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01-20-04 Conrad Mansion MinutesCONRAD MANSION BOARD MINUTES JANuARY 20, 2004 THE NEXT BOARD MEETING WILL BE 8:OOAM, TUESDAY, MARCH 2ND AT TYA'S OFFICE Present: Shirley Miller, Mark Munsinger, Tia Robbin, Everit Sliter, Rick Champoux, Gayly Vidal Rita Fitzsimmons, Mansion Staff - Teri Florman Absent: Betty Norem Rita welcomed Mark Munsinger to his three year city appointment. Introductions were made. Rita has been reappointed by the County. Rita announced that Chris has been retained part-time as Assistant Manager. Teri's report to the Board included the following: • Ice buildup at the Mansion is blocking the gift shop door. Snow removal is being contracted as needed. • December tours were profitable, netting more than $1800. More tours can be added next year. The raffle made $422. A recap of staff reviews was provided for the Board. Death by Chocolate planning by Leadership Flathead will begin soon. May 1st is set as the date. Proceeds will probably be dedicated to the Gardens Project. FVCC has contacted Teri about offering classes through the Mansion. We are still working on the Website with Leslie but we plan to be up and running by May. The Outdoor Lifestyle Network will be filming the Conrad Mansion for a TV show premier in April on Dick Idol's show. • MMIA, who insure the City and us, released a check for $6966 to us. The recommendation is to sand and paint the porch rather than rebuild it. Dave Meredith agreed, saying we should wait until summer months so the boards are as flat as possible. Miriam wrote a lengthy letter to the Board asking us to solicit other bids for repairing the porch. Rita responded to the letter through Linda Coombs of MMIA clarifying that we have paid Miriam, submitted our insurance claim, and have moved ahead. Any further discussion Linda desires should be held with Miriam herself. • Teri is researching ways to best structure our Museum membership. She would welcome ideas from the Board. She plans to complete this project by the Spring. Rita reminded Board members of the timeline for the Garden Rejuvenation Project, beginning with our planning with MSU this summer. She described initial plans for donation brochures and acknowledgment cards. We will need to decide how to acknowledge donors. Some gentle probing for donors should begin this Spring. Rita and Teri will meet to put together a formal timeline of activities. Ev noted that we have a few more years left on the Montana Tax Credit for money given on permanent endowments. It was 50%. It is now 40%. Income only from these donations can be, spent. The donation itself remains in perpetuity. Rita met with Carol Bibler and Donna Carr to inform them about the garden project. Carol was happy to hear about what we are doing and is very supportive They discussed the $2500 contribution for annuals. We can expect that donation this year but next year Sam's Foundation changes structure (continued on back) and becomes dedicated only to preserving Sam's home. It will no longer be a charitable foundation. Carol noted that future garden and art tours may be managed in tandem with us, sharing profits. Whether and how we participate will be up to us. Rita is concerned about this year's donation because Miriam is involved and there is tension in that relationship. There is a need to anticipate the need to establish new independent collaborative relationships with Hoopers or others. Rita noted that while donor relationships are good, it would be best to be in a position to pay real costs of what we need. Shirley contacted the Moss Mansion about how they maintain their gardens. They noted that costs are listed in their budget and help comes from donors or Rose Societies. Nationally there are funds for children's' and community gardens. States, too, have funding for garden projects. Shirley will continue to investigate state and national funding possibilities. Many large gardens depend on perennials because of economy. Annuals provide the color but they are more expensive. Everit presented financial data from a November 30, 2003 statement. Because tours are down we are running in deficit, using savings to pay for the roof and for operating expenses. Teri suggested closing on Mondays and reducing hours from 10-6 to 10-5 which may allow her to reduce personnel. Rick moved and Ev seconded a motion to make these changes. The motion passed. Gayle presented the Board with a summary of Teri's job evaluation, commending her on a very positive first year. Teri asked whether the maintenance and gardening work could be meshed to create a more desirable position but the difficulty of finding such a person with gardening expertise was discussed. Rita emphasized the importance of finding a summer gardener since we will probably be planting independently this summer. Rita will re -contact the City about support in rebuilding the sidewalk. The next Board meeting will be at 8:00am, Tuesday, March 2nd at Tia's office. Ev moved and Rick seconded a motion to adjourn. Motion passed. CONRAD MANSION MUSEUM To: Teri Florman Conrad Mansion Director From: Conrad Mansion Board Subject: Annual Evaluation Date: January, 2004 Your first season as Conrad Mansion Manager has been full of challenges. You assumed the position in February after a difficult and uncertain transition period followed the previous season. You quickly put together your management team, tour guides and employees, and were well prepared for the season opening in May. Working closely with the Board you oversaw the funding and completion of the roof project, the planting and maintenance of the gardens, and the general maintenance and operation of the house. You trained and coordinated a staff composed of returning and new people. You worked especially well with Chris, your assistant manager, creating a team which has established a warm, welcoming, focused and professional working environment for employees and guests. Board members appreciate the organized detailed written reports you prepare for Board meetings and the items you present for discussion. These past two years have been transition years for all of us as the Board reorganizes it operations following Sam's departure and redefines its working perimeters and operations. You have been patient, positive and helpful to all of us as we work together to establish reformulated operating procedures. You and Chris have brought creative new ideas for events to the group such as our participation in the 4th of July parade and the Christmas Tours and Teas. These events have been very successful and have added much needed revenue to our coffers. Employees, Board members and others have noted that as a manager you have been very approachable and professional. You support and encourage your staff. You listen to them and are open to their ideas. Your love for the Mansion is evident. You are knowledgeable and enthusiastic about the Mansion as a manager and with the public. You are a hard worker who follows through with what you promise to the employees. You deal with problems directly in a straight forward, honest and professional manner and are flexible at finding solutions. You are confidential and discreet. You have trained your assistant manager and have established a very productive working relationship with him. We especially appreciate your continuous efforts to find ways to do more with less money --a sad reality in these tough times. The 2004 season brings many new challenges. Recently the Board supported your request to continue both manager and assistant manager positions on a part-time basis through the winter months because we are concerned that the following projects be addressed prior to the season's opening: (continued on back) P.O. Box 1041, KALISPELL, MT 59903 m PHONE: 406-755-2166 The Conrad Mansion was built in 1595 as the home of C.E. Conrad, Montana pioneer, Missouri River trader, freighter, and founder of the city of Kalispell. Restored to its original elegance, it is placed on the National Historic Register and open to visitors from May to October. 1) Membership Drive - It is crucial that you, with Chris' help, work with Rita and other Board members to structure and launch a comprehensive membership drive. This project is a top Board priority. 2) Gift Shop - The gift shop needs to be rejuvenated. Old merchandise should be moved (perhaps a Spring sale) and updated stock should be added. Rita and other Board members and volunteers will be available to help you with this project. 3) Garden Renovation Project - The Board and Mansion staff will be working closely with Montana State University to develop the foundations for this work during 2004. The Board and Mansion staff are initiating a broad -based promotion of this project which will also begin prior to the season opening. 4) Volunteers - Because so many people and groups in the community are eager and willing to volunteer to help the Mansion, it is important to organize an outline of volunteer jobs which will compliment and not interfere with important other managerial duties and responsibilities. 5) Staff Development - It is crucial that you as Mansion Manager make it a priority to attend continuing education workshops in computer technology, grant writing, museum preservation and management. Because the tour season is so demanding, it is important that you, and, as appropriate, our assistant manager, make this professional development a priority in our off season. Specific classes should relate as directly as possible to current projects endorsed by the Board. Thank you for a most productive and professional first year.