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05-19-04 Conrad Mansion MinutesCONRAD MANSION BOARD MINUTES MAY 19, 2004 MANSION OFFICE NEXT MEETING: TUESDAY, JUNE 22ND - 8:OOAM MANSION OFFICE Present: Ev Sliter Rick Champoux, Mark Munsinger, Betty Norem, Rita Fitzsimmons, Gayle Vidal - Board; Teri Florman - Staff Absent: Shirley Miller, Tia Robbin Rita called the meeting to order at 8:05am. The April 7th minutes were approved. Gayle announced that because of her move the Bend, Oregon she must resign from the Board effective June 30, 2004. To thank Coletta Calaan for her years of secretarial support the Board voted to award her a permanent visitor pass to the Mansion. Possible candidates for her position were discussed. Those interested will be encouraged to write letters to the Board. Teri announced that Jeff Evans will be our new gardner. His background is in forestry in Glacier and in gardening in California. He now owns a native plant business in Kila. His degree is in plant biology from the University of Wisconsin. Death by Chocolate was a huge success, netting us about $8,000. The membership drive is going well --about $3,300 has come in so far. Ev and Nikki donated 35 shares of Glacier Bank stocks. Ev noted that usually nonprofits sell donated stock and invest or spend the proceeds. Since we don't need cash right now, Rick moved we keep the stock until we have a need for cash. The motion passed. Teri described weddings booked for June. The Bibler Gardens Mother's Day brunch and tour numbers were down this year. In past years the tickets had been sold at the Mansion but this year they were sold at the Hockaday. We will be in the Fourth of July Parade again, but will be renting a carriage because our wheel is not yet finished. Bids are scarce for the porch project. Suggestions were made about additional contractors to call. Mark noted that the entry walk has been repaired. Teri said the City did the repair. The City will eventually pay for complete restoration where they can or we could offer to pay for half and get it done now. Board members agree we need to wait. Mark agreed to write to the City expressing appreciation for the repair they performed and asking that our sidewalk become a priority because of the high traffic from visitors. Rita noted that we have received donations from Timmie Vick and Norb Donahue. Rita questioned whether in -kind donations would qualify for memberships. Victorian Treasures, a shop in Bigfork, is going out of business, and when asked by Nikki, agreed to donate remaining stock to the Mansion. It was moved and passed to reciprocate with an annual membership to significant donors. Ev noted that for values of donations over $250 a thank you and a written acknowledgment is required. No such acknowledgment can be claimed for volunteer services. (continued on back page) Rita reminded the Board that the Gardens Project is being launched. She passed around bookmarks and printed acknowledgments we might use to acknowledge contributions. Should we establish a garden endowment? Ev noted we have an endowment in place for the house. A separately designated fund within our endowment fund was set up to honor Sam. It may be possible to use that designated fund for the gardens. Ev reminded us that there are still State of Montana tax credits available for donations to endowments and a federal deduction is also available. The Montana Community Foundation might handle such donations for us. Kalispell Rotary told Rita that the Mansion Gardens will be the main service project for the coming year and they want direction from us about all the ways they can help. We need to be focused and specific about what we want them to do. Rita hopes to use their help to identify some larger corporate or organizational donor. Betty suggested we make a list of what is needed for the gardens which could be given to organizations so they can decide how to help. We know we need a new irrigation system, a rebuilt rock wall and work on our trees and shrubs by an arborist. It was suggested that a kickoff party be given and that Dr. Pohl from Bozeman be a speaker at both the Rotary and the Mansion event. Perhaps Rotary would host the kickoff parry. Rita revisited the motion that we continue our plans to complete plaques for Sam and Howard. She also noted we may need to pay for the printed materials describing the Mansion project. Ev reported we have $3750.00 in our checking account. Tours have started and we will soon have our deposit from Death by Chocolate. The next meeting will be held on Tuesday, June 22nd at 8:00am at the Mansion. The meeting was adjourned at 9:30am. - Front' sidewalk fixed by city - Planting has been started, gardener is very knowledgeable. - Finishing up paperwork for TIIP Grant - 7 weddings are booked so far for this summer, and I am hoping for more as people see our wonderful gardens appear. - Large wedding on 61 of June, they are paying for their guests to visit mansion. This is the roofer and Fiance that did the work on the mansion. - Death By Chocolate, Income is going to be close to $8,000.00 after thank you ad in Interlake. - Membership is going well. Money so far collected by this drive is $3,300.00. This total also includes shares of stock that Everit and Niki donated to Membership. - Bibler brunch and weekend tours seemed not as successful as anticipated. I heard several complaints _about price of brunch. I worked the Mother's day brunch on behalf of the mansion, and they were not even at 1/2 of total capacity for seating. I also saw that there was not near enough advertising for this event. I am not sure what amount of donation we will receive. Things have really changed in this area since Donna no longer heads this event. - In process of planning 4th of July festivities. We will be in the parade again and have an ice cream social with lawn activities and 1/2 price tours. Any ideas or volunteers are always welcome. - Been calling to get bids on porch work, NO ONE has showed up to give me a bid out of several companies called. Forefront Construction is the only one, and his bid was way too high at $2,480.00 just to sand the porch that does not include paint. I plan to call Dave Meredith for referrals since I am at a stand still on this.