02-14-02 Conrad Mansion MinutesCONRAD MANsioN BOARD
NhNUTES
FEBRUARY 4 2002
A meeting of the Conrad Mansion Board of Directors was held Thursday, February 14, 2002 at 8:OOam at the
Mansion.
Members present were: Norb Donahue, Rita Fitzsimmons, Shirley Miller, Tia Robbin, Everet Sliter and Gayle
Vidal. Also present were Norma Happ, Larry Redfield, Lynn Redfield, and Teri Florman.
Rita welcomed Tia Robbin to the Board.
The January 15th minutes were approved.
Bill DeBeau and a group from Leadership Flathead reported that the Death by Chocolate fundraiser will be held
Saturday evening, May 4th. A sample flyer was distributed. The group will work with Lynn to determine
access and logistics for the event. A tiered ticket is planned. From 6-8pm prices will be $75.00/couple and
$50.00/person. A Silent Auction will be held. From 8-10pm prices will be $100/couple and $75/person.
The Murder Mystery will take place during this final time period. 100% of the proceeds after expenses will
be donated to the Mansion. Lynn will make sure Leadership Flathead organizers are aware they will need to
arrange special event insurance coverage.
Robin Boon reported details of Mansion insurance coverage. Presently Mansion volunteers are covered under
our $1 million liability coverage but bodily injury issues are not covered because it is expected these claims
.should be addressed by Workman's Compensation. To cover volunteers for bodily injury we could buy a
$10,000 accident policy for them at $4.15/person or we could enroll each volunteer, tracking every person
and their hours, in the Montana Workman's Compensation Program. Further discussion and a decision about
what we should do to cover volunteers will take place at our next meeting.
Robin also noted that our $1 million liability insurance covers the Board for bodily injury and addresses
property damage but that we have no D & 0 coverage to protect individual Board members from damage suits
prompted by our decision making. Such coverage would cost about $900/year. Directors have some protection
under Montana law and those suits are rare, but to guarantee Board members protection, it may be advisable to
buy coverage. Robin will investigate costs and possibilities of D & 0 coverage for us to discuss at our next
meeting.
Ev reported that except for a few details work on completing the Foundation is complete. We need to elect more
officers to replace those no longer with us, reconsider our purpose statement, and edit details like the dates of
our fiscal year. Norb expressed concern that Foundation business be conducted separately from Mansion Board
meetings. He also suggested that membership of the Foundation Board include some members not on the
Mansion Board to establish it as a truly separate entity. Ev suggested all these issues be addressed at a
separate Foundation meeting on Thursday, March 7th at 8:OOam at his office.
Ev reported that he opened an account for the Foundation at Glacier Bank. The first deposit was $500 from the
Mansion Board plus a $200 dividend check from the Foundation's Glacier Bank check. Cost of the account is
$6.00/month without a minimum $500 deposit so the "gift" from the Mansion Board was advisable.
Rita received from Sam earlier this week a map of a suggested location and inscription for an honorary rock to.
.:ommemorate Sam's leadership and service to the Mansion. A search is underway to find a rock which will
exactly match the rock foundation near which it will be placed. Final decisions about the inscription and the
placement will be made once all details have been gathered.
(OVER)
Page 2
Conrad Mansion Board Meeting Minutes
February 14, 2002
Norb presented a draft of a direct mail "Thank You, Sam" fundraiser letter to raise funds for the Foundation.
After discussion Gayle agreed to retype with some suggested changes and that final editing and approval will
take place at a later meeting.
Lynn, Teri and Carrie shared drafts of job descriptions with the Board. An operations manual is still "under
construction." Gayle will be meeting with Lynn, Teri and Carrie separately during the next month to discuss
and edit the drafts. She will also be seeking their input on suggested personnel procedures and benefits which
the Board may want to include in a written personnel/benefit policy. Lynn will continue to work on contacting
other museums for copies of their job descriptions, personnel policies and salaries which we can use to fine
tune and edit the ones we develop. By next meeting Gayle hopes to have a draft of job descriptions at least.
Rita reported Sam has hired a personal gardner--Miriam Aschek--and that he highly recommended the Board
consider hiring her to tend the Mansion grounds. Lynn will develop an employment proposal with Miriam and
report back at the next meeting.
Norb reiterated that we should continue to encourage Donna Carr to consider working as an employed secretary
to the Mansion Board. Donna has told Rita she is swamped with Sam's affairs at present but will consider the
request at a later date.
Lynn checked with two companies which could offer us a shipping address --Shipping Depot and Mailbox Etc. It
vas moved and passed that a contract be signed with Mailbox Etc at the $268/year small business rate.
Rita reported that Dave Meredith has begun the process of replacing the roof. He will finalize two bids by
April --one with asphalt shingles and sheetmetal flashing and one with original wood shingles and copper
flashing. Our flat roof does not need redoing since it was replaced last spring with new asphalt which can
withstand walking without a bolted walking platform.
It was moved and passed that Rita be asked to volunteer her time to create alternatives for a new stationary
design for the Mansion. She will have options for us to consider at a later date.
Major Kennedy asked that we consider whether we would favor appointing a student representative to our
Board to promote communication and connection with younger people. This topic will be discussed at a future
meeting.
Lynn reported the UV and heat protection for our windows can be provided by a product called View Guard -
shades on a pull chain. Total cost would be about $1800. This item will be further discussed at our next
meeting.
The meeting was adjourned at 10:OOam.
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(Pliocolate'
A delicious you can sink your teeth into.
T6is event ruiff be 6e[b saturaq, Mav� q., 2002
at t6e Conrad Mansions and wilt
benefit the Mansion's Roof funb.
Social Hour: Murder MLJ sterij,
G p.m. to 8 p.m. includes Socia]Hour.
$75 per couple/$50 single 8 P.M. to 10 P.M.
$100 per couple/$75 single
Ticket prices include:
Hors d'oeuvres, Chocolate dessert and a
complimentary Micro Brew or $lass of Wine
Raffles, Silent .Auction, Souvenir Photo6raphs,
and Carria6e Rides
T�is evening is sponsored bN area businesses
and the Leaaersbip F4atbW Committee
FEB-11-2002 01:30 PM DESIGNWORKS 406 752 6445 P.01
Conrad Mansion Board Meeting Agenda for February 14th, 2002 8 a.m.
Item 1 Welcome to our newest Board member, Tia Robbin
'/ Item t Approval/corrections of last mecting's minutes
Item 3 Update on Leadership fundraiser
a. presentation by Bill DcBeau
V Item 4 Discussion on insurance for staff and board members
a. Presentation by Rabin Boon
Item 5 Discuss on of Foundation/Bibler Endowment and. Bibler honorary
a. Mahe up of Foundation Board—cstablishing current guidelines
fib. Funcjf5atra ep�i
c. Direct mail campaign letter review/Norb
d. Honorary rock, its inscription and placement/Rita
Item 6 House/staff update
a. Lynn to have job descriptions for herself, harry, asst. managers, and
guides, as well as a general operating manual arranged month by month
• Report on cortacts with ether museums, their job descriptions
and salaries
• Cayle to outline future review processes, etc.
b. Sceds, seed starts at Hooper's, gardener plans
c. Report from Lynn on casts of a shipping/receiving address
d. Roof report; any feedback from Dave Meredith?
e. New stationery/Rita
Item 7 Other business
a. itscussion of appointing a student representative as per
Mayor Kennedy's suggestion
Adjournment