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11-20-02 Conrad Mansion MinutesCONRAD MANSION BOARD MEETING MINUTES WEDNESDAY, NoVEMBER 20, 2002 Present: Rita Fitzsimmons, Tia Robbin, Norb Donahue, Shirley Miller, Rick Champoux, Betty Norem, Everit Sliter, Gayle Vidal Rita called the meeting to order at 8:10am. The October 16th minutes were read and approved. Rita reported that she attended Howard Dom's funeral on behalf of the Board. Norb also attended. After discussion Norb moved and Shirley seconded a motion to mount a plaque honoring Howard's contributions to the Mansion Everit provided a detailed Bazaar report. Both income and expenses were up. All agreed this year's Bazaar was very successful. Rita and others expressed their appreciation to Nikki Sliter and all the volunteers for again producing such a profitable and memorable event and for putting up the annual Christmas lights. The $19,000 profit will help us pay for the new roof. Everit discussed the season and financial report. Attendance has generally been declining since 1995 and again this year it was down 23% although total profits were up 3%. Hours this year were shorter. Based on hourly attendance Everit recommended we consider closing next year at 5:00pm instead of 6:00pm, as attendance was sparse that last hour. He also noted that one reason our profits remained high was the addition of profits from the Death by Chocolate event. Rita advised that Carrie Nelson has resigned her position to accept a position at FVCC. She wants to continue to support and help with Mansion activities as much as possible but this new opportunity was too attractive to pass up. The Board agreed Carrie's contributions have been extremely valuable and that we should express our appreciation to her by giving her a gift certificate for a nice dinner. Rita will assume this responsibility. Betty Harvey completed the season as our Interim Manager. She told Rita she wants to continue to help as needed but that she is not interested in the full-time Manager's position. For the past two weeks Teri Florman has been," handling off season managerial duties. Teri has submitted a letter asking to be considered for the permanent` - manager's position. Following a Personnel Committee meeting Rick and Gayle met last week with Patty Ormiston to discuss her possible interest in the manager position. Rita emphasized that we need to identify a manager soon because she is, in the interim, more involved than she is able to be with the daily affairs of the Mansion. After much discussion the Board passed motions to offer Patty the manager position and to offer Teri the Assistant Manager position. During the year these recommendations will be closely monitored and at the end of next season a decision will be made to continue these arrangements or to advertise for a different, professionally trained manager. A motion also passed to hire Jim Brown to do outside and inside maintenance and to inspect the house weekly or as needed. Because our previous handyman had told Rita he could continue to do yard work until April, Rick and Rita agreed to meet with both individuals and to work out an equitable agreement. Rita noted that the $50,00 TIIP grant check should arrive any day. We are waiting for word from Helena about a formal presentation ceremony, possibly to be attended by the governor. Also, Carrie attended the presentation ceremony of the Peter Yeager Award to Sam at the Montana Association of Museums in Great Falls and reported that it was a lovely event. Further, Rita reported that the locks and security code have been changed. At present Rita, Teri and Margo have keys. A discussion about City and County reappointments to the Board revealed a difference of opinion between the Mansion and the City about this procedure. The City has written a letter to the Mansion Board announcing that they will act on board reappointments in April, not in December as is stated in our by-laws. Norb pointed out that our interpretation has been that if 60 days pass following the December deadline with no City action, the person holding the appointment is deemed automatically reappointed. Technically the City has no power to amend or change Mansion by-laws. Norb will further investigate this problem and report back in December. Mansion records show that Betty Norem's County appointment and Gayle Vidal's City appointment expire in December. Both Gayle and Betty are seeking reappointment. (continued) PAGE 2 CONRAD MANSION BOARD MEETING MINUTES WEDNESDAY, NOVEMBER 20, 2002 Betty has been working with Carrie to identify an appropriate new computer. Carrie will follow up with a recommendation soon. Dave Meredith advised us not to try to fix just a part of the roof next spring. He will rewrite specs for us. Rita has names and addresses of previous bidders. We need to do this project right away in the spring. Everit pointed out that we have funding available which includes the $50,000 TIIP grant, the $7,000 Death by Chocolate profits and the $19,000 Bazaar profits. There also may exist possible further sources via Rotary CAP grants or other local fundraisers. A letter from Charles C. Campbell requesting that he begin receiving Board minutes was discussed. It was agreed that such requests from individuals who are not designated members of the Board, including other members of the Conrad family, should be respectfully refused. Rita has written a letter to Charles correcting his impression that he is also a designated family Board member. She will also contact Alicia to clarify this issue. Rita reported that Gabe Skibsrud, a professional grant writer who is a member of Leadership Flathead, has offered his grant writing services to us as a gift in Sam Bibler's name. It was agreed he should work with the new manager. Teri Iwerson has also contacted Rita to express her desire to help with special Mansion projects such as inventorying, housecleaning, or researching. This offer will also be relayed to our new manager. { Gayle asked for clarification about whether Norma Happ, as non -voting Director Emeritus, should receive minutes each month. It was agreed that she is staying in touch informally by visiting with Board members individually and that she should not receive minutes regularly. The next meeting will be the first part of Janua The meeting was adjourned at 10:05am. 2 November, 2002 552 14'' Avenue Santa Cruz, California 95062-4058 , Rita Fitzsimmons, President Conrad Mansion Board P.O. Box 1041 Kalispell, Montana 59903 Dear Rita, Thank you for your response to my 30 September letter. I am continuing to firm up my plans as indicated there. In the meantime let me address three administrative matters on which I have questions. In your cordial letter of 6 May 02, you included a comment that "Our Board Secretary, Gayle Vidal, will make sure our regular meeting minutes are forwarded to you... ' ; but I have not received any of your minutes this year. Please assist me in correcting this administrative error. I note from recent correspondence that my sister seems to be acting as Conrad -Campbell family representative in some of her dealings with you and the Board. To my knowledge, Alicia C. Vick has never been authorized to sign off as "[the] Family Member of the Board." She does not represent my Iegitimate interests as dirvt male heir, nor any point of view except her own and possibly those of her children. If this is more than a temporary change for some local convenienee,. please advise me as to when and un&r what circumstances I could have been replaced as the permanent family representative on your 3oard. As an additional matter, I would like to express my ongoing concern over a specific area of your fund-raising activities: the need for an active program to encourage systematic charitable bequests. I have raised this issue several times during recent years, most recently with Everit Sliter as part of my last visit to the `Mansion.' It appears that no effective program exists there; and that --in its absence —sizable bequests may be going to other organizations in Kalispell and elsewhere. Please give me some news on your current or proposed efforts in this highly competitive business, the results of which can be significant to the financial base and future viability of the Conrad Mansion NHS Museum. [I attach a copy of one of many representative appeal brochures similar to those I have in the past suggested the Conrad' might use as a model or point of departure.] Looking forward to hearing from you again, I send my best wishes to you and yours. Sincerely, qals� Charles Conrad Campbell [831] 464-9809 - c&jc@surfuetusa.com - c-3@surfnetusa.com 1 Atch: "Amnesty International USA's Planned Giving Newsletter" l CONRAD MANSION MUSEUM November 13, 2002 Mr. Charles C. Campbell 552 14th Ave. Santa Cruz, CA 95062 Dear Charles, Thank you for your letter dated November 2, 2002. I am not certain when it arrived, since the Mansion is closed for the season and mail is not picked up/delivered on a daily basis, but I am responding as soot as I can. I must first apologize to you because of a misunderstanding I had during the start of my serving as board president. I initially thought you were the family representative board member for the Conrad Mansion; hence my statement in a letter mentioning that I would ask Gayle Vidal to send you our regular meeting minutes. I was later informed by other board members and Donna Carr, Mr. Bibler's secretary, that I was mistaken; Alicia Vick was the actual family - designated board member. Because of your inquiry, I am enclosing copies of two documents from Mr. Bibler's files that should offer clarification. I appreciate your comments regarding sustained fund-raising for the Mansion. I think I can speak for the full Board when I say that exploring the entire fund-raising/grant writing issue is very much a concern of ours. We hope to turn our attention to those concerns during the off- season in an attempt to determine the direction(s) we'd like to take in the next few years. Thank you for your thoughts, and for including the brochure from Amnesty International. --Sint ely, Rita Fitzsimmons President, Conrad Mansion Board eC G. Vidal Secretary P.O. Box 1041, KALISPELL, MT 59903 ■ PHONE: 406-755-2166 The Conrad Mansion was built in 1895 as the home of C.E. Conrad, Montana pioneer, Missouri 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. 11-11-02 11!43 HARRINGTON AND BIBLER ID=4-06 2S7 7271 P82/83 C4M CHARLE:S C. CAMPBELL Alied-n- Caenp6etl VIv-4f--r.W& CW" caw*a in owomw ftw ro,3�5 WiftM021012 mi,55oul2f PHONC (:aot) 64-1-3003 To Mr Aouis A. BiVeo-, L DA-rF Ina 7 %/luly 19e SU13JECT 7 kn�fi s•ell, M.7-611-LMLS q j #x- aAo=1A-V*,;A jw/a6wv� 0721 to..ean� 7n&*d.,v'o &UAW 0%/ CDEVIMERS'FIE-MER N-- 21100-PmMd i- USA CONRAD MANSION BOARD MEETING A meeting of the board of Conrad Mansion Directors, Inc. was held on Tuesday, August 29, 1989 at 8 AM at the Mansion. Directors preserSt were Pat Ramsey, Lorraine Stenseth, Everit Sliter, Jim Murphy, Rick Champoux and Sam Bibler. Also present were Jim Korn, Bev Gilman, Lynn Redfield and Norma Rapp. Jim Korn spoke of an educational program to be presented to local residents as a prelude to a future fund raising effort on behalf of the Lutheran Home expansion. He said that a seminar will be conducted on September 12, identical sessions in the forenoon and afternoon. This seminar will be directed mainly toward professional persons involved in estate planning e.g., lawyers, accountants, bank officers. Subsequent seminars are planned for public education. The initial seminar is to be sponsored by one or more of our local banks, and the principal speaker is a Mr. Clinton A. Schroeder, of a Minneapolis law firm. Following Jim's presentation, the board voted unanimously that all members should attend. The entrance fee of $30 per person will be paid by Conrad Mansion Directors, Inc. In other business, the board approved substitution of Timmie Vick f"i as director in place of Charles Campbell. The board also approved extension of the exposed aggregate paving from its present end at the dining room to extend at least to the back door. Sam mentioned deterioration of our shingle roof and suggested consideration of a product called Poxy Coat II. He said it was applied to his asphalt roof this year and has excellent credentials. Everit Commented that it should be explored through some agency such as The Cedar Shingles Association before we make a decision, and Sam said he would do SO. Lynn Redfield, Museum Manager, reported that attendance was down a bit this year as compared with last year, but receipts up some. No one seemed to have an explanation for this interruption of our upward trend of the past few years. All agreed that Lynn and her crew were doing an excellent job, and that they should be proud of their accomplishments. Meeting adjourned at 9:40 AM. Respectfully submitted, Louis A. Bibler, Pres. 1 Teri R. florman 145 Brook Drive Kalispell, MT 59901 Home Phone 406-756-3026 November 13, 2002 Conrad Mansion Board of Directors Dear Board of Directors, I recently realized that some of you may not be aware that I am interested in the managers position at the Mansion. Therefore, I am writing this letter in lieu of a formal application for the managers position. As you know, I have been employed at the Mansion for almost 5 years now and have taken great pride in learning as many aspects of the daily operation and history of this great museum. Without sounding boring, repetitive or bragging I'd like to relay to you some of the things that I have learned, accomplished and been involved with at The Conrad Mansion. 1) I was promoted to Assistant Manager after only 1 season because of my strong interest in the Mansion, good work ethic and leadership quality. 2) I have attended Montana Association of Museum (MAM) Conventions in 2000, 2001 and 2002. I have participated in the following seminars at these conventions. a) Care of Collections b) Accessioning c) Living History d) Children in Museums e) Mannequin Making f) Caring for Antique Clothing g) Cultural Tourism and Museum Marketing and others as well. 3) I attended a seminar about correctly documenting oral histories for future generations. 4) I have successfully written and received a small grant for brochures in 2002 for the Mansion. 5) As Assistant Manager, I have been the only one to attend Glacier Country and Chamber of Commerce meetings, and have handled most of the public relations work that Lynn refused to do. 6) I have developed a good relationship with employees, vendors and associates of the Mansion (and I hope the Board too!) 7) The Mansion has become much more than a job to me, I have volunteered my time to special projects like - a) Going to the Archives in Missoula for info for the Mansion b) Writing, Publishing & Printing "Cooking with the Conrads" (also donated materials) c) Many repair, maintenance and painting projects 8) I understand the aspects of running a business and have been involved with my husband's business for the last 14 years. I've done daily books, payroll, inventory, etc. I've also learned how to give an employee a sense of pride and belonging, while receiving good production from that employee as well. In conclusion, I would like you, the Board, to know that I feel that I am qualified for the managers position and that obviously I know the daily operation of the Mansion, but more importantly, I have a lot of fresh new ideas for Public Relations, Marketing Strategies, Profitability, Employee Relations and merging our 19th Century home with the 21 st Century. Thank you for your time and for considering me for this position. �...1 ere ly Teri R Florman CORNELIUS HEDGES SCHOOL 827 4TH AVENUE EAST KALISPELL, MT 59901 PHONE: 406-751-4090 FAX: 406-751-4095 TO: Pa-121) Z11, �121-/1,4-- FROM: DATE/TIME: SUBJECT: Gayle J. Vidal 120 Woodland Avenue Kalispell, MT 59901 406-257-3142 November 13, 2002 Mayor Pam Kennedy Kalispell City Council Kalispell City Hall 312 1 st Avenue East Kalispell, MT 59901 Re: Conrad Mansion Board Representation Hear Mayor Kennedy and City Council Members: I have served as one of the four representatives of the City of Kalispell on the Conrad Mansion Board since 1982. 1 am at present the Mansion Board Secretary. On December 31, 2002 my current term of appointment expires. It is a privilege to represent our city on the Mansion Board. I would be honored to continue for another term should you choose to reappoint me. Thank you for your consideration of my request. Sincerely, Z16 Gayle J. Vidal Qr CONRAD MANSION MUSEUM November 14, 2002 Mayor Pam Kennedy Kalispell City Hall P.O. Box 1997 Kalispell, MT 59903-1997 Dear Mayor Kennedy, In December of this year, Gayle Vidal's appointment to the Conrad Mansion Board of Directors expires. She has expressed to me a strong desire to continue to serve as a Board member and also to continue to fulfil her duties as Secretary of the Board. I am writing to ask diat you please consider positively her reappointment as one of the City representatives to the Mansion Board. This month marks my first anniversary of serving as President. I have been so grateful to have such a committed and productive group of Board members to work with, and I consider Gayle absolutely key to our continued success. She is someone the entire Board relies on for guidance and input. I, in particular, rely on her for everything from the secretarial duties she performs with thoroughness and professionalism to the insight and wisdom she offers at every Board and committee meeting. Please know that she has my full support for reappointment. I would be happy to talk with you further if you have any comments or questions; feel free to give me a call anytime. Thank you, Pam. Sincerely, i Rita Fitzsimmons L eside ,Conrad Mansion Board P.O. Box 1041, KALISPELL, MT 59903 ® PHONE: 406-755-2166 The Conrad Mansion was built in 1895 as the home of C.E. Conrad, Montana pioneer, Missouri 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. CONRAD MANSION BOARD OF DIRECTORS January 1, 2002 CITY REPRESENTATIVES (staggered 4 years - term expires on date shown after name. Need to re -apply to Mayor/Council Dec. 1) Tia Robbin 12/31/05 22 2nd Ave. West Kalispell, MT 59901 755-5700 Everit Sliter, Treas. 12/31/03 P. 0. Box 8600 Kalispell, MT 59904 752-1040 Norb Donahue 12/31/04 144 Crestline Kalispell, MT 59901 752-1376 Gayle Vidal, Sec. 12/31/02 120 Woodland Ave. Kalispell, MT 59901 751-4090 (Hedges School) COUNTY REPRESENTATIVES (staggered 4 years - term expires on date shown after name. Need to replay to County Commissioners Dec. 1) Rita Fitzsimmons, Pres. 12/31/03 Betty Norem 12/31/02 233 Sth Avenue East P. O. 985 Kalispell, MT 59901 Kalispell, MT 59903 752-6465 756-6090 (cell 250-7905) FLATHEAD VALLEY COMMUNITY COLLEGE REPRESENTATIVE Richard Champoux (until retires) 516 Woodland Ave. Kalispell, MT 59901 755-6352 UNIVERSITY OF MONTANA REPRESENTATIVE Shirley Miller (until retires) 132 Riverview Dr. Kalispell, MT 59901 257-1439 FAMILY REPRESENTATIVE Alicia Vick 635 Woodford Missoula, MT 59801 EX-OFFICIO BOARD MEMBER All get agendas and minutes including Richard Vick 639 Cleveland Missoula, MT 59801 Chas. Campbell 560 14th Ave. Santa Cruz, CA 95062 (replacement Richard Vick when time comes) (406) 54 3 -4 982 Norma Kapp 187 Fairway Blvd. Kalispell, MT 59901 257-4220 ASSISTANTS Carrie Nelson 3420 Hwy 2 West MUSEUM MANAGER Lynn Redfield P. 0. Box 1041 Kalispell, MT 59903 755-2166 Teri Florman 253-9518 125 Greenbriar Dr. - Kal. October 21, 2002 Ms. Alicia Vick Mr. Charles C. Campbell 635 Woodford and 552 14th Ave. Missoula, MT 59801 Santa Cruz, CA 95062 Dear Alicia and Charles, I am writing to you both at the same time mainly because this is the week of preparation for the Mansion's Christmas Bazaar. I'm in charge of decorating the tree (two stories tall!) as well as most of the first floor, and between those responsibilities and my job, time is extraordinarily tight. I was in Chicago from Oct. 9th until the 14th, so please excuse my belated response to your most recent messages. Alicia, thank you for your gracious note. Yes, indeed, Betty Harvey is an excellent interim manager. I am glad to report that the last two weeks of our season went very smoothly. Between Betty and Teri (our asst. manager), and all the previous employees who agreed to help out until after the Bazaar is over, we are doing fine. I have called Lynn twice to see how she's doing, and as is expected, some days are better than others." We have also received two pieces of wonderful news: 1. The Mansion has been awarded a TIIP grant of $50,000 to go towards a new roof, and 2. Sam Bibler has been honored posthumously with the Peter Yeagan Award, an award usually given annually by the Montana Association of Museums for outstanding service to a museum. The TIIP grant request was largely the work of Carrie Nelson, a long-time employee, and the Yeagan award was the result of a recommendation made by Lynn Redfield and will be presented this Friday in Havre. Carrie will travel to Havre to accept the award on behalf of Sam's daughter, Carol, and the Museum. We have responded to the State of Montana regarding Lynn's request for Unemployment Insurance Benefits and recommended that they be granted. Charles, I want to assure you that one of cur strongest objectives as a Board and Museum is to enhance and enlarge the understanding of the impact Charles and Alicia Conrad had on this area in particular and the West in general. There is a renewed excitement with the Board and staff regarding exhibits, grants, events and presentations we want to research and create, in order to make this home even more vital and alive for every visitor we have the privilege of welcoming. While I am sorry you were not able to make it to Kalispell this year, I look forward to meeting you in the future. Please let me know when you think you might arrive so that we can arrange for our board meeting to coincide. Thanks to both of you for your recent communications. egards, Rita + �itzsimmons President; Conrad Mansion Board cc G.'Vidal Secretary P.O. Box 1041, KALISPELL, MT 59903 ® PHONE: 406-755-2166 The Conrad Mansion was built in 1895 as the home of C.E. Conrad, Montana pioneer, Missouri 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.