11-29-05 Conrad Mansion MinutesCONRAD MANSION BOARD MINUTES
September 29, 2005
Office of the Conrad Mansion
Present: John Engebretson, Betty Norem, Mark Munsinger, Gary Havens, Rita
Fitzsimmons, Shirley Miller and Tia Robbin — and Marci Halleman, Asst.
Director
Not Present: Ev Sliter
CALL TO ORDER: Rita called the meeting to order at 8:07 a.m.
The Board reviewed the unofficial minutes from the prior meeting earlier this month, during
which we did not have a quorum.
PRESIDENT'S REPORT:
1. Rita reported that Kate and Margot are in Helena attending a Montana Historical Society
conference, for which they obtained scholarships.
2. Thank you to the Havens and Sliters for your generous contributions to the Mansion
endowment!!
3. Montana Community Foundation information was reviewed. It was agreed to have Ev
discuss possible use of First Interstate Bank's for our foundation needs, if they offer such
a service.
4. Rita reported thatNmn Rotary is still very interested in helping the Mansion, and has
prioritized its involvement as: (1) storage shed (which they would like to have hands-on
assistance from club members); (2) electrical to storage shed and rock wall (they are
going to help us apply for a FEC Round -Up for Safety grant); and (3) lawnmower.
VWOCAI
5. Rita reported that N®rdh Rotary hopefully will be having a meeting at the Mansion on
October 13'h, with a catered lunch. It will be a "thank you" for the rock wall work, and
provide an opportunity for us to demonstrate our needs (shed, lighting, etc) to Rotary.
6. The Board discussed the Endowment campaign and how best to approach donors. Rita
showed the Board some materials she has developed, but the Board will need to decide if
we are using Montana Community Foundation, or a different Foundation, so that
information can be included in the written materials. Rita circulated a potential donor list
and each Board member designated whom they would be willing to contact or assist in
contacting. Tia will be getting more information about the Scott Family Foundation
(First Interstate Bank), too.
Board Minutes - September 29, 2005 Page 1
NOV. 1, 2005- 2006 OFFICER AND COMMITTEE ASSIGNMENTS:
The Board elected Gary Havens to be Secretary for the upcoming year. Each Board member then
signed up for various Committees, as shown below.
OTHER REPORTS:
Marci reported that the Mansion is a finalist for the UP grant (approximately $42,000
grant). There are 5 finalists, so let's keep our fingers crossed. This is a grant application
to assist with the costs of internal rewiring.
2. Marci reported that to date approximately 172 Christmas Bazaar tickets have been sold,
leaving 20 to go. n the house will occur on October 44`", the Tree is
delivered the,,I, and is d corated the 16t"
3. Jeff Evans has about 250 additional perennial plants for sale (total cost, $250). The
Board decided to not buy more plants at this time.
4. The Mansion received a letter from the City concerning the sidewalk, indicating that it is
too late in the season to pour a sidewalk.
Gary reported that he discussed the vine on the chimney, and its deterioration of the
chimney with Anderson Masonry. He was told that there are sealers that could be put on
the mortar, however, it is expensive. The best solution is to frequently cut the vine back,
which the Board wants Jeff to do this year.
NEXT MEETING:
Wednesday, October 26t", 2005 (8:30 am. At Mansion Office)
Adjourned at 9:40 am.
Respectfully Submitted by:
Tia R. Robbin, Secretary
Board Minutes - September 29, 2005 Page 2
CONRAD MANSION BOARD POSITIONS — Nov. 2005/2006
OFFICERS:
President:
Tia Robbin
Secretary:
Gary Havens (1 year)
Treasurer:
Ev Sliter
COMMITTEE CHAIRPERSON & MEMBER ASSIGNMENTS:
PERSONNEL COMMITTEE: Chairperson: Gary
Member: Shirley
Member: Tia
ENDOWMENT Chairperson: Rita
(GARDEN REJUVENATION): Member: Ev
Member: Mark
MEMBERSHIP: Chairperson:
John
Member:
Betty
Member:
Shirley
Member:
Betty
GRANTS: Chairperson: Rita
SPECIAL EVENTS: Chairperson: Shirley
Member: Betty
Member: Tia
FACILITIES/MAINTENANCE: Chairperson: Mark
Member: Gary
Board Minutes - September 29, 2005 Page 3
Advertising for the Bazaar
I wanted to let you know what I have done to promote the bazaar and give you
the opportunity to give me feedback on things you could see more thoroughly
covered or improved.
I spoke with Lynn Redfield about how she used to advertise. In the years that
Lynn was director there was a higher turnout for the Preview Party and Bazaar.
She had a total budget of $1300.00 - $1400.00 Teri spent half of that. So I have
decided to pump up the advertising for this year and see how it affects
attendance.
Free Advertising
All the attached contacts on page 3 received a Public Service Announcement
telling that the preview tickets were on sale starting September 17t'. This
includes Week in Review in the Daily Interlake and The Entertainer.
In addition to promoting the bazaar they are giving a free ticket giveaway (limited
amount of tickets) which is extra free airtime for us.
Nikki has an interview scheduled on KOFI about the event
We will be on the Monte Turner Show during the week before the event. KAJ will
hopefully come and shoot images on Sunday, October 16 of people setting up
the tree and then do an interview during that week. I gave Nikki the option to be
interviewed since it is her event but I am open to doing it or any one from the
board is welcome to do it.
In addition to the print and radio ads we have the information on our web site.
Please take a poster to place at the office or at a place you frequent. I spoke
with key club at the high school about doing some volunteer poster hanging next
week or the staff will be distributing the posters ourselves.
The Bazaar and preview party are being promoted at the following:
Radio Advertisin
all non-profit matchingor non-profit rates
Montana Radio Caft
$150.00 a month
( People have responded
101.9
30 mentions
to hearing this
KOFI
$100.00
Starting two weeks
before event
BEE Broadcasting
$480.20 This is non-profit
Week Prior to the
The Mix
matching funds
Preview Ticket Sales
The Bear
Week Prior to Bazaar
( I have heard that many
people have heard this
Total Radio
$780.20
Print Advertising
Daily Interlake
$321.00
10/2 Sunday
Lori is actually giving
10/9 Sunday
us a deal. Wowl
10116 Sunday
10/14 Entertainer
10/21 Entertainer
Flathead Publishing
$257.92
Each week for 2 weeks
Bigfork Eagle
before the event
Whitefish Pilot
Hungry Horse News
Lakeshore News
Lively Times
$151.20
October Edition
Missoula Independent
In progress
Whitefish and Kalispell
$110.00
1600 flyers distributed
Chamber Newsletter
Created beautifully and
rofessionally by Rita
Total Print
$840.12
Grand Total
$1570.32
I know this seems like a lot but this is our biggest fundraiser of the
year. I learned from the Leadership Flathead Death by Chocolate Event that
advertising is a key element to having a successful turnout. This year they did
not do enough and though it was excellently planned the attendance was at an
all time low.
I have an yearly advertising budget to share with you at a future board meeting.
Public Service Announcements/Advertising
PRINT
Missoula Independent Paul Peters 261-0625 flathead bureau
Email flatheadcalCo)-missoulanews. com
406-543-6609
Advertising imattheis(M,missoulanews. com
KUFM
Interlake Week in review
Entertainer 758-4481 fax
Daily Interlake
PO Box 7610
Kalispell, MT 59904
intertainer@dailyinterlake.com
Lively Times 406-644-2910
406-644-2911
writeus(cDlivelytimes.com
WF Pilot editor ,whitefishpilot.com
What's Happening in Your Hometown
www.americanprofile.com/happenings
Happenings, 341 Cool Springs Blvd.
Suite 400 Franklin TN, 37067
What's Happening in Montana
rural a-sofast.net on first month before the event
Rural Montana PO Box 3469 Great Falls, MT 59403
Big Fork Eagle editor(cDbigforkeagle.com
Hungry Horse News newsdeskCaD, hung ryhorsenews. com
KECl/KCFW-TV 752-8002 Fax posted to web site
KAJ-TV kaiakpax.com
756-5889 Fax
Monte Turner Show 721-2063 hharris(a,.keci.com
ABC Tom in Missoula 542-8900 Fax
Bee Broadcasting 755-8700
755-8770
them ix aC7.beebroadcasting.com Aft: Jen
KXZI Montana Radio Cafe
270-2400
www.montanaradiocafe.org
Eagle 93/Z100/Q106/Star FM
728-1450
wolfe(@kzog.com
KQFI/Monster
kentetchisonC@-hotmail.com
752-5634
KUFM www.kufm.org
Conrad Mansion Board Meeting Agenda for September 29, 2005 8:00 a.m.
Meeting at the Mansion
Item 1. Review of the Sept. 13th meeting minutes
Item 2. Board Thank Yous
A. Gary and Lynn Havens' $2,500 donation
B. Ev and Nikki Sliter's 880 shares of Glacier Bank stock donation
Item 3. Rita/Update
A. Review of meeting with Cathy Cooney from Montana Community Foundation
1. Comments from Shirley, John and Tia
B. Garden Rejuvenation
1. Rita's meetings with Rotary Committee
a. Grant application to Flathead Electric
b. Storage unit bids, etc.
c. Possible Rotary meeting at house on Oct. 13th
2. Approach to donors
a. Determine who will be approching whom
b. "Elevator" speech outline
c. Brochure/materials printing
C. Committee, Officer and Task appointments
1. Review of positions and individual task responsibilities
a. Secretary nomination(s)
D. Newsletter finished
E. Congrats to Kate on her marriage!
Item 4. Kate/Marc! Manager Update
A. (List to be presented at meeting)
1. October Christmas at the Mansion update
2. Attendence totals?
Item 5. Old/new business
Adjournment