04-07-04 Conrad Mansion MinutesMinutes of the Conrad Mansion Board
Wednesday, April 7, 2004
Held at the Law Office of Kaufman, Vidal & Hileman
In attendance: Everit, Rick, Shirley, Betty, Mark, Rita & Tia
Absent: Gayle
The Meeting was called to order by President Rita Fitzsimmons at approximately 8:05 a.m.
Ev moved to accept the Minutes of the last meeting, Shirley seconded and the motion passed.
Rita reviewed Director Teri Florman's written report to the Board, which is attached to these
Minutes and incorporated herein. The Board encouraged Teri to use the extra newsletters as she
sees fit, including possibly handing them out during the Downtown Walk. Teri's report (1 st
page) was approved as submitted. Teri is also contacting people to assist with the gift shop
displays and purchases. Anyone who knows volunteers with retail expertise should contact Teri.
Rita then reviewed Director Teri Florman's written list of items that she needed the Board to
discuss and provide her direction. Those items and the Board's discussion and action are as
follows:
1. Okamoto's Bid for tree -trimming. Rita explained that the bid for $1100 was to address certain
trees that may pose a risk. They have to be hand -climbed because of limited access by trucks and
lifts, which increases the cost of the work. A motion was made by Ev, and seconded, to accept
Okamoto's bid to do that limited work for $1100. The Motion passed.
2. Porch repair. Rita discussed that we only have Kevin at Forefront's opinion concerning the
possible extent of damage to the porch and necessary repairs. Dave Meredith evidently thought
sanding and repainting may work, at least for the time being. Rick volunteered to discuss the
situation with Dave Meredith to confirm his opinions and recommendations. Tia moved, and it
was seconded, that we simply sand and repaint for this season. The Motion passed.
3. Sidewalk. According to Teri's report, we must pay %2 of the cost if the City repairs the
sidewalk. Ev commented that he believes the City may've agreed to do the sidewalk this year, if
we pay half the cost. Mark expressed concern about the cost and thought it would be beneficial to
talk to the City and apprise them of the ownership of the Mansion. Mark volunteered to contact
City officials to discuss the liability the sidewalk poses to the City and to seek the City's repair of
these sidewalks without our financial contribution. Mark will inform Teri of his involvement,
and keep her apprised of his progress.
4. Gardener. Rita apologized for any delay in not responding to Brian Okamoto quick enough.
We are now looking for someone to do (a) planting and (b) weeding as an "emergency fix," but if
we are looking for someone to work with MSU and the rejuvenation project we need a
professional. Rick thought we might be able to get Brian Okamoto next year. Rita reported that
Wild Geese Gardens needs to know what flowers are needed by mid -April. Rita contacted MSU
and our gardener -wanted job position will be, or possibly already is, posted on its website.
Shirley agreed to contact Bloomin' Flo's. Betty agreed to contact Laurie Hamill. Both will keep
Teri apprised of their progress.
Rita reported on the Membership Drive. Teri and Chris have compiled 1200 names for the first
mailing. Rita recommends that we include the newsletter with the 1 st mailing soliciting
memberships because the newsletter demonstrates the benefits of membership, and it's materials
are dated — we might as well get the word out about the upcoming functions! The Board
reviewed the newsletter, as well as the membership letter from the Board and suggested a few
changes. Ev moved and it was seconded that the entire membership packet be approved by the
Board. The motion passed. Betty suggested that Teri distribute some extra newsletters to the
local hotels for visitor reading in their lobbies or breakfast rooms.
Rita reported that Dick Pohl (pronounced Pale) of MSU will come here in May to investigate the
garden. Students will not be coming here this summer, but will start work on the rejuvenation
project in their classrooms and during visits to the gardens in the Fail of2004. He asked us for
any drawings or plans of the original gardens. Betty thought that Cheney (Washington) university
has historical documents from Kirkland Cutter and may have some plans of the gardens. Rita will
ask Teri to investigate this lead.
Ev reported on the amount of money remaining from a transfer of funds earlier in the year.
Hopefully enough to keep us going for a while. Chris is working on getting the financial records
on the Mansion computer, and Ev stated that once tax season is behind him he will have time to
assist Chris and will do so.
Ev moved to give Teri $1,000 authority in spending without Board approval. The Board
discussed the current financial crunch, and the need for Board involvement on some decisions.
The Motion was seconded, and passed. The Board expressed its desire to assist Teri in any
decisions that she feels uncomfortable deciding herself, even if within her spending authority. Ev
reported that he can monitor the spending when he is signing checks.
The Board discussed the draft budget that was presented by Teri and Chris at the last meeting. Ev
reported that he has not been presented any revisions yet, but would like to see a more complete
budget that the Board can review and adopt. The Board expressed direction to Teri to revise and
finalize a proposed Budget before the next Board Meeting, at which time the Board will review.
Tia reported for the Personnel Committee. Gayle and Tia (Rick was out of town) met with Teri
on March 24, 2004 to discuss some personnel/board issues. Teri had asked for the meeting, and
explained that she and Chris were having some communication/management difficulties with the
Board and with Rita. The Board discussed the need for good communication between the Board,
the staff, and each other. Rita reported on subsequent meetings with Teri, and everyone's desire
to make the relationship work, and to work together to produce an outstanding membership
drive.
Rita thanked Teri and Betty for attending the County Commissioner's meeting about the tax
increment bond. Betty reported on the meeting, and stated that she feels the Mansion enjoys a
good relationship with the County Commissioner's and that they are approachable by us at any
time.
11
Tia asked about adding an additional signature to the bank account, based upon Teri's concern
that Ev and Rita could be unavailable at the same time. Rick volunteered to have his signature
added. Teri is to obtain a signature card and get Rick to sign.
Mark reported that his Kiwanis Club is selling Lewis and Clark lap blankets as a fundraiser and
was wondering if they could be placed in the gift shop. Rita told him that the gift shop accepts
consignments, but it was Teri's decision as to what was accepted. Mark will contact Teri to
discuss.
Rita reported that she will be sending Norb a membership card in appreciation for all his years of
dedication to the Mansion.
The date and time of the next meeting will be announced.
Adjourned at 9:45 a.m.
Respectfully Submitted by Tia R. Robbin
Acting Secretary in absence of Secretary Gayle Vidal
-- _-` ti asvrcna�l'IHP03lV�4 406 755 2176 P.92
Board Updates for April 7, 2004
- Had lawn thatched and fertilized, went with lowest bid of $440.W
- Deathby Chocolate is Saturday May 1, we have 6okets at mansion and
Bookswest. .
- Have a small write up in April edition of Sunset Magazine under historic
Western Gardens.
- We will be participating in the Downtown Falk on May 14. We will have
fit floor open only with munchies and punch provided. I will have staff
on ]Gain handing out flyers and talking about the mansion.
- We will be doing same joint marketing with Hockaday. The elates for
these events are below.,
April 201— Marketing meeting w/ Lunch. (This is for the hotels and other
Businesses that is pertinent to our tourism.)
Nfay 11th - Civic Tour w/ lurch (This is for our Civic leaders only)
NUy 17a` — Community leaders day w/ lunch (This is for many business
Leaden in the area..)
June 9P — Hospitality day (Free to downtown workers)
June 17* — Community Day / 2 for 1, wd1 also set up a membership table
on this day.
Another joint endeavor that is new this year is a pass that will be sold to
tourists though hotels etc. It will be sold for $15 and breakdown will be $7
Mansion, $4 Hookafty, and $4 Cenral School. The pass is ,good for one
adult and gives one free children°s admission.. We have been asked by
several hotels etc for thm to sell tv their guests.. There wil.l be no roc e
Discovery Pan this year.
406 755 2176 P. 03
- Brian Okmoto bid of $1100 for taking care of front trees, as discussed at
last board meeting. (Copies of bid are with .Rita)
- Pomh repair/ Have had several phone calls from Forefront Construction to
set Lip time to fix porch by redoing porch as discussed last year. I discussed
with hies nave Meredith's suggestion of sanding and repainting he
disagreed. He says it is a bared -aid, It will last 3 to 4 years only because
hoards are rown. He has time opening up soon before our season begins and
would tiler to get that done. He .said that this type of woad has ,gone up 3x
since his bid so he would have to get now prices on materials. I palled him
on 515104 and told him that the hoard would have to vote on this, and then I
would be updating him of your decision.
- Sidewalk/ Spoken with Fred ,Zvadn several times. He had approval for ,112 � � i
� Y
of cost of sidewalk fix and to concrete sidewalk in front of Mansion, but this
work cannot be done until next year due to time. He is checking into having
entrance fixed by Emergency Repair Department depending on their
assessment and severity depends on if city will fix. Still waiting to bear
The City is putting in a crosswalk to bathrooms and will be cutting curb to
make it wheelchair accessible. We will lose 2 parking spaces with this
change.
- Gardener / Have spoken with Brian Okamoto and he will not be able to
take the position due to length of time it has taken for an answer. Hie had to
be able to schedule work accordingly and with this being his busy season he
could riot wait any longer. I slid try one more time to talk him into it, he
respectfully declined. Sothis leaves us back at she one. I have culled in
Steave to start cleaning -LT yard and beds to be ready to ptant. But, have no
one qualified enough to go with from my interviews. I have made phone
calls to bill McC aren and be referred me to a Sharon Askleson. I have left
a message with her. I have also called Bloomin' Flo to see if they do this
sort of work or know of anyone. If you the board h.as any ideas please let
me know, we are clown to the wire on this one.
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A NNUUM. BUSINESS Mt:.'rMlM.d}SHiP INICt.UDES:
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ANN- UAL STUDENT MENISERSHIP INC:t.UMS:
Unlimited five a inaietion for Pylember
10% Disemint M items in the Mansion Gift Sloop
Subscri} tiara to And recognition in the Mansion Newsletter:
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ANNUAL SENIOR MEM1'tTtEW5iltt+ INCLUDW
Unlimited fry ddnaisslziii for IvIcuiNtr
Discount an items in i3ze i4lansiun'Gi£t Shop
Sufi-Mp£ion+to and recognition in the Manslon Neaaslefter.
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APPROVED:. ...... - '
r CONRAD MANSION MUSEUM
P.O. Box 1041, KALISPELL, MT 59903 ■ PHONE: 406-755-2166 s e-mail: conradmansion@ronan.net
Dear Member of the Flathead Valley Community,
As representatives of the Conrad Mansion Museum Board, we are writing to thank you for the
support —whether through volunteer work, attendance at a Mansion event, or a monetary
donation —you've given to the Museum throughout the years. We are continuously impressed by
the devotion so many-seem-te-have for the Mansion, and how passionately people care about the
gardens, the house, and its history. We hope we can count on your future interest and support.
The Conrad Mansion, home of Kalispell's founding family, is something very special to our
community. From school children who tour every Spring to the seniors who remember visiting the
Conrads in their home, from the bride and groom quietly marrying on the grounds to the hundreds
of visitors who come to celebrate the annual October Christmas at the Mansion event, the Museum
is an important, vital part our community. One could even widen its impact to encompass the
region and the/ate.
Visitors to the Mansion, especially travelers who have had the opportunity to tour other historic
sites, often express astonishment at the quantity of original furnishings, clothing, toys and documents
displayed in the house. They are impressed, also, by the quality and detail of the guided tours,
and by the level of the home's careful preservation. Many inquire about how they can be involved,
how they can help to guarantee that this "gem of the Flathead" will be around for generations to
come. As a Board, we are also acutely aware that the Museum must have a solid base of financial
support in order for it to continue to be a beautiful site, a visitor's destination point, and an historic
local treasure we present with pride.
The combination of these two factors are at the core of our offering, for the first time ever, Mansion
Memberships. In order to involve as many supporters as possible, there are several different levels
of annual membership with benefits available (see back of this letter for details). Local tax dollars
do not aid in the operation or preservation of the Mansion. In order to protect the home's historic
significance, enhance the museum's exhibits and expand on future events, we need your help.
If you believe, as we do, that the Conrad Mansion Museum deserves the ongoing support of our
community, please consider sending in the enrollment form below with your donation today.
Thank you sincerely,
Rita Fitzsimmons
President
Alicia Conrad Vick
Family Representative
Gayle Vidal
Secretary
Shirley Miller
Everit Sliter
Treasurer
Tia Robbin
Richard Champoux Betty Norem
Mark Munsinger
MANSION MEMBERSHIP ENROLLMENT FORM
Join the group! The Conrad Mansion Museum invites you to be a valued
Friend of the Mansion through an annual membership. Your participation
will help support ongoing improvements, exhibits, and careful conservation
of the most complete pre-1900 Victorian home built in the Montana
Territory. There are several Membership levels available, each with a
variety of benefits included (see back of letter).
Please mail this form and your membership contribution to:
The Conrad Mansion Museum, P.O. Box 1041, Kalispell, MT 59903
Name(s):
Business:
Address:
Daytime phone:
e-mail:
❑ Check ❑ VISAlMC #
Signature:
Conrad Mansion Museum Endowment Fund Contribution
Exp.:
Please indicate your choice. Thanks so much!
Student Membership $25
Individual Membership $40
Senior Membership $35
Family Membership $60
Business Membership $150
Associate Membership $125-$400
Mansion Patron $500-$999
Bronze Membership $1,000-$4,999
Silver Membership $5,000-$9,999
Gold Membership $10,000 + over
Corporate Sponsor $250-$499
Corporate Patron $500-$999
Corporate Bronze $1,000-$4,999
Corporate Silver $5,000-$9,999
Corporate Gold $10,000 + over
The Conrad Mansion is a non-profit 501(c)3 tax-exempt organization.
Your donation is tax-deductible in the full amount allowable by law.