HomeMy WebLinkAbout10-15-2003White River Valley Historical Society
Board Meeting Minutes
October 15, 2003, 1:30 to 2:30 p.m.
Board Members Present: Marissa Armstrong, Lori Anne Claudon, Nicole Karwhite, Kathy Lewis,
Debbie Maguire, Michelle Marshman, Tom McGee, Ann Mehl, Larry Miller, Ellen Morrison, Charles
Natsuhara, Gordy Nishimoto, Bill Peloza, Dick Pickett, Mae Yamada
Board Members Excused: Mike Hamilton, J.B. Rupert, Valerie Bellack
Staff Present: Kristen Bruhahn, Patricia Cosgrove, Karen Haas
1. Call to Order and Approval of Minutes
President Natsuhara, called his meeting to order at 1:35 p.m. Dick Pickett moved and Gordy
Nishimoto seconded that the September meeting minutes be approved. MOTION CARRIED
II. Chair Report
President Natsuhara reported that the unveiling of our two new statues was a very moving ceremony.
Valerie Bellack got us the additional funding for the Arthur Ballard statue by making a presentation before the
Muckleshoot Tribal Council. She deserves all our thanks! The two pieces work very well together and are a
great addition to the museum. We hope to continue to build our collection.
The Nominating Committee will be forming with Debbie Maguire chairing it. Names from the community are
needed that will be good for the board. Debbie will be trying to put together a list for final approval in
November. Board members who are rotating off the board are encouraged to submit names for their
replacement since that has worked very well in the past.
III. Treasury and Committee Reports
A. Dick Pickett presented his Treasury Report with the bottom line showing a monthly deficit of
$1,983 but a very good YTD surplus of $5,268. We are still well ahead of expectations due to
the early collection of Harvest Ball money and Shirakawa money received early in the year.
Major variances noted in revenue are a) Revenue is coming in chunks and b) 3 month trend of
revenue below budget. Major variances in expenses are a) 3 month trend of expenses over
budget so the Finance Committee will begin to report expense variances greater than 10% next
month and will be taking a hard look at expenses b) Miscellaneous which is well over budget
and c) Rotating Exhibit expenses which are over budget with lower revenue than expected.
Under Dick's grant report Director Cosgrove noted that some of the grants that have been
awarded but not yet on the books will come later this year or early next year. Some will be for
operating expenses that will help impact next year's budget. Under grant applications pending,
the request to the Burlington Northern Santa Fe Foundation for the Auburn Yard 2004 exhibit
will likely come through and part of the $25,305 ask from the Cultural Development Authority
for the pavilion renovation is expected.
The endowment funds from the two bonds that were called earlier in the year have not been
reinvested yet because we have to use revenue from them for the operating budget. The
endowment funds were set up as rainy day funds.
Bill Peloza moved and Nicole Karwhite seconded that all the Financial Reports be
approved. MOTION CARRIED
The 2004 budget will be presented at the November meeting for board approval.
B. Marissa Armstrong and Lorianne Claudon reported for the Harvest Ball Committee that we
didn't get our banner over Main Street but instead received excellent publicity due to Ellen
Morrison in the Auburn Reporter and South County Journal. Our sponsor donations are at an
all time high of $13,800 due to much hard work by Tom McGee. Bill Peloza has secured and
confirmed all our table captains. All other committees are on task and we are now gathering
prizes for our raffle and bottles of wine to finish filling our wine rack for the silent auction.
C. Director Cosgrove reported that it has been a busy month at the Olson Farm with several
contractors on site. The renovations on the weaving shed are completed, drainage swales are
done, the foundation for the new mobile home location was poured, the mobile home was
relocated and electrical work done.
$8,000 was paid for an archeological survey of the area, to find old fence lines and a privy pit
(which was not found). They read about and looked around the site but few artifacts were found
which were attributed to the meager living of the Olson family. These preliminary findings are
disappointing, but the full written report is still to come.
Patricia is looking into money sources for Olson Farm linked to the environmental protection of
salmon. The City of Auburn has been very helpful with the Olson Farm Project and we might
look into partnering with them on other projects.
D. Debbie Maguire introduced ideas from the Membership Committee to promote membership
which included a museum history event, being more visual in the community with our traveling
exhibits and new brochure, and doing presentations for the City Council members, Parks Dept.
and school principals. They will continue to work on ways to get those people who receive our
newsletters but are not members of the museum to become members.
E. Nicole Karwhite and the Publicity Committee hopes to get some good press with our new sculpture
pieces by perhaps connecting it to a local Thanksgiving story.
The committee also suggested that we contact art magazines and art groups about our new
sculpture pieces. They depict our history but are also beautiful art pieces that might draw that
different group of people who might not otherwise visit the museum.
Efforts to put together a speaking tool kit for staff and volunteers is going well. Board members
need to check out our web site where our 400 images are up. They are also still working on getting
a grant for the installation for our Sounder Station display.
IV. Staff Report
A. Karen Haas reported that the First Saturday Programs for families is celebrating its second
anniversary. Our challenge is to increase attendance and awareness. We have averaged 57 at
events. As a side benefit we have made good contacts and friends with a spinning group, 4-H
group, quilters, model train buffs, and woodworkers.
She also reported that Sunday attendance is abysmal and is asking for board input to help turn that
around. There is a flyer coming out and Janet plans to visit area church social circles.
B. Director Cosgrove related that she had a full class for her two-part Institutional Development Class
for non-profit staff and volunteers entitled, "How to Build and Manage a High Performing Board of
Directors." It was a moneymaker for the museum, very rewarding for Patricia who developed the
curriculum and she plans to continue with the classes.
V. New Business and Adjournment
According to President Natushara, we have about 500 Shirakawa books left so we will do another
advertising mailer to a targeted audience to hopefully get them sold.
Many board members have expressed an interest in visiting the Olson Farm so a date will be arranged,
perhaps following a shortened November board meeting.
President Natsuhara adjourned his meeting at 2:47 p.m. Our next meeting will be held on Wednesday,
November 19th at 1:30 p.m. in the MUCKLESHOOT ROOM at the museum.
Respectfully submitted by. Mar1SSa Armstrong
Date: November 10, 2003