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08-17-04 Conrad Mansion MinutesCONRAD MANSION BOARD MINUTES August 17, 2004 Mansion Office Next Meeting: Tuesday, September 7, 2004 at 8 a.m. at offices of Jordahl & Sliter Present: Rita Fitzsimmons, Ev Sliter, Mark Munsinger, Rick Champoux, Betty Norem and Tia Robbin Absent: Shirley Miller CALL TO ORDER: Rita called the meeting to order at 8:05 a.m. The Board approved the July 20, 2004 minutes as presented. UPDATE FROM MUSEUM MANAGER: All repairs and painting that the Board decided to undertake at this time are completed. They have been sanded and painted. Teri informed the Board that she received a call from MMIA (insurer of the City) and was informed that Miriam Ascher is challenging her liability for the porch damage and the claim has been assigned to an attorney. Linda Coombs of MMIA informed Teri that the City was supposed to pay its deductible directly to the Mansion. Teri phoned the City to inquire, but has not heard anything back yet. The Christmas Bazaar plans are going well. Several new vendors have been chosen to display at the Bazaar including a furniture maker who will be displaying in the gazebo outside. The ticket prices will increase from $25 to $30 per ticket this year, and the tickets go on sale on September I I". Teri is working on advertisements for the Bazaar. The August gardens tours of the Bibler Gardens did well. They included longer tours of the Bibler home and tours given in the evening. Teri has not yet received a count on the proceeds received by the Mansion. Rita reported that we received a donated "sandwich board" sign to place by the front parking area on Woodland Avenue, donated by Coldwell Banker. She suggested Teri use a plastic covering on which she could handwrite "OPEN TODAY — Tours on the Hour" or something to that effect. Thank you to Coldwell Banker. Teri reported that she purchased the Chamber of Commerce's mailing list which had many new contacts on it. Between 800 and 900 new mailings for the Membership drive went out. Teri reported that she'd received a letter from Charles Conrad. She will respond to his letter and thank him for his interest in the Museum. PRESIDENT'S REPORT: Our membership is still at about 75 members. Rita suggested that we send Membership information with every Bazaar ticket sold. The Kalispell Noon Rotary Club is forming a committee to direct Rotary's involvement with the Mansion. Rick has agreed to serve as a liaison on that Committee. Discussion was held concerning Rotary's interest in building a garden shed and the need for it to be historically accurate. Ev mentioned the possibility of underground storage. Rita reported that she is drafting a letter to the Bibler Foundation requesting an endowment donation. Rita reported that Professor Pohl from MSU was her August 13`h with his wife, who took a tour of the Mansion. He met with Rita and the gardener, Jeff, who was extremely insightful and helpful. The "Senior Project Team" will be here over Labor Day to inspect the gardens and Home. Students will do research, prepare Master Plan, chronology of project with blue prints, listing of all plants and their "values," including any "heritage plants" that may be here, and their recommendations for removal, etc. This will be presented to their professors in November and will be videotaped. We are invited to attend the presentation. Rita mentioned that the irrigation system may be needed to be removed during the restoration process, and that Professor Pohl indicated a willingness to assist us with grant applications. He will be submitting mileage and expenses, which the Mansion will pay. Rita reported that she is close to completion on the brochure, and is hoping to get it printed by donation. Rita inquired of the Board as to whether we should host a reception for selected individuals and businesses who may be donors. The Board discussed the timing, and best approach for such a reception in great detail. It was concluded that we don't really have time to organize such a gathering at this time, but possibly could arrange it during the holiday season when the Mansion is decorated. It was also thought that maybe having the MSU garden plan in hand to present at the gathering would be more effective. Rick suggested that each Board member bring a list of 5-10 names of potential donors to the next Board meeting to be compiled and see how much overlap we have, etc. It was agreed the Board would supply such potential donor names. Rita asked each Board member to thoughtfully consider who we would invite to a private gathering to be held in late November - early December with the definite intention of asking for donations. We should also think of others in the community who are influential and need to be invited, such as those holding elected office. It was also discussed that the sidewalks are a possible project for Rotary, and Rita mentioned the possibility of historical messages being placed in the walkways. FINANCIAL REPORT: Ev reported that he is working on getting the numbers from Chris and getting some filings done. He and Teri estimated that we have approximately $15,000 in the operating account, and thinks things are going well. The Mansion has had more bus tours in July than we've seen for a while. The tours -on -the -hour is going well, with no complaints from tourists or guides. Teri reported that the gift shop is doing well, too, although she'd like some assistance in getting someone to "style" the shop who has that expertise. Consignments from an antique dealer are selling well, with the Mansion taking a 15% consignment feel. The Board encouraged her to raise that fee to 20%. Teri invited the Board to the Staff party on August 29t' at 6 pm. Adjourned at 9:25 am. Congratulations to Mark & Susan Munsinger on the arrival of their new daughter! The next meeting was to be held on September 21, however, it has been rescheduled to September 7, 2004 at 8 a.m. at the Offices of Jordahl & Sliter. Page 1 of 2 Tia Robbin From: Rita Fitzsimmons [designworks@montanasky.net] Sent: Tuesday, August 17, 2004 10:21 AM To: National Trust Western Regional Office Cc: Tia Robbin Subject: Re: National Trust Grant applications Dear Mr. Rowland, Thank you for your detailed reply. I have also contacted the Denver office (not knowing which region Montana might fall in to). After I hear from Denver, I will give them a call to discuss our Museum's situation and see if our project qualifies in some way for a grant request. Thanks again, Rita Fitzsimmons cc T. Robbin, Board Secretary National Trust Western Regional Office wrote: Dear Ms. Fitzsimmons: Thank you for contacting the Western Office of the National Trust in San Francisco. This office serves the western states of Alaska, Arizona, California, Hawaii, Idaho, Nevada, Oregon, Washington and the Pacific island territories. The Trust's Mountains Plains Office, located in Denver, handles the state of Montana. The National Trust itself has a modest grant program (with three rounds a year (Feb 1, June 1, and Oct 1). Preservation Services Fund Grants (PSFs) are available at all 3 times. PSF grants range from $1000 to $5000 and are for nonprofit groups or local governments seeking funds to conduct educational programming or outreach, and to hire consultants to provide planning for fundraising, preservation, organizational development, engineering or architecture. PSF grants are regionally competitive, meaning applicants are judged by the office to which they apply. Funds MAY NOT be used to acquire property, to build, construct, or repair/renovate (so-called "bricks and mortar" activities), to conduct research, or to conduct historic resource surveys or National Register nominations. In the February 1 round, two other grants are available, the Cynthia Woods Mitchell Fund, for historic interiors, and the Johanna Favrot Fund, for projects that contribute to the preservation or recapture of an authentic sense of place. These two Funds typically grant amounts in the $2,500 to $10,000 range, and are NATIONALLY, and therefore highly, competitive. Applicants for National Trust grants are requested to please contact the Trust office in their region prior to submitting an application. 8/17/2004 Page 2 of 2 Regional staff can provide meaningful assistance in conceptualizing your project and strategizing to achieve your group's goal. For additional information regarding those grants contact Sarah Hansen, Field Representative, Mountains Plains Office, National Trust for Historic Preservation, sarah hansen@nthp.org , 303.623.1504. The grant applications and guidelines are attached in PDF format. The forms have been designed so that they can be filled out on -screen through the use of the Adobe Acrobat reader http://www.adobe.com/products/acrobat/readstep.html Be aware, however, that with the Reader you can only enter your information, then print out the application; you need a fully -featured version of Acrobat to be able to save the file after you have filled it out. The form can also be printed out, then filled in with a typewriter. Thank you for contacting the National Trust and let us hear your questions. Hugh Rowland, Program Administrator and Development Associate Western Office, National Trust for Historic Preservation 8 California Street, Suite 400 San Francisco, CA 94111 415-956-0610, FAX 415-956-0837 -----Original message ----- From: Rita Fitzsimmons[mailto:designworks@montanasky.net] Sent: Tuesday, August 17, 2004 6:44 AM To: National Trust Western Regional Office Subject: Grant application Dear Sir or Madam, I am interested in obtaining grant application materials for the preservation of a Kalispell, Montana, historic museum 's gardens and landscape. Could you please contact me via e-mail and let me know where or how I might obtain the information? Thank you, Rita Fitzsimmons President, Conrad Mansion Museum Board of Directors <<Favrot (1) .pdf» «Mitchell (1) .pdf» <<PSF (1) .pdf» 8/17/2004 Conrad Mansion Board Meeting Agenda for August 17, 2004, 8:00 a.m. Meeting at the Mansion Item 1.Approval/corrections of last meeting's minutes Item 2. Update from Teri A. Porches painted and completed last week B. Bazaar details: a. New vendors chosen; spaces paid for b. Vendor found for the gazebo (furniture) c. Ticket price increased to $30; go on sale Sept. I Ith d. Working on PSA and advertising that will go out C. August garden tours at Bibler's D. Tour numbers; sandwich board E. Newsletter mailing Item 3. Report from Rita re: A. Membership info update B. Garden Rejuvenation Project a. Jim Johnson to ask Rick or Ev to sit on Rotary committee b. Letter to Bibler Foundation reviewed c. Met with Prof. Dick Pohl (pronounced Pail) August 13th 1. Jeff involved in the conversation; book/materials given to Prof. 2. Prof. Pohl will submit mileage expenses d. Review of project outline and brochure Item 4. Financial update from Ev Item 5. Old/new business Adjournment