HomeMy WebLinkAbout08-21-2013APPROVED 9 /18/13
White River Valley Historical Society
Board and Annual Meeting Minutes
August 21, 1:30 -3:00 p.m.
Call to Order and Approval of Minutes
A. President Evans called the meeting to order and asked for the approval of the minutes. Jamie Bothell
made a motion seconded by Rhonda Larson to accept the minutes as written; the motion passed.
II. Chair Report
A. Hilary Pittenger gave a brief tour of the new exhibit Grease Was the Word as the Museology 101
presentation. Pittenger served as guest curator for this fun show which features teen and car memorabilia and
stories from the 1950s and 1960s.
B. The Finance and Executive Committees recommend raising museum admission, fees that have not
been altered since the early 1990s. It was recommended that these fee increases begin in January, 2014.
Recommended changes are noted below, underlined text:
CURRENT MUSEUM ADMISSION:
$1 children & seniors
$ 2 adults
RECOMMENDED MUSEUM ADMISSION:
$2 children and seniors
$5 adults
CURRENT MUSEUM TOUR FEES: RECOMMENDED MUSEUM TOUR FEES:
$3 children $3 children and seniors
$3 adults $5 adults routine Thursday tour
$50 minimum $6 adults specialized tour
$50 minimum
CURRENT FARM ADMISSION:
Free
CURRENT FARM TOUR FEES:
$5 children & adults
$100 minimum
RECOMMENDED FARM SUGGESTED DONATION IN BOX
$2 children and seniors
$5 adults
RECOMMENDED FARM TOUR FEES, UNCHANGED:
$5 children & adults
$100 minimum
At the same time it is recommended to alter the schedule of free days to the museum.
Currently, every Wednesday has been a free day. In 2009 we added 4t" Sundays as an additional free day.
Sponsorships from Free Wednesdays earn roughly $5500 a year. Staff recommends that free days be limited to
the first Thursday and third Sunday of each month. To continue the sponsorship program, fees could be increased
accordingly.
CURRENT
50 Free Wednesdays a Year
11 Free Sundays a Year
$150 per Wednesday or $500 for month
$7500 maximum sponsorship per year
$5,500 average annual income
RECOMMENDED CHANGE
11 Free Thursdays a Year (1s' of month)(not in Janua
12 Free Sundays a Year (3rd of month)
$300 per Thursday or Sunday, or $550 per month
$6,900 maximum sponsorship per year
After a line by line review, a motion was made by Jamie Bothell to accept the proposed fee changes to admission
and to the schedule of free days, which was seconded by Bill Greene. Motion Passed.
Board members reviewed a draft of proposed Membership Fee changes and asked for further supporting
data which will be available at the September board meeting.
APPROVED 9 /18/13
C. President Evans is seeking three to five individuals to serve on the Nominating Committee being
chaired by Vice President Cavanaugh — volunteers will be welcomed.
III. Committees
A. Treasury Report was presented by Treasurer Jamie Bothell. All areas are within the normal range, with
many income producers on target and many expenses under budget. As always the annual museum operating
budget is made or broken by the outcome of the Halloween Costume Ball and to some extent Hops & Crops Brew
Festival. Board Member Doug Lien suggested that at the end of each grant a final report including an accounting
and summary be presented to the board and /or Finance Committee as a way to protect staff from any liabilities.
This idea was gladly accepted, as current policy has been to accept grant monies when they parallel the Long
Range Plan, but without notification and acceptance of the Board of Directors. This kind of report should serve
well and the next time a grant is closed staff will provide the proper documentation.
B. Curator of Collections Hilary Pittenger reviewed the artifacts proposed by the Collections Committee to
be accepted into the museum collection. She shared a selection of a larger gift from the family of Mel and Johnnie
Sinex, both deceased. Several dresses and suit sets from the 1960s and 1970s were selected from Ms Sinex's
closet; all are handmade, in great condition and fill a gap in the artifact collection. Refer to the attached inventory
for details.
C. Halloween Costume Ball Chair Kim Perry reviewed the packet of materials that has been recently sent
to board members, reminding each to sell a table, purchase an ad and locate and /or donate auction items.
IV. Staff Report
A. Curator of Education Rachael Burrum reported on an important first at the Mary Olson Farm: a facility
rental for a concert series. The venue was rented by the Auburn Symphony Orchestra, who scheduled three
weekday evening chamber music presentations. We were pleased with the income, that the Farm was introduced
to several hundred new friends, and consider this series to be part of the routine annual calendar of Farm events.
B. Staff reminded Board Members of the very busy fall schedule for Farm events: Hops & Crops Brew
Festival on 9/14, the play Gentleman Desperado with two showings each 9/21, 22, 28, 29 and October 5 and 6.
This play is funded through 4Culture's Site Specific Arts Program and may not be able to continue next year due to
the cost of producing the event. Lastly on 9/26 through a partnership with King Conservation District the public is
invited to a Farm Tour featuring the environmental restoration and Best Practices for sustainable agriculture
practiced on site.
V. Around the Table Comments and Adjourn
Doug Lein made a recommendation to adjourn the meeting at 2:55, seconded by Pat Cavanaugh. Motion
Passed
Next Board Meeting: 9/18, 2013 1:30 to 3 p.m.
Respectfully submitted by: Patricia Cosgrove filling in for Secretary Ronnie Beyersdorf