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HomeMy WebLinkAbout09-15-2010White River Valley Historical Society Board and Annual Meeting Minutes DATE: 9/15/2010, 1:30-3:00 p.m. Location: White River Valley Museum, Muckleshoot Room Board Members Present: Richard Artura, Ronnie Beyersdorf, Tom Campbell, Pat Cavenaugh, Gator Chamberlain, Megan Evans, Mike Gerber, Jennifer Hamor, Doug Hedger, Julie Herren, Judi Roland, Lisa Scarff Board Members Excused, Mae Yamada, Gerry Honeysett, Ken Nelson Board Members Not Present: Staff Present: Erin Hash, Patricia Cosgrove, Tara McCauley, Kristen Bruhan 1. Call to Order and Approval of Minutes A. President Gerber called the meeting to order and asked for approval of minutes. MOTION CARRIED II. Board President Report: A. Review of the museum calendar President Gerber Present Gerber reviewed the museum calendar especially noting: Halloween Ball Committee meeting, September 20th at 3:30, Hops and Crops festival September 25, Finance Committee meeting October 14 at 9:00 AM and the Mary Olson Farm Committee meeting October 20th at 3:00 PM. B. Thank You Notes A sympathy card was passed and signed for Mae Yamada's family; Mae's brother George and sister in law Dixie passed away. III. Old Business A. Board and Officers Liability Insurance. President Gerber Revisit of tabled item: Motion to remove item from table. Motion Approved. The Finance committee did additional research as was requested. The committee recommended that the society's Board and Officers Liability insurance be increased to $2 million per event per year, aggregate for those board members elected through the Society. The cost for this is approximately $1200 more per year. The finance committee can support this increase with the current budget. A motion to approve was moved, seconded and carried. B. Dishonesty Bonding for Board and Staff Members Revisit of tabled item, part two. Previous discussion had caused board to wonder if bonding of the board was necessary. Staff reviewed this and recommended against obtaining Dishonesty Bonding as the amount of funds routinely available is low and no one has direct access to it. A motion to follow staff's recommendation to not purchase Dishonesty Bonding was made, seconded and carried. IV. Committees A. Finance Committee Treasurer Hedger We are significantly ahead of where we were at this time last year. Free Wednesday's are the biggest contributor. Classes and lectures have generated extra income that was not planned. Regarding expenses: the staff has been watching expenses with great care. Utilities, education, staff/board expenses have been reduced and are currently running less than 2009. The city 2011 budget is expected to be released in a month or so. Doug will be leaving the board in 2011 so a new Treasurer will need to be identified. B. Mary Olsen Farm Committee Judi Roland The new caretakers Ginger and Kevin Seslar are moving in with their two children on December 1. The contract is being finalized. Many school tours are scheduled. All Auburn elementary and middle school are scheduled with the exception of Chinook. Private schools have been invited and this year several have booked tours. We are doing this to add to income. The well and pumps are up and running, flushing out debris so that by the time the new caretakers move in they will have excellent quality water. The farmhouse interior is slowly coming together. The stove pipes have been installed and wood trim is almost complete. The north meadow has been mowed readying it for parking and the entire site has been cleaned to ready it for Hops & Crops. C. Halloween Costume Ball Committee Julie Herren The cutoff for additions to the program is October 1. Kristi is collecting auction items. Baskets for the auction should be taken to Kristen. BECU gave $1500.00 to be a Platinum sponsor. Ideas for baskets include: baby things, pet items, Gourmet food, candy, wine, etc. IV. Staff Report A. 2011 Exhibit Calendar Patricia Cosgrove The 2011 events calendar was reviewed and includes: Wrecked! Misadventures of the Northern Pacific Railway; History, the Swimsuit Edition; Dead, Satisfying Our Morbid Curiosity about Historic Funerary Practices; and Small Works Big Presents, the Gift of Art. B. Hops and Crops Festival, 9/25! Tara McCauley Flyers and posters have been distributed. If 450 people attend we will cover out costs. We have planned for about 1000 guests. There will be a Kid's corner with root beer, a hay pile, pumpkin painting, and a mini farmers market with produce, flower, bakery and handicrafts vendors. V. Around the Table Comments and Adjourn President Gerber Clarissa Ruston is stepping down from the board due to family obligations. Next Board Meeting: October 20, 2010 1:30 pm to 3:00 p.m.