08-22-02 Conrad Mansion MinutesCONRAD MANSION BOARD MEETING
MINUTES
THURSDAY, AUGUST 22, 2002
HEDGES SCHOOL
Present: Rick Champoux, Norb Donahue, Betty Norem, Tia Robbin, Gayle Vidal, Rita Fitzsimmons
Absent: Shirley Miller, Everit Sliter
Guest: Bill Peterson - Central School Museum Director
Rita called the meeting to order at 8:05am. The minutes were approved as corrected.
Bill Peterson asked the Board to consider participation in a joint inter -museum committee representing the five
county museums to:
1) research statutes to determine if up to 2 mil (@$240,000) could be levied by Flathead County
to help support our museums, and
2) define who museums serve and what they contribute.
Bill invited any Board member with questions about this proposal to contact him at his office - 756-2048.
Following Bill's presentation several Board members expressed concern about the "strings" which may come with
accepting tax monies, including the possibility of public audits of Museum assets. Rita noted she felt it was a idea
worth considering.
The Personnel Committee --Rick, Tia, Gayle and Rita --described the meetings held with Lynn and with Lynn and
Teri to express the Board's concerns. Copies of what was discussed were distributed. Lynn will review the job
performance of all employees and the Board will evaluate Lynn in writing at the end of the season --in October or
November. Several Board members expressed continued concern about Lynn's managerial skills and about Larry's
role at the Mansion.
Rita discussed numerous household issues. Clearer definition by the Board of Carrie's role is needed by Lynn. A new
liability insurance policy is now in effect to better protect Mansion assets and individual Board members. It will be
necessary to insert a sexual harassment clause into our employment policy to comply with insurance policy
requirements. Tia volunteered to draft such a clause. Lynn will be directed to purchase Talk-Abouts for Mansion
employees to increase communication and provide extra security and safety. Donna Carr will ask the foundation
members who manage Sam's estate for clarification as to whether the foundation will be purchasing annuals and
perennials for the garden in perpetuity. Sam expressed his intention to do so to Rita and Donna, but it is unclear
whether his wishes were recorded in writing. The letterhead stationary and envelopes are finished. The Bazaar dates
will be October 25, 26 and 27. Rita asked that all Board members plan to attend to show their support for this major
fundraiser. The UV shades have been installed and the stair treads are scheduled for installation next week. Gift shop
discounts have been standardized at 30% for staff and Board members. Payment is due at the time of purchase. No
more layaway will be allowed for anyone. We need to keep more accurate records of our inventory in and out. We
continue to need an updated computer and a FAX.
The Foundation discussion was postponed until the full Board could be present.
Rita reported that Lynn had informed her that the Tom Saubert gathering for 65 artists was very successful. Several
artists said they may contribute art to the Mansion but to date no artwork has been received.
The Heritage Grant to pay for park passes has been received. The $10,000 match will be divided among the three
museums. Those who have kept track of volunteer hours can use them in lieu of cash. This year we will try to
provide our share in volunteer hours from the Bazaar. Hopefully we can record volunteer hours next year and use
those in the future for our match.
The Garden Tour netted $1500 for the Mansion.
(continued on back)
Lynn has contacted Job Service, LC Staffing and Express Personnel to seek guides for fall.
Norb volunteered to make copies of our original agreement with the city so that we can all better understand our
charter.
Rick questioned whether we are moving ahead on our roof project. Rita advised Ev is going to meet with Dave
Meredith to finalize details. Both Rotary Clubs have offered to help fundraise and we need to let them know our
plans soon to be part of this year's plan. Norb suggested and others agreed that the Foundation committee should
spearhead this project.
The next meeting will be Wednesday, September llth at 7:30am at the Mansion.
Rita read a letter from Charles Conrad Campbell expressing his regret at not being able to visit this summer. He will
contact us when he has a medical clearance to travel.
The meeting was adjourned at 9:35am.
Conrad Mansion Board Meeting Agenda for August 22nd, 2002, 8:00 a.m.
Item I Approval/corrections of last meeting's minutes
Item 2 Presentation by Bill Peterson, Director of Central School Museum
a. Joint coalition between museums for tax increment monies
Item 3 Presentation from Personel Committee
Item 4 Household
a. Clearer definition is necessary on Carrie's position and role
b. General report from Ev on available funds
c. Report from Rita regarding:
• New insurance policy in effect/sexual harrassment clause necessary
• Employee Talk-Abouts for security
• Garden funds for the future
• Letterhead finished
• Bazaar dates: 25, 26, 27 Oct.
• Stair Treads and UV Shades update
Item 4 Foundation
a. We need to review where we are with the Foundation.
• Vote on writing a new set of bylaws for non-profit/tax-exempt status
• Appointing a 3-person committee to oversee the process
• Discussion on Sam's endowment and memorial
Item 5 Misc. business
Info from Lynn:
• Tom Saubert Artist gathering/PR only/very successful/65 attending artists
• Heritage Grant/Park passes
—$10,000 match from National Endow. for the Arts, divided between all
• Recent garden tour netted $1,500 for Mansion
• Has interview lined up with someone from LC Staffing and contacted Job Service
Adjournment