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Home My WebLink About02-13-2002 - < White River Valley Historical Society Board Meeting Ivlinutes February 13; 2002, 1:30-2:30 p.m. " Board Members Present: Marissa Armstrong, Earl Averill, Michael Cassella-Blackbum, Lori Anne _ Claudon, Earl Hagen, Nicole.Kanvhite, Bud Kuhlman, Debbie Maguire, Maxine Moergeli, Chades Natsuhara, Patti Osthus, Bill Peloza, Dick Pickett, Doris Ramstead, Mike Stevens, Hans Torkelp, Mae Yamada. Board Members Excused: Raymond Jerry, Rich Tyree Staff Present: Patricia Cosgrove, Karen Haas; Kristen Bruhahn, Tina Brewster-Wray. Guests: Mel Sinex, Dary1, Faber, Bill Messecar T. . Call to Order and Approval of Minutes A.. Prasident Armstrong called the meeting to order and asked for the approval of the minute§. Mike ' Stevens moved, and Earl Hagen seconded, that the minutes be approved as corrected. CORRECTION: It was : discoyered that the vote for the 2002 Amiual Budget Approval was not noted in the Dec 2001 minutes. Bill Peloza moved; and Earl Averill seconde8, thafwe formally make notc that we did approve the 2002 Annual Budget at the Dec 2001 meeting. MOTION CARRIED B. We then wenf around the table and welcomed and introduced ourselves to the new Director of the Aubum Parks Department Daryl Faber..Daryl is: excited to learn all he can about the museum. Board members thanked the City for its involvement in the past in the museum's success, and spoke of how they hoped that that good relationship and.partnership would continue,to prosper and grow. Our featured volunteer, Bill Messecar was thanked for his work as a front desk attendant and a contact within the model railroading community, and thanked for coming on board soon after his retirement as a marketing manager for Boeing. II. Chair Report ' A. President Arnistrong led us through a.discussion on the pros and cons of faciliry use of the museum to outside groups.. We discussed that things went well with ecent event held there. Marissa, who,was in attendance at the event, said that she felt it. biought positive!attentionhe museum. Director-Cosgrove reminded us that they were already working on setting some policies regarding this issue. There are lots of things to be considered before we decide anything formally yet, and a drafted policy will be presented at t6e next meeting. B. Cosgrove passed out acalendar of upcoming museum events. Board members are encouraged to attend ; and promote the events as much, and anyway they can, lwlienever possible. A 2002 special exhibit page was also handed out. Board members'are:especially encouraged toiattend special exhibit openings. }jCf III. Treasury and Committee Re o A. Treasurer Osthus went'ove i treasurer's report. Earl Hagen moved, and Bill Peloza seconded, that the treasurer's report be approved as p'resented. Patti also informed us that in order for us to stay in the black and offset our deficit, we will need to secure more sponsorships. ; MOTION CARRIED B. Audit Committee Chair Bill Peloza announced thatian intemal audit was performed on 2/5/02 of the museum's books. Members of the;audit committee also included Mel Sinex, Hans Torke(p, Patti Osthus; with staff help from •Patricia Cosgrove and'Kristen Bruhalin. Using a four-page PTA audit checklist, they performed their audif. They found the books to be" in very good shape. Thcy had a fcw rewmmendations they want to see . - iinplemented, which the museunvdirector says are very doable. They are: an all purpose imoice form will be developed for use by contractors who currently submit a hand wrdten note, a reimbursement form will be used from now on to get paid back fot purchases or mileage, a bylaw will be added that states that we will reqwre an annual audit. Mike Stevens moved, and Bud Kuhlman secondedl, that we accept the audit committee's recommendatious as presented. If you would like copies of the report, pleaseiask the, sacretary for a copy. Kudos were given to Kristen for her nicely kept, well organized books. She and Dick made agood team! MOTION CARRIED C. Harvest Ball Co-Chair bfichael Cassella-Blackburn went over a sheet that- compared three different venues to hold the 2002 balL Using this information his bommitfee made their decision to use Emerald Downs for 'hi* ;fthis year's balL He then asked for good ideas for bands.and DJs..Patti will get him the name of someone Sorptimist , used ihat they really liked. On Feb 22 there will be a sponsorship meeting at the museum at 10:30 am. They will be working on sponsorship benefits. Ead Hagen moved, and Bud Kuhlman seconded that we use Emerald Downs for our 2002 Harvest Ball, on Friday, October 25. MOTION CARRIED. D..Curator of Collections. Tina Beewster-Wray and Collections Committee Chair, Mae Yamada showed ; some ofthe museum's exciting new pieces including black and white photographs representing the entire poRfolio - oflocal ad photographer George Kincaid. • V. Staff Report A. Curator of Education, Karen Haas gave us a lively update of the ma ifferent things she has planned. She gave us the number,of guesjs and tours they have had and have book to date. It's impressive! She has an Aubum'School District principal's meeting at the museum on 3/5. Wh a great idea...bring them to/into us and, _ show them what we've been talking about! She.has set up a series of turday Family activities that sound like a lot of fun just getting started. She is also beginning to book tours Federal Way schools as well as Auburn. With each visit ALL students receive a list of events, as well as a coupon For one free admittance at a later date (must bring your parenUfamily): She is also looking for new tour guides. Interested? Let her know. And last but not least, she peiforms songs for the kids!!! She's amazing! Debbie Maguire thanked her for her appearance at Uniquely Auburn. She said Karen, in the role of Eliza:Jane, was the perfect opener for the whole event. Karen is very talented! B: Olson Farm progress report was given by PC. The grant money that we lobbied to keep unfrozen is now ours. The City of Auburn is considering requiring;that the projects be managed as public works, so that they will be encumbered with the paperwork process of the City. This is not the most efficient or economical route to proceed. PC will be looking into ways to work with or around this handicap. The plan is to start with the roof repair, and . then go to work on the drainage problems, etc. N. New Business A. Staff will make swe tlie Bylaw recommendations we made at this meeting, will go through the official . process and get sent out to all members for:final approvaL B. Debbie Maguire informed us that she will update the list serve to make sure all new members are added in so theycan receive museum list serve emails. C. PC handed out a list o£names and places wc have recendy solicited grant or sponsorship funds from for our Free Wednesdays; and a couple other items: If'you! have any inEluence with any of these people or places, please sing the,museum's song and give tham plenty of good reasons why they should bewme donors. D. Mike Stevens complimented President Armstrong on!her excellen[ meeting management skills, and for doing such a greatjob as chair so far! VII. Adjournment ; President Armstrong adjourned the meeting at 2:35p.m. The next meeting will be held on March 20th, from 1:30- 2:30 p.m., in the MUCKLESHOOT,ROOM at the nmscuml Respectfully suUmitted by: D 2bb 1 e' Mjd CJ U l.r' 2 Date: March 2, 2002 ; ~ ; - ;