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07-20-04 Conrad Mansion MinutesCONRAD MANSION BOARD MINUTES July 20, 2004 Mansion Office NEXT MEETING: TUESDAY, AUGUST] 7,2004 @ 8: 00 A.M. MANSION OFFICE Present: Rita Fitzsimmons, Ev Sliter, Mark Munsinger, Shirley Miller, Tia Robbin and Rick Champoux Absent: Betty Norem CALL TO ORDER: Rita called the meeting to order at 8:00 a.m. Rita mentioned two revisions to June's minutes — Page 2, the bookmarks are available for donation (not for sale), and Carol Bibler's $500 donation was not specific to the garden rejuvenation project, but was a general donation to the Mansion. Secretary Robbin will make those revisions to June 2004 minutes. With those revisions, the Board approved the June 22, 2004 minutes. NEW BUSINESS: The Mansion received a copy of the video of Dick Idle's show, which was aired in April on TV. Teri has that copy if anyone would like to view it. A new committee comprised of the Hockaday and Central School Museums, and possibly other entities, are organizing to request levy funds from the County Commissioners. Rita will learn more and report to the Board. Teri reported that there is a new Conrad Memorial Cemetery display on the Third Floor. The Board encouraged Teri to get publicity about the display. Teri reported that she is in the process of submitting several grant applications, including the Flathead Electric Cooperative's Round Up for Safety Grant. Teri reported that Asst. Manager Chris Prior is back to an hourly wage to compensate him for hours worked, rather than a salaried position. It was moved and approved that his hourly rate be $9.50 per hour. Teri requested that a tour schedule policy of tours being given on the hour be adopted. She explained that it would alleviate the need for more guides and would give the public a better understanding of the schedule. In that regard, Rita recommended that we obtain a "sandwich board" type sign for our front which explains "Tours On -The -Hour" which may encourage visitors to stop or come back. Rita is working to arrange to purchase a sandwich -board type sign at a discounted price. The Board recommended the change to "tours -on -the -hour." OLD BUSINESS: Rita and Teri discussed that Forefront Construction has declined to give a paint bid for the porch. That left the Board with 3 bids to review, Ev moved and Shirley seconded that we accept the low bid of Inline. The Motion passed. PRESIDENT'S REPORT: Rita reported that 1500 Membership mailings have been sent out, and we need more printed. Currently, less than 100 people/businesses have become members which has brought in approximately $3500.00. The Board voted to get additional mailings printed, and use any reserves of the membership letter signed by the Board that Teri has left. The Board recommended that Teri contact the Chamber of Commerce to get on an UNWIND schedule, and to get publicity to the news media about our membership drive. The Board also recommended that Teri organize a Membership Committee, and Rita stated that she will prepare a suggested Membership Drive outline which would provide some structure and organization to this membership drive. A Membership Open House, inviting potential corporate members and individual members should be organized for this season, especially if an UNWIND reception is not possible. GARDEN REJUVENATION PROJECT: Rita reported that she met with Jim Johnson of Rotary to discuss Rotary's involvement and assistance. Jim met with his Board and Rita attended the Rotary Board meeting, and it was evident that Rotary is very interested in helping and just wants to focus on a physical project that they can point to — something like a building or structure to store garden equipment. The gardens are definitely the aspect of the Mansion that most connects to the community. Mr. Johnson will be forming a Rotary committee to discuss what Rotary could do for the Mansion, including possibly raising money at an event and a hands- on project. Rita reported that the Bibler Foundation has 1.5 years before it converts to solely funding the Bibler properties. She is preparing a letter requesting a donation for the garden rejuvenation project. Professor Pohl will be here to meet with Rita and Teri and view the Gardens. Rita is hoping to take him to Rotary, too. That meeting is still unscheduled but may occur in the next few weeks. The Board generally discussed the next steps for the Garden Rejuvenation Project as: identify donors; get garden plan in place; set goals for endowment; decide how donors are honored; a "big event" to focus on gardens. The Garden Rejuvenation Committee (Rita, Shirley, Betty and Rick) will meet to outline goals and make a formal plan for this drive and project. TREASURER'S REPORT: Ev noted that June (year end) has just occurred and he is not yet finished with compiling the numbers. Visitorships are down for the year so far, but some events make the financial records appear better. July has been good on visitor numbers. 2 Teri added that we received approximately $1100-1200 from the Bibler garden tours & teas event. ADJOURNED: 8:55 a.m. NEXT MEETING: TUESDAY, AUGUST] 7, 2004 @ 8: OO A.M. MANSION OFFICE Conrad Mansion Board Meeting Agenda for July 20, 2004, 8:00 a.m. Meeting at the Mansion Item I. Approval/corrections of last meeting's minutes • Thanks to Tia for taking over as Secretary! Item 2. Update from Teri (from faxed list) Item 3. Report from Rita re: A. Membership info reprint and mailing a. Can we afford the printing? b. New names? c. Quantity? d. Newsletter printing B. Garden Rejuvenation Project a. Met with Jim Johnson • Discussed Rotary involvement • Discussed Bibler Foundation assistance • Need to submit request ASAP b. Met and presented to Rotary Board • See letter/outline presented c. Expecting Prof. Pohl at the end of the month or early August • We're paying mileage expenses d. Board discussion on our next few steps 3. Insurance a. Do we renew Directors insurance? b. Form from Western States Item 4. Financial update from Ev Item 5. Old/new business A. Sandwich board sign Adjournment