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Home My WebLink About01-16-2002 . ^ - ti White River Valley Historical Society Annual Retreat, Boazd Meeting Minutes 7anuary 16, 2002 Muckleshoot Room - Board Members Present: Marissa Armstrong, Earl Averill, Michael Cassella-Blackburn, LoriAnne Claudon, Earl Hagen, Nicole Karwhite, Bud Kuhiman, Chades Natsuhara, Patty Osthus, Bill Peloza, Dick Pickett; lvlike Stevens, Hans Torklep, Rich Tyree, Mae Yamada Board Members Excuse& Raymond Jerry, Maxine Moergeli, Libby Dykstra, Debbie Maguire, Doris Ramstead Staff Members Present: Tina Brewster-Wray, Kristen Bruhahn, Patricia Cosgrove, Karen Haas, Karen Parsons Guests Present: Linda Cowan L Call To Order and Introductions . Marissa Armstrong called her first official board meeting to ocder and welcomed board members, new and retuming, to the 2002 Board Retreat. She thanked Superintendent Cowan ahead of ime for facilitating the meeting: : Linda.Cowan.briefly reviewed the upcoming school bond and lery, and encouraged'each person present to introduce themselves with facts related to their high school - experience. II: . Museum Orientatiori ~ Retiring Treasurer Dick Pickett reviewed the 2001 financial report. Despite deciding afrer formulating the 2001 budget toiclose the museum for construction, the Society ended the year with a deficit of $11,159. He suggested thaf this might be considered the cost of doing the renovafions, which - were in all other ways covered by grants and contracts. During 2001 the new Jim Shaughnessy Founder's wing was constructed, Peachtree accounting software was installed and used, grants were segregated from.operating funds, a cash reconciliation report was developed, and an internal audit , procedure was developed and iinplemented. Public Relations Committee member Mike Stevens reported that in 2001 the Committee had decided to enlarge the distribution of the quarterly newsletter to include all who wish to receive it, developed a paid advertising campaign consisting of;one ad lper week in local print media, and creafed ' and distributed posters for eachitemporary exhibit, with an opening paRy. ' Michael Cassella-Blackburn reported on the 2001 Harvest Masquerade Ball. He noted that the ball raised about $8,500 (belowi expectations,) -and that it was a VERY successful public relations tool " and social event. He noted thab events of 9/11 affected the financial outcome, as did the limited sales of sponsorships. ' Staff-membecs briefly reyiewed their areas ofresponsibility.. Curator of Collections Tina , 3rewster-Wray described the transfer of artifacts into the. new on-site warehouse. Karen Haas, Curator ~f Education looked forward to a full year serving school children and members of the publie with new. ` education programs. Karen Pansons; Uisitor Services Coordinator reviewed the cadre of 50-plus volunteers who work witli the p.ublic and have received training in a newly initiated annual program. ~ `Kristen.Bruhahn, Bookkeeper and Administrative Assistant looked forwazd to transferring our database onto Past Perfect a new museum database program. Director Cosgrove explained that the goals for. 2002 fell into two azeas; Provide educational/entertainment programs that make optimum use of . ` our physical and human resources, and Develop our public relations to the point where our operational budgef contains greater earned income. Visitor Services Coordinator, Karen Parsons gave an abbreviated tour of the permanent exhibits fo the assembled boazd of directors. III. Responsibilities of Board Members Board President.Armstrong reviewed committee assignments, and explained that two new committee ivere developed to handle this year's challenges: Membership and Corporate Sponsorships. Director Cosgrove reviewed the typical expectations of boazd members, including: attending board ` meetings, supporting the Society.financially, attending events, working on a committee, and networking : throughout the community. IV. Working Group Discussions (outcomes in italix) Facilitator Linda Cowan divided the Board into four working groups with a staff member, each : assigned a working question to:discuss and to which they were to develop approaches. A How can•we maYimize the benefits (social and monetary) of the Harvest Masquerade Ball? . [The group decided that increasing sponsorships was key to revenue production and suggested that we develop fewer, larger sponsors. They: suggested moving 1/ie annual fiind drive to May fo move it away {rom this end-of-year event.] -B. How can we dispel the stereotype involved with being a, museum in a small town in South King County? [The group reconsmended deve[oping a facility rental program, a wine tasting event, hosting ihe chamber inixer, being connected to event coordrnators, and marketing to class reunions.J , C. How can we solicit donations of artifacts representing key local experiences: Filipino, Native and Japanese American communities, railroading, photographs, truck farming, architectuial terra cotta, local painters. (Keep in mind that we have limited space so each artifact has to be important of type.), [Ajter some discussion of our. history in trying to solicit such doriations the cori:n:rttee decided that we needed mare personnel innolven:ertt tivith target contmunrties, we treeded to build trast, bring representatives into the museum arrd show them the kirid of things that are important, create a web- page section on things we want,, and get a person fi•onr that~community to nolu»teer.] D. What can we do to add value to a membership: atj the museum, and secondly, how can we best market memberships? (This should help to separate the value of being a member. from that of being an annual fund donor.) ; (The groups discussion reivealed that some people ivant to ive whrle other people want to j-or buy something.: It was decided that the value of the men:bershili be stated in7he forni, separating the dotiation out fi•om the purchase price. This will enable corporafe matchrng. '1'hey also decided we should get lists and start promoting menabershrp. Membersl suggesled that nny annual cainpaigir gift ~lver a certain amount should bring with it a men:bership re,rrewnLJ Facilitator Linda Cowan commended Board and Stafffor hard work and those assembled thanked her for working with fhem. The meeting was adjourned at 4:00.