Loading...
08-25-05 Conrad Mansion MinutesCONRAD MANSION BOARD MINUTES August 25, 2005 Office of the Conrad Mansion Present: Rita Fitzsimmons, John Engebretson, Mark Munsinger, Gary Havens, Ev Sliter, Tia Robbin — and Kate Moody, Director Not Present: Shirley Miller, Betty Norem CALL TO ORDER: Rita called the meeting to order at 8:05 a.m. APPROVAL OF MEETING MINUTES: The Board unanimously approved the Minutes from the July 28th, 2005 meeting, and approved the minutes from the March 10, 2005 (approval had been overlooked previously). PRESIDENT'S REPORT: Rita welcomed our newest Board member, John Engebretson (FVCC representative)! Thank you, John, for agreeing to join our organization - we look forward to working with you. DIRECTOR'S REPORT: 1. The Mansion received a $20,000 donation from the Louis "Sam" Bibler Foundation yesterday in the mail. All are encouraged to thank the Board members of the Foundation, and Kate will be sending a formal thank you from the Mansion. 2. Christmas Bazaar plans are going well. Christmas at the Mansion will be October 21-23, 2005. Tickets for the preview night go on sale September 17, 2005. 3. Kate is beginning employee annual reviews, as many of the seasonal staff are leaving the area. She recently hired a new assistant manager, Marsha ("Marcie") Halleman. She also discussed various staff issues, and will be reviewing the Mansion's employee policy manual and will work with Tia to implement any changes. 4. Kate presented a summary chart of attendance, comparing 2005 with the previous three years. Attendance appears to be slowly going down. 5. The Department of Commerce is offering grants for "new special events" — if anyone has suggestions for new events to hold at the Mansion, please give Kate a call or email! 6. Kate is applying for a scholarship to attend the Montana Historical Society seminar on collections and care in Helena, in September. 7. Kate reported that the insurance adjuster recently inspected the Mansion grounds in relation to the neighbor's claim that the Mansion's sprinkler system has caused his basement to flood. The Adjuster told Kate that she did not see anything that should cause the Mansion concem. FINANCIAL REPORT: Ev reported that because attendance is down, so are revenues, and we need to come up with ideas to boost attendance and/or boost revenues. Discussion was held concerning offering "pre -paid" Board Minutes - August 2005 Page l admission tickets to various businesses. OTHER BUSINESS: Sidewalk: Mark reported on his contact with the City concerning the East sidewalk on the Mansion grounds. Evidently, contrary to what we had been led to believe in the past, there is no "waiting list" for sidewalks at the City's expense — if anyone wants a sidewalk redone, that owner must pay half of the cost. The Board agreed to have Mark write a letter to Mayor Kennedy to see if this policy could not be changed considering the Mansion is the City's property. Officer Nominations: Rita announced that effective November 2005, she will no longer be serving as President of our Board, and that a four-year term for an officer is long enough. Tia agreed to be nominated. Tia emphasized the following as "conditions" to her appointment as President — she will call upon other Board members to assist with projects and planning and she will no longer be on the Personnel Committee. Gary agreed to take over the helm of the Personnel Committee (thank you, Gary!). The Board elected Tia as President. Tia and Gary excused themselves from the Board meeting at approximately 9 am. The remaining board members requested Kate to act as secretary for the time being and take notes during the future meetings that she attends. Shirley will be the official Secretary, and will take notes on any meetings during which Kate is not present. Garden Issues/Rejuvenation: Rita addressed her concerns about the Virginia Creeper on the chimney. It needs to be taken care of or removed to prevent damage to the masonry of chimney. Gary Havens will call Anderson's Masonry about a possible mortar sealer. The board approved purchase of $300. worth of perennials from Jeff Evans as part of the Garden Rejuvenation. Ev reported that he has begun fund-raising and he has had interest from a couple potential donors. He will be contacting Montana Community Foundation about setting up an giving program through that Foundation. Rita suggested writing a letter presenting the history of the garden rejuvenation. Rita outlined an "elevator" speech and said she would create a handout for the board and potential donors. Rita said she would like to do the main fund-raising before the Christmas Bazaar. John reminded us that FVCC is going to be fund-raising for 3 million dollars this fall. It is imperative that the Mansion gets the fund-raising underway early! Adjourned at 10:00 am. Respectfully Submitted by: Tia R. Robbin, Secretary Board Minutes - August 2005 Page 2 2002 1 Attendance Deposits Gift Shop Groups ' )chool Tours 1,380-00 14,579.56 2,068.66 1,995.00 16,101.99 3,547.74 2,746.00 21,461.69 3,852.79 9t 2,527.00 21,888.65 5,614.15 rnber 1,614.00 19,380.85 4,080.25 ier 446.00 21,306.04 804.40 Tear2003 I Attendance Deposits Gift Shop Groups ;chool Tours May 1,097.00 4,583.30 1,060.51 June 1,984.00 15,264.19 2,753.19 July 2,581.00 23,588.55 4,526.85 August 2,107.00 18,251.20 3,788.10 September 1,090.00 15,064.94 3,286.19 October 446.00 21,306.04 804.40 Nov-Deceml: 688.00 6,486.72 1,739.72 Off Season 21,837.64 112,00 Totals 9,893.00 126,381.48 18,070.96 Year2004 Attendance Deposits Gift Shop Groups ;chool To• ws May 817.00 16,179.99 972.43 June 1,354.00 12,648.13 2,113.13 July 1,989.00 21,463.70 3,876.48 August 1,644.00 18,019.86 4,139.75 September 115.00 16,086.45 2,356.20 October 2,061.00 22,727.13 3,658.60 November 134.00 2,156.65 264.65 December 613.00 5,353.80 1,264.80 ITotals 8,727.00 114,635.71 18,646.04 Attendance Deposits Gift Shop Groups )choolToup May 661.00 3,518.40 1,066.00 18.00 392.0011 June 1,263.00 20,209.52 2,326.76 21.00 374.00' July 1,694.00 16,442.02 3,552.29 162.00 i 31.001 August 1,456.00 25,959.32 2,768.62 221.00 September October November December Totals 5,074.00 66,129.26 71,203.26 422.00 797.00 Conrad Mansion Board Meeting Agenda for August 25, 2005 8:00 a.m. Meeting at the Mansion Item 1. Approval of the July meeting minutes Item 2. Board member details A. Welcome to our new board member, John Engebretson (representing FVCC)! Item 3. Kate/Manager Update A. (List to be presented at meeting) 1. October Christmas at the Mansion update a. Vendor meeting date 2. Newsletter? 3. Employee reviews a. Extra handbooks needed? 4. _Staff schedule for rest of season Item 4. Rita/Update A. Garden Rejuvenation 1. Special meeting report from Tia a. Elite donor list review b. "Elevator" speech outline 2. Dividing up names/people/organizations 1PA7P^- 3. Time table B. Plant purchase request from Jeff C. Presidential nominee(s) for vote by Board 1. November, 2005 will mark Rita's 4th anniversary as President and the beginning of the new President's suggested four-year term Item 5. Financial update from Ev Item b. Comments from Mark re. Sidewalk update Item 7. Old/new business Adjournment Date: August 3, 2005 Memo to: Mansion Board Members and Kate From: Rita Fitzsimmons Re: Our Endowment Fund fundraiser meeting Message: Thanks to all who could make (or participate lnl) the meeting this morning. I feel like we have made some very positive initial progress in our planning, and would like to outline the steps we discussed. I. It was determined that our donor goal for the Endowment Fund would be $400,000 (which would be in addition to the $100,000 we already have deposited). The interest generated from a principle of $500,000 would give us the approximately $25,000 we need annually to maintain and improve the Mansion grounds. However, these funds (the interest) will not be instantly ready for us to use. It was decided that a "ready money" goal of $100,000 in donations would also be necessary —money we could access as needed. Donors could choose how they would like their donation to be directed. 2. Ideally, we will quietly raise at least 60-70% of the $500,000 before launching a broad public appeal for donations. These charter members will be recognized as such on an exterior Donor Board. 3. We agreed that the best and most direct way to successfully meet our goal was not to have a func- tion at the Mansion in the next month or two, but instead to concentrate on a team approach of person- al contact with targeted "big -ticket" $25,000-range donors. These potential donors are people one or more of us know personally and are acquaintances or friends we are willing to approach. We will sched- ule these meetings over the next month or two, and have a donor "Thank You" party at the Mansion in early December when the house is all decorated for Christmas tours. 4. Everyone brought lists of possible donor names, which were reviewed and informally categorized based on interest and potential. For the "quiet campaign," we narrowed the list to the following people: Bob and Sandy Cherot John Schwartz Construction The Lundgren Family (Corrinne?) Molly Brewer John and Carol Santa Ken Lockard/Tom Penaluna (two of my clients) Jim and Pam Lynch Schnee's/Vickie Schultz Paul and Suzy Williams Myrtle Woldson (the supporter who lives in Spokane) Bill and Sue Schottlekorb Lee and Mary Kaufman John and Ellen MacMilIan Kathy Mercord Van Kirk and Helen Nelson Dewey Swank Greg Good First Interstate Bank (Scott Foundation) Dallas Herron Jack King Ray Thompson Pete Putzier(?) D.A.Davidson (Les Mercord is checking) Jim and Gayle Vidal (maybe a smaller amount?) Hy and Mary Gibson The Hollensteiner's (I just threw that name in) Coldwell Banker Wachholz & Co. Does anyone know the Broussard's (Rebecca Farm)? They are very Valley -conscience; my limited experience with them is that they are generous and giving. If half of the people on this list gave $25,000, we will have met our "quiet campaign" goal. 5. We discussed the fact that we need a brief, compelling presentation to make when we meet with the donors, customizing it to the person if possible; that two Board members are better than one; and that the donors will be honored in a quality way. Ev brought up the fact that realistically, we cannot ask others to donate if we ourselves do not commit financially (even in a small way) to the effort. I also think that the Bibler Foundation and Kalispell Rotary should be considered major charter donors. Please review the list of possible $25,000 donor names. Add to it if you like. Then please indicate all the people you would be willing to approach, knowing someone will partner with you (unless you prefer a one-on-one meeting). We need to spread out the responsibility of making the appointments as widely as possible. We haven't decided exactly what printed material is necessary, but something will be put together that can be left with possible donors. An outline of presentation points will also be generated. Follow-up calls and/or notes will more than likely be part of the process. The highest rate of success will be achieved by personal contact and a compelling presentation. We will have to work hard over the next few weeks, but this is do -able ... and it will be immensely rewarding to know that the gardens will be provided for for generations to come —a real legacy of this Board in particularl Thanks again, everybody. Rita JUL-12-2005 05:13 PN DESIGNWORKS 406 752 6445 P.01 RAD MANSTON MUSEUM July 12, 2005 Michael Dardis 326 6th Avenue Kalispell, MT 59901 RE: Complaint to Conrad Mansion Directors concerning flooded basement Dear Mr, Dardis: As President of the Board of Directors of the Conrad Mansion Museum, i am writing In response to the complaint you sent to Museum Director Kate Moody. In the complaint you state that your home's basement flooded earlier this month, and that you believe the flooding was caused by the Mansion's sprinkler system, Evidently on July 1, 2005 at approximately I 1 o'clock p.m., the sprinklers on a portion of the Mansion grounds not adjacent to your residence ran for a period longer than scheduled. Once discovered, the entire sprinkler system was disabled. Andrew Sorenson, the City of Kalispell's Public Works Department civil engineer, (who can be reached at 758-7727) researched the situation, performod a site Investigation on July 8, 2005, .Ind concluded that the fact that one section of the Mansion's sprinkler system remained on for a period of time did not cause your basement to flood. It is our understanding from you and from Mr. Sorenson that this is not the first time you have claimed the Mansion sprinklers or pipes have caused your basement to flood. Mr. Sorenson informed us that in 2003, the City Works Department came and listened to every curb stop and tested the City's pipes In the area of your home and the Mansion, and no leaks were found. Mr. Sorenson told us that In his professional opinion, it is not possible that the Mansion's sprinkler system water could Invade your basement. At this time, the Mansion Board will not spend additional resources to investigate or respond to your claims. Should you wish to pursue this matter further by submitting a claim to the City of Kalispell's Insurer, please direct your claims to 'Terry Mitten at the City of Kalispell at 758-7757. Y, Rita Fitzslmmon Board Prar fH cc. Mansion hoard members Cr1. enx 1041, KALisi�ta.f., MT 59903 ■ PHONE: 406-755-2166 Tb. Conrod M—i— — hnN 4n105 — H- h..,- „!C'.F. Mtm,nnn phw.101-, VIN.—ori ltivrr Irnde.r. 6rfighter, and founder of tho rlty of Kalbpell. .Rvolo'ed 0 Iy Ovii .i,.nl �d�>a;anq.•, 0 Io �iL,ppn nu Ih.- n'nn,u,nl rirannr Rty:Lrrer and opim to vinitnrs from Muy to Octnher.