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10-16-02 Conrad Mansion MinutesCONRAD MANSION BOARD MEETING MINUTES CONRAD MANSION WEDNESDAY, OCTOBER 16, 2002 Present: Everit Sliter, Shirley Miller, Norb Donahue, Betty Norem, Gayle Vidal, Rick Champoux, Rita Fitzsimmons, Tia Robbin Rita called the meeting to order at 8: l0am. The minutes of the September 26th meeting were approved. Ev reported that the Tourism Advisory Council has awarded the Mansion a $50,000 grant from the Tourism Infrastructure Investment Program (TIIP) to assist with roof repairs. Carrie submitted the successful grant application so we owe her a vote of thanks. The award may be presented by the governor. Rita reported that the Personnel Committee meeting to release Lynn from her duties as manager was held on September 30, 2002. A special thanks is, again, due to Carrie for working with Lynn that day to ease the transition. Temporary interim staff are in place for the last two weeks of the season. Betty Harvey is serving as interim manager. Teri Florman has rejoined us as assistant manager. Several past guides have also rejoined us to help end the season. All staff have been told there are no guarantees of further employment beyond this season because the Board will be reorganizing our staffing structure this winter. Rick moved and Norb seconded a motion that Rita send all employees a letter from the Board restating that the employment of all employees ends with the close of this season, that the Board intends to reorganize our staffing structure this winter, and that early next year the Board will welcome new applications from anyone interested in working for the Mansion next season. The motion passed unanimously. Rita shared that Betty and Teri have asked us for permission to hire "muscle help" to assist with tear down. It was moved and passed to authorize them to pay for needed help at $10.00 per hour. Rita reported that Tia and Gayle responded on our behalf to a claim for unemployment insurance benefit filed by Lynn. We have supported her claim. Rita requested suggestions about how we should plan to address off-season responsibilities at the Mansion this winter as reorganization of permanent positions is occurring. Discussion followed. It was agreed we need at least one person to be in charge to regularly inspect the house, handle correspondence, be an emergency contact, continue grant applications and maintain a Mansion presence in special events, (Artwalk, tourism events, etc.) and to do inventory and orders for the gift shop. We also need maintenance help to do repairs, rake leaves and shovel snow. Rita will contact Miriam, the gardner, to determine when her services will end for the season. She will also talk with Betty and Teri about planning for winter activities and prepare with them a recommendation for Board action in November. Most Board members agreed that winter work should be compensated hourly, at least until a permanent staffing arrangement is agreed upon for next season. Rick reported that his neighbor, Jim Brown, the former Assistant Police Chief, may be interested in maintenance work at the Mansion. Ev reported that Larry told him the man who has been mowing the lawn may be interested in expanding his duties. Further consideration to these suggestions will be given after Rita meets with Betty and Teri. Rick reported that he helped resolve a weekend emergency which involved a frozen pipe leading into our swamp cooler. Weston Metal Works was called to shut down the system. They recommended waiting until spring to fix this broken pipe. The interior sprinkling system is to be explained to Betty and Teri at the Mansion today. Rick volunteered to attend to ensure that a Board member is also knowledgeable about the system. In Rita's report she noted the following: -Sam has been awarded the Peter Yeagan Award from the Montana Association of Museums. It is to be presented to a family member (Carol) and a representative from the Mansion at a luncheon on October 25th in Havre. It was suggested that Carrie be invited to attend on behalf of the Mansion and that her expenses be paid by the Board. -Locks and the security code will be changed this winter. Lynn Redfield told Rita she and Larry would support this idea. -The Bazaar will be October 25, 26, 27. All Board members were asked to attend and to wear name tags to demonstrate their support for this event. • We must plan to have a Board portrait taken in the near future. (continued) PAGE 2 CONRAD MANSION BOARD MEETING MIINUI7ES CONRAD MANSION WEDNESDAY, OCTOBER 16, 2002 Rick reported that we are in need of a "new" computer and a FAX for the museum. After discussion it was moved and passed that Betty will work with Carrie to research donations and/or to recommend purchases at our November meeting. Ev presented and discussed the annual financial report ending June 30, 2002. Although profits are up slightly the increase was due largely to donations and to the Death by Chocolate event. Concern was expressed that tourism continued to decline this summer. Next year's report will reflect the effect of our pay raises and shortened hours. The next meeting will be held Wednesday, November 20th, at 8:00am at the Mansion. The meeting was adjourned at 9:55am October 4, 2002 Alicia Vick 35 Woodford Missoula, MT 59801 Dear Alicia: As I was updating addresses for the Conrad Mansion Board of Directors this week I realized that I have overlooked mailing you some of the Board minutes. To be sure you have them all I am mailing you a complete set from January until the present. I sincerely apologize for this oversight! Sincerely Gayle J. Vidal, Secretary Conrad Mansion Board cc: Rita Fitzsimmons, President P.O. Box 1041, KALISPELL, MT 59903 0 PHONE: 406-755-2166 The Conrad Mansion was built in 1895 as the home of C.L. Conrad, Montana pioneer, Missouri River trader, freighter, and founder of the city of Kalispell. Restored to its original elegmice, it is placed on the National Historic Register and open to visitors from May to October.