Loading...
06-22-04 Conrad Mansion MinutesCONRAD MANSION BOARD MINUTES June 22, 2004 Mansion Office NEXT MEETING: TUESDAY, .IDLY 20TH - S: 00 A.M. MANSION OFFICE Present: Rita Fitzsimmons, Ev Sliter, Mark Munsinger, Betty Norem, Gayle Vidal, Shirley Miller and Tia Robbin Absent: Rick Champoux CALL TO ORDER: Rita called the meeting to order at 8:05 a.m. The Board approved the May 19, 2004 minutes as submitted. ANNOUNCEMENTS: The Board expressed its thanks to Gayle for her approximately 24 years of service on this Board, and wishes her the best in her next adventure in Oregon. Gayle thanked the Board for the gift to Coletta Calnan, who truly appreciated the Mansion pass. Gayle mentioned that she did not have an opportunity to review the documents Donna Carr placed in the Mansion downstairs area and that those records are in chronological order, but will need some attention in the future. Gayle submitted her minute book to the Board, and indicated that she will submit her formal letter of resignation to the City Council on June 30, 2004. Several possible candidates for replacement were discussed by the Board, and each member was encouraged by Rita to submit letters of support to the candidate of their choosing. Those letters should be directed to Mayor Pam Kennedy after June 30tn Rita asked for a volunteer to replace Gayle as the Board Secretary. Tia volunteered, and was appointed to this position. NEW/OLD BUSINESS: Manager: Rita reported that Manager Teri Florman had submitted a letter of resignation to her due to Teri's health concerns. Rita stated that she met with Teri and encouraged her to hold her letter of resignation and instead submit a proposal to the Board which would allow Teri to continue in the capacity of Manager with adjustments she feels she needs to accommodate her health concerns. Rita expressed her hope and Teri's hope that given some time, Teri's health concerns may be controllable. Teri submitted a proposal which was read to the Board by Rita, which included Teri cutting back on her hours to 20-25 hours per week and delegating some tasks to her Assistant Manager or other staff. General discussion was had by the Board, and it was a consensus that the Board wishes Teri to remain as Manager and wants to accommodate her health concerns as best it can while preserving the management structure we have and meeting the Mansion needs. Gayle mentioned that requiring Teri to be on a salary may impose burdensome time requirements on her, and that converting her to hourly pay may remove some of the burden from Teri so she can concentrate on her health. The Board discussed fair compensation for the other staff who would be needed to take over some of Teri's duties. Ev moved to accept Teri's proposal, with negotiation as to the compensation terms for Teri and other staff which will be discussed between Rita and Teri, and requiring a monthly review of Teri's part-time position at upcoming Board meetings throughout this tour season. Rita and Teri will also discuss the role of Assistant Manager and other staff, delegation of specific duties, compensation structures for each, and the important need to communicate with the Board regarding Teri's health and the Mansion needs. Treasurer's Report: Ev provided the Treasurer's Report, indicating we have approximately $9,000 in the checkbook. Chris has installed Quickbooks on the Mansion computer, so will be able to do some book work at the Office. Ev reported that he will be paying bills this morning, and considering a slow tour start for the season, our cash flow is somewhat tight. Membership/Garden Rejuvenation: Rita reported that the bookmarks are printed for the garden rejuvenation project and are for sale in the gift shop. Rita reported that she is approximately %2 done with the garden rejuvenation brochure, and expects the printing costs to be approximately $1,000.00. She is meeting with Jim Johnson of Rotary to discuss Rotary support and involvement in the garden fund-raising project. The Mansion garden fund has received a $500 donation from Carol Bibler. Employee Issues: Tia reported that Teri contacted her relative to a workers compensation claim by a tour guide who evidently sustained a bruised arm while on a tour and trying to prevent a young boy from bumping into another visitor. Teri and staff have prepared and submitted the necessary documents to the workers compensation insurance carrier. Other Business: Rita and Ev completed and signed an insurance form requesting information about the Mansion for our renewal. Betty will contact Teri with additional information concerning Eastern Washington University at Cheney, Washington, and the information the University may have about Kirkland Cutter. Manager's Report: Rita reviewed Teri's Manager report, which is attached to these minutes, and was approved by the Board. With regard to memberships, Rita reported that the mailings have been sent out. Several board members indicated that they, and their friends and family, have not received any mailings. Rita will discuss with Teri the need to organize a Membership Drive committee of Board members and volunteers to achieve an orchestrated drive. Rita indicated that we are running somewhat low on membership brochures, and another reprinting may cost approximately $1,400. Rita reviewed the bids for painting and garden pruning with the Board. Gayle suggested that Teri contact School District No. 5 and see if any clubs or classes (such as FFA) would perform the pruning clean-up as a project, which would ensure the workers would be covered by the School District insurance policy. IQ The Board voted to have Teri contact Kevin of Forefront Painting to request a bid for the back stairs and fernery, in addition to the veranda which he already submitted. The Board voted to give Teri the discretion to retain Kevin if that complete bid is similar to the bid received from Inline Painting, and she can then get all 3 painting projects (veranda, fernery, back stairs) scheduled with the painter for the most convenient time. With regard to the pruning bids, the Board tabled the decision on the bids, pending further investigation into having a club or class, or possibly the City of Kalispell, or Flathead Electric Coop, donate time and equipment to haul debris. Gayle encouraged us to look into the Round - Up for Safety program through FEC. Rita will discuss the pruning issues with Teri in more detail. ADJOURNED: 9:15 a.m. NEXT MEETING: TUESDAY, .IDLY 20TH - 8: 00 A.M. MANSION OFFICE - BOARD MEETING JUKE 22, 2004 - School Tours are over until Fall. We had 621 children visit within a 21/2 week period. 134 parents attended the school tours with their children and paid $5.00 each - 14 Tour bus, tour groups and large conventions/ May through Sept. are scheduled. Some of these tours are 75+ people. We have the Dept. of Transportation convention which is 80+. (2003 we had 459 people total for the season, so I expect us to be up considerably.) - Teas and Tours are going well. We have hosted one private tea with 20 people, and we have 3 more scheduled for large groups. Lots of interest, think this will p/u as season progresses. - Weddings that are scheduled, 8. - Membership totals are $3895.00 - Bibler money still not in, expecting it any day. - Bookmarks are out at donation box w/ rejuvenation information, people are taking them after leaving a little in the box. - Summer newsletter is in the process. - 4d' of July festivities had to be reduced due to chamber of commerce changing dates at last minute. On July 3rd we will be attending the parade in a carriage, and then coming back to mansion to give reduced price tours. We will be handing out reduced price coupons and a few free tour coupons during the parade. This is all we could do since we had previously rented grounds for a wedding on the P. Then on the 4di we will have reduced price tours and ice cream on porch. I will also be setting up a membership table to try to promote our drive. - Bids/ porch- Called Roy Beekman and picked his brain for contractors or painters to call. I did so. I have included those bids to Rita, still waiting for them to return bid. - I have made several phone calls regarding the Kirkland Cutter museum, and there is no information that I can find. Betty, do you remember anymore that might give me another lead to follow? What is the name of the College you remember? I came to dead ends wherever I went.