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11-11-02 Conrad Mansion MinutesCONRAD MANSION BOARD MEETING MINUTES WEDNESDAY, SEPTEMBER 11, 2002 CONRAD MANSION ATTENTION: There will be an EMERGENCY Special Board Meeting on Thursday, September 26th, at 7:00am at Hedges School. There will be one agenda item only. All Board members are needed! Present. Rita Fitzsimmons, Rick Champoux, Shirley Miller, Norb Donahue, Betty Norem, Everit Sliter, Gayle Vidal Absent: Tia Robbin The meeting was called to order at 7:35am by Rita Fitzsimmons. Minutes were approved as corrected. Rita announced that Teri Florman has submitted her resignation. Lynn has arranged for Sylvie and Carrie to oversee the Mansion on her days off. No new Assistant Manager will be hired at this time. Two new guides have been hired and trained. Everit reported that summer visits are down. We have about $15,000.00 in our operating account, but we face winter expenses, additional insurance costs and gardening expenses. He projects that without a terrific profit on our bazaar we will not to able to pay our bills from this season's earnings. Our largest expense during the winter is Lynn's salary at $1200/month. Rita gave the Board copies of a letter she wrote to staff and concerned friends of the Mansion detailing activities the Board has undertaken during the past year's transition period. Everit reported that because the former Foundation articles and bylaws do not conform with today's required specs, he has asked Jim Ramlow to draft new ones. We currently have donations totaling about $2400--$500 of which Everit deposited as seed money. Foundations must contain at least $1500 to apply for 501C3 status. Advantages and disadvantages of setting up this Foundation were discussed. If we transfer our existing CDs to the Foundation, it may give Mansion assets an extra layer of protection. The Foundation also gives us a way to honor Sam in addition to the planned memorial. After discussion a motion was made and passed to table our plan to create a new foundation. An endowment fund to honor Sam will be established within the Conrad Mansion Directors, Inc. A sexual harassment clause written by Tia to be included in our employee Policy Handbook was read and approved. Other proposed changes in the Policy Handbook are to be reported to Rita for inclusion in next year's book. Rita reported that employee walkie-talkies were purchased and are being used. Rita also has spoken with Miriam Ascher about her future plans for the garden. She reminded the Board that we need to think about renewing Miriam's contract for the coming year. Rita also reported that the bazaar dates are October 25, 26, and 27. Tickets are being sold right now. She asked that all Board members plan to attend and to help as needed as a show of support. Rita noted that she will be asking Lynn to do a walk through to educate Board members about the alarm system. She will also request two full sets of keys for selected Board members and alert the Fire Department about who has access to the building. Although Dave Meredith prepared roof specs at no charge, they were dated July 1st and bid dates, good for 60 days, have expired. Planning for the roof project will continue during the winter with the idea that the roof will be rebuilt next spring. The next regular Board meeting will be held on Wednesday, October 16th at 8:00am at the Mansion. Rita asked that each Board member bring at least two ideas for generating revenue and interest in the Mansion, no matter how wild! We will also discuss off- season staffing (What can we afford?) and foundation direction and planning. The meeting was adjourned at 9:27am. CONRAD MANSION MUSEUM Memo to: Staff and Friends of the Mansion Date: September 5, 2002 From: Rita Fitzsimmons, President, Conrad Mansion Board Message: On behalf of everyone serving on the Conrad Mansion Board, I am writing to thank all of you for the work and support you've given to the Mansion this past season. I also want to briefly update you on some recent Board decisions and directives that have been put into place. This was the first year in 27 years of existence that the Board has had a different President other than Mr. Sam Bibler. We also added a new member, Tia Robbin, to fill Mr. Bibler's representation on the Board when he resigned. Mr. Bibler was intensely involved with the business of running the Mansion, and often took full responsibility for day-to-day decisions. After he resigned, Board members became acutely aware that as a whole, we knew or understood very little about what was actually involved in the process of running, organizing or staffing the house. Almost immediately, it became our need and goal to educate ourselves, raise our awareness, and most certainly to become more responsible to the Mansion and to our employees. Thus began our months -long (and on -going!) process of interviews with past and current employees and volunteers, orientation with scheduling, maintenance and responsibili- ties, and exploring the physical/financial needs of the Mansion. We want to thank everyone who has helped us with their interviews, comments, letters and suggestions. We deeply appreciate the quality and integrity of our past and present employees. Problems came to light and were addressed concerning management style, salary/schedule issues, employee safety, and permanent collection concerns. In review, we have instituted: • Pay raises for all hourly employees • Written employee manual • Written job expectations for Manager/Asst. Manager positions • Annual performance reviews of all staff members • A process for expressing staff concerns and problems • The offer of more hours to employees so that they can earn more throughout the season and scheduling problems can be reduced • Two-way radios (Talk-Abouts) for added guide security • UV window shade protection, new stair treads, and updated insurance policies (We are also in the process of discussing collection/document storage, archival preservation techniques and updated computer/fax/email capabilities.) • Introducing ourselves —the Board —to you, with the hope that we get to know each other and realize that it is by working together that we will continue to present the finest historic museum in the West to our guests and the world. As a Board, we will be continuing our education process, and we appreciate your patience with us as we try to consider fairly all the matters that come to our attention. Thank you again for your efforts on the Mansion's behalf. 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. e-27-02;10:06AM;kvh laly ;406 755 6782 # 2/ 2 ADDENDUM TO CONRAD MANSION PERSONNEL. POLICY SEXUAL HARASSMENT Implicit in this policy is mmnagement directive that no employee will be subjected to any form of sexual harassment including being confronted with abrasive and/or unbecoming verbal comments, literature, jokes„ etc. This is a place of business and all employees are expected to conduct themselves in a business -like manner. Violations to this policy should be brought immediately to the attention of the Manager or Personnel Committee of the Board of Directors for corrective action. Conrad Mansion Board Meeting Agenda for September 11, 2002, 7:30 a.m. Item 1 Approval/corrections of last meeting's minutes Item 2 Update on the resignation of Ass't. Manager Teri Florman a. Letter from Teri b. Lynn's staffing solution • No new assistant at this time • Two new guides being trained c. Comments from Ev re. budget/staffing d. Letter from Rita to all staff Item 3 Foundation a. Ev to review where we are with the Foundation. V A,r Vote on writing a new set of bylaws vs. revising old k741 Movement of funds Appointing a 3-person committee to oversee the process a 3� Discussion on Sam's endowment and memorial 4— dy t,.a.t Item 4 Household .,. a. Report from Rita regarding: W 11( 8~' �.0 • Sexual harrassment clause written by Tia It t�ycr; w u • Employee walkie-talkies were purchased and are being used z< • Garden funds for the future: Donna spoke w/Bibler Foundation members —Spoke with Miriam Ascher re. future plans - • Bazaar dates: 25, 26, 27 Oct. Tickets are being sold right now. 17 . Item 4 New Roof a. Dave Meredith wrote up specs at no charge; two contractors are looking at those specs right now and will submit bids. � a . :ice€' ✓�' Item 5 Misc. business p. Adjournment to