11-20-01 Conrad Mansion MinutesCONRAD MANSION BOARD OF DIRECTORS MEETING
A meeting of Conrad Mansion Directors was held on Tuesday,
November 20, 2001 at 8 AM at the Mansion.
Members present were Everit Sliter, Rita Fitzsimmons, Rick
Champoux, Betty Norem, Norb Donahue, Gayle Vidal and Donna Carr
(for Sam Bibler). Also present were Manager Lynn Redfield and
Assistants Carrie Nelson and Teri Florman.
Lynn introduced Bill DuBeau and Kim Moon from Leadership
Flathead (a group of young business people who take on community
projects). Bill explained that Leadership Flathead would like
permission from our board to use the Conrad Mansion for a Murder
Mystery Evening to raise funds for a new roof for the Mansion. He
said, if approved by the Mansion Board, they would use key people
from their group to put it together (including donations for
catering, advertising, printed tickets). They would actively sell
tickets at $100/couple and approach businesses for donations. Of 32
members in the Leadership Flathead Class, 18 had already signed up
to host (work). They would essentially do everything at no cost to
the Mansion except pay the Mansion heating bill and provide staff
for the actual event. Gayle and Norb asked what a murder mystery
evening entailed. Bill explained that as each ticket is sold, the
purchaser gets notice of the character he plays in the event. The
theme may include 1930's style dress. Catered hors d'oeuvres will
be served, donated prizes given, and even sleigh rides (depending
on date of function) or buggy rides with old -fashion style photos
could be taken of the participants. There could also be a silent
auction or raffle involved with the evening's events.
Lynn was then asked what it would cost to replace the
Mansion's cedar shake roof. So far the three bids she has received
have averaged $95,000 for our 7000 square foot roof. Natural cedar
shakes are considered substandard to those manufactured years ago
and have only a limited guarantee. Synthetic cedar shakes have a
50 year guarantee and look very authentic. Along with funds raised
from the Murder Mystery Evening, if approved by the board, she said
we could apply for a shared TIBF grant. If we receive that grant,
they may have a preference to what type cedar shakes are used.
Betty Norem asked if our insurance policy would cover this
event. Lynn replied that she'd been in touch with Robin Boon by
phone and will meet with her soon to assure coverage. Rick
Champoux moved, and Rita Fitzsimmons seconded, that Leadership
Flathead be given full permission to use the Conrad Mansion as the
facility for their Mansion roof fundraiser. All present were in
favor. After a discussion regarding cost of heating the entire
Mansion for a winter evening event, it was recommended that the
date be set in early Spring. Norb commented that this fundraiser
could be a great kick off for the 2002 Mansion season.
Lynn reviewed the 2000 tour season, noting that the Mansion
was down 7% in deposits, down 11% in attendance but up 5°s in gift
CM Board Meeting, 11/20/01, page 2.
shop profits. Numbers of weddings and discounts were the same as
in 1999. Tour groups were down 150-. but school tours were up 1301.
Rick asked how other places comparable to ours had done. Lynn
stated that she had reviewed income and tourism statistics of three
other restored homes in Montana and found theirs to be down more
than ours and that the decrease appears to be a state-wide trend.
She said she'd always been pleased that Conrad Mansion was at the
top, income and visitor-wise,,but now had to accept that we were
enduring a "natural curve". She felt that as tourism recovers from
the Sept. llth tragedy, that people will choose to travel "in
country" if gas prices hold and hopefully our visitorship will
increase. Betty asked if the historic Lewis and Clark Trail
celebration would add tourists to our Mansion. Lynn answered that
people haven't started booking for the Lewis and Clark events so
that it is impossible to predict the impact in our favor. Betty
suggested that she hoped the local Chamber could tie into the Lewis
and Clark historic event so we could draw the tourist market here.
Next on the agenda was the 2000 Christmas Bazaar Report which
brought a net profit of $20,427.10. The 2001 Bazaar was $6000
under last year. Lynn plans to calculate a five-year average to
see how we stand. She pointed out that both the Flathead area and
Glacier Park had poor seasons (because of fire season and 9/11
tragedy).
In reviewing the 2001 tour season Lynn pointed out that
deposits were down from 2000 by 4% and attendance was down by 11%
but gift shop profits were up another 30-.. Weddings were up 92%,
discounts up 17%, the Bibler Garden Tour income was up 3201 but tour
groups were down 231. Lynn was asked what the Mansion charged for
weddings and she said $200-$250, depending which lawn area is used.
She pointed out that the increase in discount percentage indicates
a lot of senior citizens are visiting the Mansion.
Lynn explained the need for UV protection for Mansion
furniture. She noted that there had been sun and light damage to
the backs of good furniture pieces. A product called Viewguard
which is a transparent shade, custom cut to fit individual size
windows may offer a possible solution to our problem. Lynn will
check with local drapery/shade stores to get the best price. She
also mentioned that the black, corrugated treads on the back stairs
are being held together with duct tape. Lynn was directed by the
Board to get several price quotes for replacing the worn treads.
Carrie Nelson brought the board members up to date on the TIPP
$150,000 grant (which is funded through the State bed -tax) saying
that the Mansion placed fourth out of 33 applicants last year but
that unfortunately the grant was able to fund only the first three
selected. She said that TIPP likes to see that an organization is
working hard with the community to raise one-third of the money
needed to match the grant's two-thirds. We presented an over-
reliance on TIPP funds this year. She found her grant work to.be
CM Board Meeting, 11/20/01, page 3.
a great learning experience. Lynn complimented Carrie on doing a
good job. It is hoped that the Leadership Flathead roof fundraiser
will add points to our grant application next year by demonstrating
strong community commitment to this project.
In the treasurer's report Everit reported $31,000 in our
general operating account with just a few bazaar bills yet to come
in. He said our total CD account was $237,550 with an average 60
interest earnings. He added that last year was the first time we'd
operated at a small loss and imagines this year the loss will be
similar or greater.
Rick asked if we couldn't go ahead and replace the roof now
with our savings. Lynn replied that if we did, we wouldn't be a
candidate for grants. Rick asked about having other fund raising
efforts and it was decided that this topic would be discussed at
the next meeting. Lynn brought up that so far we had been able to
do only patch jobs on the roof. Presently there is water damage to
the billiard room ceiling from snow build up leaking through from
the top of the outside staircase.
Rita then asked if there were funds in the Conrad Mansion
Foundation. Everit replied there were none. Lynn mentioned that
Cal Robinson had been working on funding/bequeaths for the
Foundation at the time of his death and since then nothing further
had been done. Rita remarked that we should actively be working on
promoting the Foundation and perhaps put some CD deposits in it.
Under other business, Donna said she'd been notified by Lynn
that Mark Baldwin wants to sell a 70 yr old American Karistan 121X
15' multicolored rug in excellent and clean condition that was once
in the Baldwin House. Lynn was hopeful that Mr. Bibler would be
able look at the rug for evaluation and then purchased by the
Mansion. Lynn said the one being used in the Music Room has been
on loan to us from Beatrice Allen for the past 27 years. When Lynn
was asked if it were possible that Beatrice would donate it to the
Mansion, Lynn didn't know but thought it probable she :couldn't.
Discussion followed. Mark Baldwin wanted the Mansion to make an
offer. Presumably a new 10' X 15' American Karistan would sell for
$5400. No decision was made about whether to make an offer but
Rita, Betty and Gayle will go by Masterpiece II on LaSalle Rd. and
look at it.
Lynn expressed to the board her gratitude to Teri and Carrie
for all their outstanding help during this past season while Lynn
was enduring many health problems. `
Donna then read Sam Bibler's letter to the members of his
resignation after 27 years on the Board as president, and his
nomination of Rita Fitzsimmons for the Board presidency. A stunned
and somber board took turns sharing their wonderful remembrances of
Sam and his many accomplishments and generosity for the Mansion as
CM Board Meeting, 11/20/01, page 4.
well as for his many other contributions to the entire, Flathead
Valley. It was agreed that ideas for recognizing Sam Bi",,er in a
permanent way should be generated and discussed at future"eeetings.
Everit asked if there were other nominations for presidont There
being none Everit moved, and Norb seconded that Rita Fitzsimmons be
voted president. The motion passed unanimously. Rita humbly said
there was no way she could ever fill Sam's shoes but she would try
to do her very best for the Mansion. Norb then suggested�Sam write
the City (Mayor) as soon as possible of his resignation and
recommend his replacement (as representative for the City).
Newly appointed President Fitzsimmons then set forth the
following mandate; that the Mansion Board meet more often and at
least once more before Christmas; that Leadership Flathead come
forward with their plans for the fundraiser; that the board` "Members
organize a plan to honor Sam Bibler; that each board member focus
on his/her responsibilities; that a cohesive plan for the Mansion
Foundation and other decisions about finances be made.
Donna reviewed the changes that need to take place ,with the
Board since Sam had done so much of the Mansion work through his
office staff and equipment. Gayle Vidal will need to fulfill her
role as secretary by taking minutes. Stationery, files'arrd Sam's
notebooks (27 years of Mansion history) will need to be brought to
the Mansion. The meeting was adjourned was at 9:45 AM..'
Res ctfully submitted,
nna L. Carr (Sec. to Sam Bibler)
Appr ved by:
Gayle Xidal, Mansion Secretary
VA. Nax ID41 Walispell, fit# 59983-1041
.;r
;r
November 19, 2001
Dear Members:
It is with regret and emotion that I submit herein
my resignation from the board. The past 27 years seem
more like 27 months to me and it has been a pleasure to
serve with you.
Please be advised also that to fill my place I have
tak.en the liberty of nominating Rita Fitzsimmons. Rita
has,been an active and loyal friend of the Mansion for
several years. She has served with distinction as
president of our Rotary Club. I know her personally to
be outstandingly thoughtful and energetic and I am sure
she would serve us well.
Love and Best Wishes To You All,
Louis A. Bibler