11-09-04 Conrad Mansion MinutesCONRAD MANSION BOARD MINUTES
November 9, 2004
at the offices of Jordahl & Sliter
Next Meeting: Thursday, December 16th, 2004 at 8 a. m. at the Mansion
Present: Rita Fitzsimmons, Ev Sliter, Mark Munsinger, Shirley Miller, Betty Norem, Gary
Havens and Tia Robbin
Absent: Rick Champoux
CALL TO ORDER: Rita called the meeting to order at 8:09 a.m. The Board approved the
October 9, 2004 minutes as presented.
The Board welcomed Gary Havens as our new Board Member.
MANAGER'S REPORT: (Chris submitted the report to Rita and Rita presented it to the
Board)
(1) Jeff Evans (gardener). Rita reported that previously Teri had offered Jeff a part-time
position through the winter months, in an effort to keep him on staff. Jeff declined the
offer to take full-time employment elsewhere, but indicated that he would love to return
to the Mansion in the spring, if his schedule allows. Technically, we are without a
gardner.
(2) Backroads of Montana: Rita reported that Chris put the entire house back together again,
including hauling furniture upstairs, etc., so that this program could film the special
concerning bison herds and use the Mansion as its "base" during the filming. A success!
(3) Snowblower needs: The Mansion desperately needs a snowblower, and the Board
suggested mentioning the need to the Interlake to see if we could get a donation. New
Board Member Gary Havens generously donated his new snowblower! Thank you!
(4) Manager responsibilities: Chris requested some guidance from the Board about his
responsibilities and authority during this interim position. It was agreed by the Board that
Chris needs to be able to sign on the "small" checking account, just like Teri was able to
do. Ev recommended that Chris be given the authority to revise the bill filing system to
meet his needs. It was also agreed that Chris should proceed with advertising the
Christmas tours. The Board passed all of these recommendations.
(5) The locks and security code at the Mansion have been changed.
(6) Christmas Tours: they are taking place and bookings are being made.
(7) Interim Manager Position: Some question was raised concerning what hourly rate Chris is
being paid. Ev will research this and report back to the Board.
Board Minutes - November 2004 Page 1
PERSONNEL COMMITTEE REPORT:
Manager position: Tia reported that the Director position has been advertised in numerous papers
and sites around the state, and so far we have approximately 12 applicants. The letters of interest
and resumes were distributed to each Board member for review, and general discussion about
each applicant was held. It was moved and seconded that the Personnel Committee would meet
after the application deadline had passed, and would choose finalists who would then be
interviewed by the Board as a whole (at least whoever was able to attend). Betty suggested that
we find someone with Marketing experience, Gary suggested that the person also have grant
writing abilities, and Rita suggested, in addition, we need someone with staff management
expertise.
Tentatively, it was discussed that the Personnel Committee would meet on December 2, and the
Board would attempt to hold interviews between December 9t' and 16t''
Gary inquired about trying to get the Director on the City's benefits. Ev provided some history to
the Board about the relationship with the City, but thought we may be able to join a group such
as the Flathead Business and Industry Association or possibly state museum organizations.
Rita reported that she had been in contact with Arnie Olsen of the Museum Association of
Montana, and he had provided her some interview guidelines/suggestions, which she passed onto
the Personnel Committee.
Tia mentioned that we have a vacancy on the Personnel Committee, due to Gayle's resignation.
Gary volunteered to serve on the Committee, which is comprised of: Gary, Rick and Tia (and
Rita, as President).
PRESIDENT'S REPORT:
Rita reported on the Garden Rejuvenation Project. She provided a short summary of the project,
and announced that Rotary has adopted our grounds as their "Centennial Project." Rick toured
the grounds with Rotarians to discuss possible projects. Rotary wants a hands-on project, which
may be a storage shed connected to the carriage house. Ev cautioned that we need to have Chris
inquire to the National Historical Register concerning any changes to the home, and to get the
requirements and process for approval of such a project. Rotary may want some designation or
signage to recognize its contribution.
Fund-raising: Rita discussed with the Board the idea of an event at the Mansion, by personal
invitation of the Board to get the seed money for the garden rejuvenation project. Rotary
members would be invited, and asked to invite others, too. Ev suggested we each bring 20
names to the next Board meeting to compile a list of prospective invitees/donors.
Board Minutes - November 2004 Page 2
Ev distributed financial statements to each Board member and reviewed them during the
meeting. As of June 2004, the Mansion had a business loss of 18,912.88.
To date, we have raised approximately $7,500 by the Membership drive.
Other Business:
Mark reported that he talked to Mike Baker at the City Parks & Recreation Department about
mowing the lawn, and learned that the Department does not have the resources (specifically, a
large enough and nice enough mower) to do the lawns. Mr. Baker suggested we take our
proposal to the City Council.
Betty suggested that we host a party/gathering for special businesses or professions at the
Mansion, to attract contributions to the Garden project and Membership (such as Realtors). Rita
suggested that a special event be hosted at Wild Geese Gardens.
Rita reported that the staff had learned that the Conrad's Pierce -Arrow car was sold last year, for
approximately $50,000, and is being restored back East.
Adjourned at 9:55 am.
Respectfully Submitted by:
Tia R. Robbin, Secretary
Next Meeting: Thursday, December 16, 2004 at 8 a.m.
at the Mansion Office (with possible interviews of Director candidates)
Board Minutes - November 2004 Page 3
12:15 PM
11/10/04
Accrual Basis
Conrad Mansion
Balance Sheet
As of June 30, 2004
Jun 30, 04
ASSETS
Current Assets
Checking/Savings
1010 • Cash on Hand
340.00
1011 • Cash Glacier Bank
730.30
1020 • Cash in First Interstate Bank
1,191.13
1026 • Money Market - FIB
8,074.36
1030 - C.D.-Glacier Bank
23,258.67
1036 - C.D.-Valley Bank
67,123.95
1036 • C.D.-Three Rivers Bank
39,953.56
1038 • C.D.-Three Rivers Bank 2
21,997.32
1039 • C.D.-Three Rivers Bank 3
35,444.04
Total Checking/Savings
198,113.33
Other Current Assets
1300 • Inventory
17,319.47
Total Other Current Assets 17.319.47
Total Current Assets 215,432.80
Fixed Assets
1710 • Furniture, fixtures, & equip
8,758.49
1715 • Accum deprec- furn,fix,equip
-7,228.76
1720 - Security and Maintenance Equip
24,172.62
1725 - Accum deer - Sec Eq
-23,907.85
1730. Leasehold improvements
108,435.19
1735 • Accum amort - leasehold improve
-7,708.53
1740 • Antique Furnishings
31,256.44
Total Fixed Assets
133,777.60
Other Assets
1810 • Cash in Glacier Bank
3,512.67
1820 - Investments
8,202.57
Total Other Assets
11.715.24
TOTAL ASSETS
360,926.64
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
2002 - June bills paid in July
3,251.38
Total Accounts Payable
3,251.38
Other Current Liabilities
2100 • SUTA Liability
-249.08
2300 . Accrued payroll
2,953.62
2310 • FICA and Federal W/H Payable
1,810.06
2320 • State Will Payable
197.00
2330 - Accrued SUTA Payable
360.26
Total Other Current Liabilities
5,071.76
Total Current Liabilities
8,323.14
Total Liabilities
8,323.14
Equity
3001 • General Fund
325,611.29
3010 • General Fund Balance
-118,501.63
3011 • Property and Equipment Fund
133,777.60
3012 • Net Income to other funds
18,912.88
3020 • L.A. Bibler Endowment Fund
11,715.24
Net Income
-18,912.88
Total Equity
352,602.50
TOTAL LIABILITIES & EQUITY
360,925.64
Page 1
12:14 PM Conrad Mansion
11/10/04 Profit & Loss
Accrual Basis July 200:3 through June 2004
Jul '03 -Jun 04
7130 Payroll Taxes - SUTA
652.49
7131 Payroll Taxes - FICA
6,508.19
7270 - Secretary of State
15.00
7480 - Supplies
176.84
7550 - Taxes and Licenses
65.00
7690 • Travel
436.35
7830 • Vehicle Expense
59.98
8600 - Business expenses
8616 -Other Expense
408.00
Total 8600 • Business expenses
408.00
Total Expense
136,535.11
Net Ordinary Income
-36,053.47
Other Income/Expense
Other Income
8110 - Interest Income
6,065.23
8210 - Contributions
7,657.95
8220 • Contributions - Endowment Fund
1,094.45
8230 - Investment Income - Endowment
172.34
8240 - Unrealized Income - Endowment
2,150.62
Total Other Income 17,140.59
Net Other Income 17,140,59
Net Income-18,912.88
Page 2
12:14 PIN Conrad Mansion
11/10/04 Profit his Loss
Accrual Basis July 2003 through June 2004
Jul '03 -Jun 04
7130 - Payroll Taxes - SUTA
652.49
7131 - Payroll Taxes - FICA
6,508.19
7270 - Secretary of State
15,00
7480 • Supplies
176.84
7550 - Taxes and Licenses
65.00
7690 - Travel
436.35
7830 - Vehicle Expense
59.98
8600 - Business expenses
$616.Other Expense
408.00
Total 8600 - Business expenses 408.00
Total Expense 136,535.11
Net Ordinary Income-36,053.47
Other Income/Expense
Other income
8110 - Interest Income
6,065.23
8210 • Contributions
7,657.95
8220 - Contributions - Endowment Fund
1,094.45
8230 - Investment Income - Endowment
172.34
8240 • Unrealized Income - Endowment
2,150.62
Total Other Income 17,140.59
Net Other Income 17,140.59
Net Income-18,912.88
Page 2
9:41 AM Conrad Mansion
11/16/04 Balance Sheet
Accrual Basis As of November 30, 2004
Nov 30, 04
ASSETS
Current Assets
Checking/Savings
1010 - Cash on Hand
340.00
1011 - Cash Glacier Bank
730.30
1020 - Cash in First Interstate Bank
507.55
1026 - Money Market - FIB
62,736.56
1030 - C.D.-Glacier Bank
23,258.67
1036 - C.D.-Valley Bank
67,335.44
1036 - C.D.-Three! Rivers Bank
40,222.51
1038 - C.D.-Three Rivers Bank 2
22,233.14
1039 - C.D.-Three Rivers Bank 3
35,826.11
Total Checking/Savings
253,190.28
Other Current Assets
1300 - Inventory
11,699.47
Total Other Current Assets 11,699.47
Total Current Assets 264,889.75
Fixed Assets
1710 - Furniture, fixtures, & equip
8,758.49
1715 - Accum deprec- furn,fix,equip
-7,228.76
1720 - Security and Maintenance Equip
24,172.62
1726 - Accum depr - Sec Eq
-23.907.85
1730 - Leasehold improvements
108,435.19
1736 • Accum amort - leasehold improve
-7,708.53
1740 - Antique Furnishings
31,256.44
Total Fixed Assets
133,777.60
Other Assets
1810 - Cash in Glacier Bank
3,512.67
1820 - Investments
9,284.01
Total Other Assets 12,796.68
TOTAL ASSETS
411,404.03
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Other Current Liabilities
2100 - SUTA Liability
434.12
2300 - Accrued payroll
2,953,52
2310 • FICA and Federal W/H Payable
1,358.07
2320 - State WITH Payable
40.00
Total Other Current Liabilities
4,785.71
Total Current Liabilities
4,785.71
Total Liabilities
4,785.71
Equity
3001 - General Fund
207,109.66
3011 • Property and Equipment Fund
133,777.60
3020 • L.A. Bibler Endowment Fund
11,715.24
Net Income
54,075.82
Total Equity 406,678.32
TOTAL LIABILITIES & EQUITY 411,464.03
Page 1
9:40 AM Conrad Mansion
11/16/04 Profit & Loss
Accrual Basis July through November 2004
Jul - Nov 04
Ordinary Income/Expense
Income
4 - Contributed support
4010 - Indiv/business membership
3,417.00
Total 4 - Contributed support
3,417.00
4110 - Tour Income
4115 - Group Tour Income
3,294.25
4126 • School Tour
115.00
4136 - Tea & Tour
786.00
4110 - Tour Income - Other
38,783.00
Total 4110 - Tour Income
42,978.25
4210 - Merchandise Sales
14,089.55
4411 - Garden Tours
2,316.00
4412 • Bazaar
12,896.53
4413 • Weddings
1,950.00
4415 - Special Event Income
309.45
4416 - Death by Chocolate Income
505.00
Total Income
78,461.78
Cost of Goods Sold
5100 - Beginning Inventory
17,319.47
5510.Other Resale Items
4,231.49
6612 • Consignments Paid
2,637.75
6515 - Ending Inventory
-11,699.47
6520 - Bazaar Expense
5,478.72
6636 - Tea and Tour Expense
417.86
6650 - Death by Chocolate
37.45
Total COGS 18,423.27
Gross Profit
60,038.51
Expense
6010 - Alarm Service
242.00
6080 - Advertising
2,604.47
6082 - Fourth of July
64.92
6100 - Membership Expense
1,069.51
6220 - Bank Charges
115.96
6500 - Dues and Subscriptions
360.00
6660 - Payroll Expenses
-496.74
6670 - Water
889.47
6640 - Telephone
862.02
6700 - Power
463.00
6710 - Gas
551.13
6780 - State Fund Insurance
3,683.42
6781 - Liability Insurance
1,169.75
6782 - Insurance -Directors & Officers
1,331.00
6920 - Maint Supplies
360.19
6930 - Gardener Expense
6931 - Gardening Supplies
352.41
Total 6930 - Gardener Expense
352.41
6990 - Meeting Expense
125.26
7060.Office Suppllies / Postage
1,447.47
7120 - Payroll
7121 - Payroll - Admin
12,484.87
7122 - Payroll - Guides
12,414.77
7123 - Payroll - Maintenance
4,237.13
7124 • Payroll - Gardener
5,560.00
7120 - Payroll - Other
107.48
Total 7120 - Payroll
34,804.25
Page 1
9:40 AM Conrad Mansion
11/16/04 Profit & Loss
Accrual Basis July through November 2004
Jul - Nov 04
7130 • Payroll Taxes - SUTA
462.69
7131 • Payroll Taxes; - FICA
4,044.87
7140 • Repairs Building
3,599.50
7550 • Taxes and Licenses
37.38
Total Expense
58,143.93
Net Ordinary Income
1,894.58
Other IncomelExpense
Other Income
8110 - Interest Income
1,099.80
8220 • Contributions - Endowment Fund
50,000.00
8230 - Investment Income - Endowment
96.60
8240 • Unrealized Income - Endowment
984.84
Total Other Income 52,181.24
Net Other Income 52,181.24
Net Income 64,076.82
Page 2
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Conrad Mansion Board Meeting Agenda for November 16, 2004, 8:00 a.m.
Meeting at Jordahl & Sliter
Item I. Approval/corrections of last meeting's minutes
Item 2. Welcome to new Board member, Gary Havens
Item 3. Update from Chris Prior
A. Gardner position for off -season —offer for next season
a. Jeff has taken a new job
b. Combining tasks (watering inside plants, shoveling, maintenance, etc.)
B. Backroads of Montana filming on Nov. 1 lth
C. Mansion needs a snowblower
a. Donation of used one?
D. Manager responsibilities/initiating changes/authority
a. Petry cash purchases/check writing?
b. Advertising?
c. Revamping filing system?
E. Christmas Tours
Item 4. Update from Tia/Personnel Committee
A. Ad placement for Manager position
• Various media, college listings, etc.
• Rita/Museum Assoc. of Montana conference
B. Responses so far
Item 5. Report from Rita
A. Garden Rejuvenation
a. Event plan at the Mansion
• Names of invitees/suggested donors
b. Rick's comments from Rotary committee
c. Printed material
Item 6. Financial update from Ev
A. Bibler Foundation gift —investment update
Item 7. Old/new business
Adjournment