HomeMy WebLinkAbout01-21-2011 Retreat
White River Valley Historical Society
Meeting Minutes / Annual Board Orientation 'Retreat'
January 21, 2011,1:30 to 4 p.m.
Muckleshoot Room, White River Valley Museum
Board Members Present: Richard Artura, Ronnie Beyersdorf, Jamie Bothell, Tom Campbell, Cam Cutler, Julie Herren,
Rhonda Larson, Michelle Marshman, Mike Miller, Kim Perry, Judi Roland, Lisa Scarff
Board Members Excused: Gator Chamberlain, Megan Evans, Mel Sinex
Board Members Not Present: Pat Cavanaugh, Ken Nelson, Gerry Honeysett
Staff Present: Patricia Cosgrove, Tara McCauley, Hilary Pittenger, Janet Wells, Erin Hash, Kristen Bruhahn
Guests: Daryl Faber, Director of Parks, Arts and Recreation, City of Auburn Jim Kelly, Executive Director, 4Culture
1. Call to Order, introductions
A. President Roland called the meeting to order welcoming all board members, while noting for new
members the presence of their WRVHS board binders & materials, and subsequently welcomed guests.
B. Patricia Cosgrove introduced and shared information about new to the board in 2011: Jamie Bothell,
Cam Cutler, Rhonda Larson, Mike Miller, Kim Perry, as well as new(ish) returning member Michelle Marshman.
C. Each board member provided a brief introduction to self as an orientation activity.
D. Daryl Faber, Director of Parks, Arts and Recreation, City of Auburn provided an overview perspective on
the relationship between the City of Auburn and the WRVM extending compliments and appreciation to those
serving as volunteers and to the board. In addition, he shared a review of existing parks programs and a glimpse
into the vision for ongoing municipal stewardship.
II. Orientation to Serving on a Board
1. Jim Kelly, Executive Director, 4Culture provided perspectives on serving on a board; emphasizing
the White River Museum's in-depth & comprehensive commitment to community, as well as,
referencing the Carver Model of Policy Governance; a guide for boards who set limitations on means
without micromanagement and thereby support expansion of services provided within the community.
III. Challenges for 2011
1. Patricia Cosgove acknowledged the difficulties the Museum faced during 2010 noting the year
end with a $4,000 surplus. and emphasized the need, in 2011, for the board to keenly focus on
fundraising, focus on visibility through the development of a public relations task force and fulfill their
commitment to serve through the sharing of personal affiliations.
IV. Board Responsibilites
1. The contract each board member signs upon accepting the stewardship role of serving on the
board defines the duties and commitment of support required. The key responsibilities fall within the
areas of fundraising, policy & direction, financial oversight, organizational support, service on
committees.
2. Patricia Cosgrove provided a brief review of each of the committee functions and expectations,
for the purpose of initiating board members toward selection of service area.
3. Board members indicated the committees they selected and the information was recorded upon
the white board.
V. Museum Management- Overview presentations provided by White River Museum staff
1. Patricia Cosgrove: The WRVM has a staff of 4.2 FTE. At this time there are 60 active volunteers.
It is a 501C3 organization, Not for Profit, based in public service. Artifacts are held for public trust.
2. Exhibits and Education, Tara McCauley/ Erin Hash: There are 2 general types of exhibits,
permanent and temporary. A temporary exhibit will embrace an idea of community driven
education/programming for which the museum to serves as facilitator.
3. Collections and Research, Hilary Pittenger: WRVM collections are preserved and accessible
based upon a set 7 Standards of Excellence. Purposes are to preserve and provide knowledge about
history, serve as a curator or community values through the receipt of donated items, and serve as a
resource providing access to collections. WRVM has over 6,000 photographic images of this valley and
its peoples.
4. Volunteers, Janet Wells: Volunteers serve a minimum of 3 hours per month. Details of volunteer
service hours are complied and turned into the city on a quarterly basis. Volunteers serve in a variety of
duties including but not limited to greeting visitors and managing the gift shop. It is requested that
board members introduce themselves to the volunteers and thank volunteers for their services.
VI. Committee Groups
1. Individuals broke into committee groups based upon board members' service area interests.
Within the groups, a chair and meeting schedules for the upcoming year were selected. Long Range
Planning Task Force and Finance Committees did not group.
a) *P.R./Visibility Task Force, Tom Campbell to serve as chair / next meeting following
February board mtg.
b) *Collections Management Committee to meet February 7th, 1:30 pm / chair to be
determined
c) *Halloween Ball Committee will meet in March and set regular meeting times. Chair
person yet to be established. All board members are considered members of committee and
welcome at committee meetings: event date is October 29tH
d) *Education/Events committee, Mike Miller to serve as chair / next meeting following
February board mtg.
VII. Board Member Comments Around Table President Judi Roland
AdjournTime 3:57pm
NEXT MEETING: February 16,2011 1:30 to 3, Museum
Respectfully Submitted by:
Julie Herren, Secretary