafted with no substantive discussion of priorities with the Mansion administrators. I am not sure that Sam's priorities and the Mansion's were identical. Also, at the time of my hiring I mentioned several ideas for the future, including fund raising projects, which may have been taken as plans for 2002. Then Sam died, bringing about many changes for all concerned. Priorities changed drastically at the Bibler Gardens. My job there ballooned into three times the work originally proposed. I had intended to do nearly all the work at the Mansion personally and instead had to bring my crew in to do much of what was needed. Although my contract stated that the mansion was to pay for any additional labor needed, I felt that the situation did not warrant any additional charges. I had planned on doing the work myself for the amount agreed on. That amount, suggested by the Mansion, was the same as Sam had in mind as an appropriate figure for what he usually did. The expenses -my labor, the wages I paid the crew, the hauling of plants, refuse, and equipment (using my tillers, truck, and gas,), all came out of the $7,500.00. There were days that I worked until 11:00 PM, days that three or four people were planting or weeding at once, and many trips made in my 1-ton truck bringing plants into the garden. I cleared very little on the project after expenses. Even with the effort that was made, I am aware that there were times I should have been on the grounds and wasn't. At that time, there seemed no clear way to divide my time between the two gardens. I regret any neglect suffered by the Mansion and can only offer my apologies, with the assurance that 2002 was not a typical season. Clearer agreements, priorities, communications, and contracts will do much to prevent disappointment and stress in 2003. The Bibler Foundation has a very different relationship with the Mansion than Sam did. In discussing this with them, it became clear that although they will continue supporting the plantings, they do not k, Nant to be directly involved with planning. They want me to be the main contact with the Mansion for all things to do with the garden. I discussed a general plant budget for 2003 with them last fall. They were willing to make a generous increase in the plant donation in order to begin restoration of the beds. I need to know what the Mansion wants. It seems quite presumptuous for me to propose a budget without knowing your priorities. They are aware that restoration is an expensive and lengthy project. I don't know if restoration is your desire for the gardens. In 2003 much greater clarity is needed for success to be achieved. If I am to continue at the Mansion, I need to understand your priorities and plan for the time needed to do the projects. The Bibler Foundation is aware that I will need to devote more time to the Mansion. I know that a new roof is planned, though not the dates for the project. The date of completion is critical for planning how the beds will be handled. How many feet from the building will the roofers need? Could a temporary fence be erected with a narrow bed on the viewing side? More information is needed. People holding events will be impacted, perhaps creating a need for increasing the display in another part of the garden. Photographic opportunities can be created if planned in advance. The watering system needs to be gone through head by head. There were far too many dry Spots in the beds last season. This creates stress, bare spots, invites attack by insects and disease, and causes a generally shabby appearance. 'Ile problem with spider mites is greatly aggravated by dry conditions. What is the point of investing so much in the gardens, only to have the display spoiled for lack of water? This creates added expense for remedies (paid for last year by the Bibler Foundation) while lessening the value if the garden. Who will pay for needed repairs? Does John have the time to devote to a large-scale evaluation? Pest management and fertility are issues of great concern. I am in favor of using the least toxic ,methods that will be effective. When problems already exist, when chemicals have disrupted the . iatural balance, and conditions are not ideal (water), an integrated approach may be necessary. There are several good reasons to move away from chemicals, beyond philosophical ones. Natural fertilizers are generally long lasting, reducing labor for repeated applications. The cost of chemicals is high. They must be applied often, and pesticides are difficult to use on large specimens, requiring more labor. There is the liability risk when people and their pets are exposed to poisons. Chemicals do nothing to make their own use less necessary, while natural methods build the health of the garden, enhancing the immune system of the plants, allowing natural controls to repopulate. I have excellent sources for these materials and the experience to design a workable program. It would be wise, and perhaps save money to get a soil test done before any program is designed. In the past, Sam provided whatever was needed for fertilizer and pest control. I have not discussed this point with the Bibler Foundation. I would need to develop a plan and a budget to present to them if it is not feasible for the Mansion to pay the ongoing costs. It would be a saving in labor and a benefit to the gardens if the waste material could be processed on the grounds. The weeds, dead annuals, spent flower heads, etc, could be ground up to enrich the beds. There is a small chipper at the other garden that would work well for this. Possibly I could get permission to bring it down when needed. There would need to be a small spot to do this processing somewhere on the grounds. N The restoration of the big beds along the walls is a long-term project. If done correctly, these beds could add greatly to the Mansion's prospects for bookings. Currently they are dominated by a few species. This does not allow for the full season of bloom the beds are capable of. There are huge imps of Daylilies that no longer bloom at all. There is no longer any order to the plantings in leight, sequence, or color, due to self -seeding. Shrubs have grown in the front of the beds, unbalancing the proportions, blocking light, and looking weedy. The bulbs are all but gone. The soil has not been amended since the seventies. My thoughts on what needs to be done follow. The current plantings need to be removed (excluding the woody species, which need pruning for rejuvenation) and the valuable ones divided. They would need to be heeled in while the rest of the steps are taken, perhaps at Lake Hills. This would also allow the identification of the daylilies that no longer bloom. Years ago, Brinton Jackson told me which Daylilies; he had supplied to Sam for the Mansion. I believe I can attach names to most if I see them bloom. While the beds are relatively empty, compost and organic fertilizer should be tilled in. Then the beds can be raked out and shaped prior to replanting. Much of the original plant material has been lost over the years, allowing the weedy, aggressive species to take over the empty spots. A whole new design is needed, bringing back the long, lush season of bloom these beds should easily support. There could be something interesting and beautiful to see from early spring until late fall. I propose doing one wall at a time, starting on the East. Each wall would probably take two seasons to complete. To avoid a large break in the display, the removal of plants and refreshing of the soil would be done one season, with many annuals then planted for a good show. The next season perennials, bulbs, and annuals would be planted. I am trialing a great many varieties of annuals in 2003 to find the ones best suited to this purpose. We will use a similar plan at the Bibler Gardens. 'ontinuity with the rest of the beds could be accomplished by using some of the same annuals throughout. Repairing the wall is a project in itself. I may have access to the tractor/backhoe at the Bibler Gardens. The foundation board was willing to discuss letting me use it (this involves using their truck and trailer as well), as part of their donation, when I brought it up. I suggest you get bids from qualified, experienced companies for an idea of what the work is worth. If I were to do it, I would want to do one section at a time in conjunction with restoring the adjoining bed. Certainly, the tractor work must be done first or risk the safety of new plantings. Ideally, it would be repaired when the bed has been cleared of most plants, prior to amending the soil. Mulching of at least the annual beds after planting should be considered. There are several advantages to this practice. In light of the water situation, the primary one is keeping the beds more moist. Repressing weed growth is no small benefit, along with looking great, adding organic material to the soil, and keeping dirt from splashing on the building and blossoms. I get contractor prices on mulch, about half of the retail cost (I am willing to pass on my materials discount to the Mansion). The planting at the North end of the building is performing far below its potential. This bed could be much more attractive if the shrubs were shaped, the bed beneath them built up with compost, and a selection of hardy shade lovers planted. A few rocks for weight and contrast would finish the improvements. I am not sure how water is supplied to this area. It was one of the worst spots for aphid infestation in 2002, indicating stress. M On the west boundary, the narrower bed is even more overgrown than the others. It needs edging (as do several other areas) to keep the grass from infiltrating the plantings. It has some weeds that cannot be removed completely without digging clumps of flowers out. This bed currently provides a ,,3ser display than the other three. This need not remain the case. It will eventually need to be dug ,,at and divided, cleaned up and redesigned. At that time it might become more of an asset than it is now. There are problems with the wall on that side as well. The corners of the property offer a unique opportunity for expression. They can be used as anchors, to tie the beds together, to represent components of a theme, or other specific purpose. The same could be said for the entrances. The beds at the South end of the building, including the driveway bed, are small but important. Careful thought should be given to their design. An herb garden was once suggested for the circle bed. It could also be terraced, adding to the possibilities for planting and keeping the dirt from failing out into the drive. This is also a prime spot for fragrant plants, as are the walkway beds on the East side. I have a good selection of scented varieties for spring. Some of the shrub borders, especially the Potentilla, are in very poor shape. Some are badly infested with spider mites and aphids. Most of these should be removed. The roofing may create an opportunity to address that problem, as most of the offending material borders the house. Replacing worn out plants, along with some design changes, should be considered. New plants are available in various sizes and in great variety. I have ordered some shrub material for spring delivery, beautiful varieties suited to this area. These will be small sizes. Larger plants are available at wholesale from Glacier Nursery, though not the same varieties 4any questions regarding restoration of historic gardens revolve around whether to use period plants and designs, modern ones, or some combination. Obviously, as the garden now stands, it is not period. In fact, it might not even be desirable to make it so. Today's viewer tends to see the plantings of that era as drab, lacking color, monotonous. We are used to the saturated colors, the compact habit, and the very long bloom season of modern cultivars. I have a huge palette of plants at my disposal. That said, there are some wonderful, nostalgic plants that can be included in such gardens. This season I will have some of them, bearing such charming names as "Kiss Me Over The Garden Gate", *" Love Lies Bleeding"! and "Venus's Looking Glass", among others. A big factor in making design decisions is what the garden must do for the Mansion. Much of what I have proposed is costly. I am aware that finances are always an issue. I have thought often of ways that needed changes can be funded. When I look at what these gardens could become, I am more and more convinced that ways must be found to raise the money to do the restoration and generate income into the future. I will briefly mention some of the main avenues I have thought of. Labor is a big expense. Finding volunteers (able-bodied ones, preferably with a few who are experienced among them) is key to getting the initial heaving and hauling done. Possible sources are: people doing community service, through the courts; Landscapers who would donate crew hours in eturn for a public mention of their kindness; youth groups from churches; and people who would :1 trade time for some plants from the beds. The heavy work would be done in early spring or late in the season. Once all the beds are dealt with., this won't be repeated for quite some time. 'fter the main digging in a section is done, the replanting remains. This is less strenuous, so more ,,zople might be available to help. Garden clubs, the Botany student from FVCC, and the faithful group that always helps at the Mansion, might be willing to volunteer. Alternately, avid gardeners could be issued a coupon in return for helping. It would be redeemable in plants. Either divisions from the beds, or some unusual variety grown for the purpose could be used as the reward. A drawing, available only to the volunteers, for something really wonderful (a tree peony or a fabulous new daylily) is another possibility. Gift tickets to events might be an inducement. I would need either a small group on any given day or an experienced assistant to help manage the volunteers. I have access to assistants, should the occasion arise. I like to think there are enough people who would want to be part of the project to get it done. The rewards would just make it more fun for them. All the other expenses, those not covered by the donation from the Bibler Foundation, need to be funded in some way. This would be sprinkler repair, mulch and compost, fertilizer, edging, and miscellaneous. Ideally, the garden can generate much, if not all of this. The methods I have in mind could become regular events. After the peak spending on the garden, during the restoration, these events would continue to generate income. There are three main areas that come to mind for fund raising based on the garden. The most obvious is a sale featuring plants removed from the beds during the cleanup process. This could be done as an auction or as a straight sale. In addition to plants from the garden, material acquired especially for the sale could be offered. This does not have to be complicated. Many good varieties can be gotten at wholesale in flats of small pots (liners), or bare root. I can get Roses in liner pots, as - yell as a great range of hardy perennials and tender plants for containers. Pansies in the larger plug sizes are tough and sell very well. These can all be sold as is, without transplanting on. For nurseries, one of the biggest expenses is the labor and materials for potting into larger sizes. Most plants come with labels included. These plants must be ordered long in advance, so planning is needed. Sales do very well in mid spring, when people are in a feeding frenzy over flowers. On a smaller scale in July, when many perennials and Roses are blooming, is a good time. A list of the sale plants could be made available prior to the event as part of the advertising. Sales such as I am proposing are an excellent opportunity to offer concessions. Some music is very good also, to make it an event, not just a sale. I have many years experience in the retail nursery business and at farmers markets- this plan could succeed! Starting at the right size is important. Offering enough to be interesting to real gardeners, without getting overextended, gives time to work the bugs out. Doing a very good job of making the event fun, easy, and efficient is also necessary. When to combine the sale with an event inside is another consideration. When I had a nursery with big display gardens, they were my best advertising and sales team. Plants that people have admired in the Mansion garden are very likely to be bought. The investment in the plants that go into the garden, paid for by the Bibler Foundation, yields dividends. Regular division, needed to maintain health, provides sale stock. Cuttings of many desirable species are easy to root. Plants can be grown from seed collected in the beds. This is another reason, beyond the obvious, to select varieties of great merit for planting. 0 The possibility exists for sales of cut and/or dried flowers. An arrangement with the Bibler Foundation would have to be made to grow them in the vegetable garden. I am told Sam supplied some for display in the Mansion, so perhaps there is a precedent. I have not discussed this with them. Another )ssibility is using the bed on the West wall as an eventual cutting garden. I have seen cut flower ru- -- the honor syst -IJICI C1 UU1 ID I I V1 I I I Lem. People cut their own flowers from the beds, and then come inside to pay for them. Some amount of pilferage is to be expected, but this is more than offset by the convenience to the operator. It also eliminates the need for coolers, etc. Seed in custom packets can be offered as well. This is collected in the garden or bought wholesale for the purpose when sufficient is not available for collection. Seed is nice to offer all year in the gift shop. The packets can easily be labeled with pretty graphics, printed out on the computer. Well-done photographs of the gardens could be made into postcards, matted and shrink-wrapped, or otherwise presented. Perhaps one of our local photographers would donate their services. I am working on a database of all the plants in the Bibler Gardens, including the new ones being brought in this year. One of the uses planned for this information is the printing out of a small catalog f at..1og to 10%�im sold during the tours. This could be done for the mansion also. I would contain the names, descriptions, some remarks on history and use, and the bed location for each variety. In conjunction with this, expanding the labeling of the plants in the gardens is desirable. When I am working in the gardens during daylight hours, people asking questions about plants constantly interrupt me. This actually makes it hard to get anything done at times. My crew has reported the same thing. Although the gardens are open to the public without charge, it would still be possible to give paid tours at specific times. A group would be guided around the paths, led by me it some other knowledgeable person. There could be a range of specific topics as separate tours or general ones. Names of plants, ideas for combinations, succession of bloom, merits of particular varieties, which are good cut flowers, history, etc. There could be quick tours of half an hour and longer ones with more depth. This is a good way to sell catalogs, seeds, pictures, and other garden related items as well as generate interest in the interior. On a larger scale, if all went well, the gardens would make a wonderful topic for a coffee table book. The restoration process itself is a worthy subject, if well documented in photographs. There are a number of historic sites that have successfully turned their gardens into sources of income. I have seen their offerings on the Internet and advertised in magazines. The Mansion is every bit as beautiful and interesting as any of these, with as much potential. The gardens could become a destination for tourists. A web site could help greatly, once the restoration is well under way. Of course, all of the above suggestions for revenue generation require work and thorough planning. I am sure that there are people associated with the Mansion who are much more experienced than I am at fund raising. I offer these suggestions to open the door to possibilities. For the gardens to reach their full potential, becoming a financial asset rather than a burden seems essential. When Sam did it all, there was no expense to the Mansion. There was also no room for change. A different course must now be charted, like it or not. R Teri S. Ferman" 145 Brook Drive Kalispell, MT 59901 January 13, 2003 Conrad Mansion Board of Directors P.O. Box 1041 - Kalispell, MT 59901 Dear Board of Directors, I wanted to address a number of problems and concerns with the mansion, the staff situation and the Board. First and foremost is the manager's position. With the recent events regarding Patti Orminston I feel that I deserve to be appointed permanently to the manager's position. As you all know 1 was disappointed when you recruited Patti for the manager's position over me.' But I swallowed my pride and for the good of the mansion and understanding that we could possibly work well together and learn from each other, I accepted Assistant Manager's position. I was told by Gayle that one of the reasons you the board chose Patti for managers position was because her child was grown and gone and she had the time to commit to the position. The situation with her elderly father ha obviodsly limited her ability to make that commitment. On the ether hand, although my children are still young, my family has never interfered with n^y ability to do my jci-j at the mansion. For example, days before last years bazaar my 10 ;year old daughter went into the hospital for emergency surgery and I still was able to get everything for the bazaar 'accc;mplished even being short staffed at the mansion. I know that you the board recruited Patti because of certain qualifications that you feel she has and probably feel that I don't, but I can assure you I am quite capable of running the Conrad Mansion and implementing many needed improvements. As a matter of fact I am aware that Patti would not have accepted the managers position if I didn't accept the Assistant. managers position, meaning she needs me a lot more than I need her. Please do not. misunderstand me, if Patti does chose to come "aboard" I would still welcome her but I feel it only fair that we "co" manage at the same rate of pay. I would also ask that.effective as of January 1, 2003, that I be paid at whatever rate Patti was offered since I am having to fulfill what would have been her duties plus my own. Furthermore I would like to resolve some of our communication problems. I think it needs to be made clear what the board expects from the management and what management expects from the board. And have open lines of communication so that much of this wondering, guessing and confusion can be avoided. For example I did not know�fibr three,wPeks that Patti put her decision on hold regarding managers position. realI' ze that your positions on the board are on a volunteer basis and that this is not your regular daily job. But you have to realize that your decisions etc... do affect my daily jobW�thout timely communications of the boards decisions/actions I can't be as efficient at my job. For example, the boards decision to allow Patti to wait until March for her decision is unacceptable. I don't think any of you realize all that has to happen between now and March in order for the mansion to open and have any hope of a successful season beginning in May. I realize that very few of you know much about the daily operations of the mansion, but a lot must be accomplished during the, off season in "normal" years much less having to reorganize after the last 18 years. Once again, it may be due to our lack of communication problem, but I feel lam being used unfairly by the board. You all know that I have a strong commitment to the Conrad Mansion or I would not have stayed through the "Lynn years" and beyond.. It was apparent to me that I was really never considered for the managers position because I was never interviewed or even asked for my thoughts and opinions on how I could improve things at the mansion. On the other hand, I have been asked to fill the voids and pick up the slack for all the others who wouldn't or couldn't. The position of Interim Manager, in my opinion, means keep things running at status quo. Not to --, implement new ideas or make improvements, only to wait for the new manager or the boards decision. Or, I could move forward with new ideas etc.. probably to have new manager receiving the credit at the end of a successful season. Also I am an Interim Manager without any help. If things would have gone as planned Patti would have had me as an Assistant Manager. Therefore I see it necessary to get Patti on board quickly or to hire an assistant for me. There is a considerable amount of training, reorganizing, conservation issues, maintenance etc... to be done in a very short amount of time. Please try to remember we are trying to change the way everything has been done for the last 18 years. Finally I would ask that your resolve these issues and/or discuss them with me in a timely fashion. I can make myself available to attend the next employee committee, meeting or board meeting if necessary. in, ce re Teri R. Flormapnl January 10, 2003 Mr. Victor Blomborg Montana Dept. of Commerce Travel Montana P.O. Box 200533 Helena, MT 59620-0533 Dear Victor, Enclosed please find the three signed contracts (#03-52-0026) that you sent to me for my signature. I apologize again for the delay in getting these back to you; the Board was not completely familiar with the application that was made and felt it was necessary to review all the materials before sending them back. I will ask our T.easurer to supply you with the financial information as per Section 1, Duties, E, when you request them. Thank you again for your work, and thank you to Travel Montana for this wonderful grant! We hope to begin work early this Spring. 'F51 VAu-� Rita itzsimmons President, Conrad Ma stop Boar Direct s cc G. Vidal, E. Sliter» P.O. Box 1041, KALISPELL, MT 59903 to PRONE: 406-755-2166 The Conrad Mansion was built in 1895 as the home of C.E. Conrad, Montana pioneer, Mi;_;ouri River trader, freighter, and founder of the city of Kalispell. .. Restored to its original elegance, it is placed on the National Historic Register and open to visitors from May to October. January 14, 2003 Mr. Larry Simpson The Bibler Foundation P.O. Box 1195 Kalispell, MT 59903 Dear Larry, Your letter of December 23rd, 2002 was like a wonderful Christmas gift to the Mansion! Thank you. Many thanks also to the entire Bibler Foundation Board for their generous memorial check in Howard Doran's honor, and for the commitment to provide $2,500 toward the flower purchases at the Mansion ti` is Spring. Sam discussed his wishes with me twice, regarding his on -going support of the museum gardens, and I am deeply grateful that those wishes are being fulfilled by your Bo.,=rd. The $500 memorial for Howard will be put in the endowment fund named for Sam. So that you are aware, after Howard's death the Mansion Board voted to place a small plaque on the carriage house (which he built) in his honor. We will notify his family of this when the work is done, and, of course, to let them know of all the donations made in Howard's name. This summer we also plan to place the inscribed rock honoring Sam in a garden bed near the house. We thought it best to wait until the roof work is completed before we locate the d rock, to avoid any possible damage. , Thank you again. r ,With -regards, Rita Fitzsimmons President, Conrad Mansion Board of Directors cc G. Vida] P.O. Box 1041, KALISPELL, MT 59903 ■ PHONE: 406-955-2166 The Conrad Mansion was built in 1895 as the home of C.E. Conrad, Montana pioneer, Missouri Ricer trader, freighter, and founder of the city of Kalispell. Restored to its original elegance, it is placed on the National Historic Register and open to visitors from May to October. Wed, Jan 22, 2003 2:54 PM From: Rita Fitzsimmons <designworks@montanasky.net> Reply -To: designworks@montanasky.net Organization: Designworks To:<garyhaverkamp@mayflowertours.com> Cc: <vidalg@sd5.k12.mt.us> Date: Wednesday, January 22, 2003 9:06 PM Subject: C. Mansion tour cancellation Dear Mr. Haverkamp, I received your letter and request for a signed return fax a couple of days ago, regarding the cancellation of two of your tours. Since the Conrad Mansion Museum is closed for the season (we re -open May 16th), and Lynn Redfield is no longer working as the manager of the Mansion, your correspondence was sent to me. I am the President of the Museum's Board. I am very sorry to hear that you will be needing to cancel the departures you mention, but please know that if reservations increase and/or you add additional tours to your season, we will be happy to work with you in any way we can. In the meantime, I'd like to let you know that we are in the process of hiring a new manager and also in getting a new fax line. Our interim Manager is Teri Florman, and you can leave any messages for her via phone at the Mansion (406-755-2166). She goes to the office there about 2-3 times a week this time of year. The Museum mailing address is: The Conrad Mansion Museum P.O. Box 1041 Kalispell, MT 59903 I will fax your memo back to you and give the paperwork to Teri. Regards, Rita Fitzsimmons [This E-mail scanned for viruses by Declude virus] Page 1 of 1