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HomeMy WebLinkAbout06-27-11 WHPS MinMINUTES OF THE WESTLAKE HISTORICAL PRESERVATION SOCIETY June 27, 2011 PRESENT: President Bert Schultz, Kelly Bradley, Kristi Layton, Karen Stoltenberg, Stephen Thornton, and Allan Werst ABSENT: Fred Held 1. CALL TO ORDER President Schultz called the meeting to order at 1:30 p.m. The Board decided that all future meetings will be held on the 4t" Monday of each month at 10:00 A.M. at the WHPS Museum. 2. WELCOME NEW BOARD MEMBERS President Schultz expressed gratitude to new members Kelly Bradley, Fred Held, and Allan Werst. Member Stoltenberg will have nametags made for the new members. 3. REVIEW AND APPROVE MINUTES OF THE WHPS MEETING HELD ON April 25, 2011 Member Stoltenberg read the minutes. President Schultz asked for a motion. MOTION: Member Werst made a motion to accept the minutes as read. Member Layton seconded the motion. The motion carried. The minutes will be sent out on Wednesdays (following the meeting) by 5:00 p.m. Board Members have until Friday (following the meeting) by 5:00 p.m. to send comments or changes. Member Stoltenberg will resend the corrected minutes by Monday (one week after the meeting) by 5:00 p.m. 4. REVIEW THE TREASURER'S REPORT Member Layton read the Treasurer's report. S. MEMBERSHIP REPORT Member Layton read the membership report and discussed membership information for the year. She thinks the mailout is responsible for a dramatic increase in membership. The Board discussed whether to have membership have one start date and one stop date for the year or whether to have each individual membership have their own start date and stop date based on the date that we received their check. it was decided that each membership would begin from the date we get their check. Once the full year is up, Membership Chair (Member Layton) will send them a renewal letter in the mail. When we do our annual membership drive, only members whose membership is up will be included in the drive. President Schultz reminded the Board that we are all representatives of the Westlake Historical Preservation Society (WHPS), and we should all be recruiting new members for the society. President Schultz asked that all Board members review and think about the databases that Member Layton has presented and forward any thoughts or comments to her. It was decided that Saturday, July 9 at 9:00 a.m., Board members will meet at the museum to go through all the old files and drawers. Member Thornton will bring a draft of museum inventory database for us to start cataloging inventory on July 9 to the museum cleaning. He will also prepare a content of the history of the Arbor Day Quilt, explaining the origin of the quilt. 6. MISSION STATEMENT President Schultz would like us to come up with a mission statement. Member Bradley believes the WHPS does have one, and she will try to locate it. President Schultz asked Member Bradley to let him know if and when she found it. In the meantime, President Schultz will check with Sharon Sanden about the mission statement. 7. EVENT PLANNING UPDATE a) LIVING HISTORY PRESENTATIONS President Schultz will set a date for the next Living History Presentation, "An Evening with Bat Masterson". He will also redouble his efforts to increase attendance by contacting newspapers, libraries, and other Historical Societies. President Schultz handed out the Current and Planned Events and Activities. And, he also challenged the Board to find members and/or friends who can provide living history presentations. b) HISTORIC MARKER DEDICATION DAY President Schultz reported that the Town Council approved the WHPS Marker Master Plan. He also reported that the Town Council has already approved new parking spots for the Buck King site and the Thrasher Family home site. The Town approved one site per year. President Schultz will ask them is we can do two sites per year. Member Bradley requested that Paigebrooke Farm (Deaiey home) be moved up on the list. President Schultz agreed, and it was moved to the second spot. c) VINTAGE CAR SHOW President Schultz reported that the date is set for Saturday, October 29. Maguire Partners will donate water and the Boy Scouts will do flags. All members need to be available to help on the day of the car show. President Schultz also passed out 2 registration forms to each Board member present, asking us to invite anyone with a vintage car (no hotrods, please). d) QUARTERLY MUSEUM WINDOW EXHIBITS President Schultz went over the planned window exhibits through summer of 2012 (in the Current and Planned Events and Activities). He also asked us to be thinking of additional ideas for the exhibits, saying a good place to start was people we know with "collections of older, historical items". 8. MEMORIAL MEMBERSHIP PROPOSAL President Schultz passed out the Memorial Membership Proposal and asked the Board to review and think about the proposal with any questions being directed to him. At the next meeting, President Schultz will call for discussion on the proposal and to vote on it. 9. CHAIR APPOINTMENTS Annual Meeting Chair — Kristi Layton, Co -Chair— Karen Stoltenberg Decoration Day Chair—Allan Werst, Parade Chair — Karen Stoltenberg, Food Chair — Kristi Layton Public Relations/Communications Chair— Bert Schultz, Co -Chair Kelly Bradley Historic Marker Dedication Day Chair— Bert Schultz Westlake Academy Liaison Chair— Karen Stoltenberg Living History Presentation Chair — Bert Schultz Annual Awards Chair— Kelly Bradley 10. ADDITIONAL BOARD MEMBERS President Schultz would like us to have a total of 10 Board members, so he encouraged all Board members to think of someone who would be an asset to our Board. 11. THE WESTLAKE HISTORY BOOK President Schultz has a contact at Deloitte that he will contact about buying copies of the book. Member Bradley also has a contact at Deloitte, and she will forward that information to President Schultz. President Schultz will find an accounting of the book sales for the next meeting, and will appoint a Book Sales Chair. 12. ADJOURNMENT President Schultz asked for a motion to adjourn the meeting. MOTION: Member Werst made a motion to adjourn the meeting. Member Layton seconded the motion. The motion carried. President Schultz adjourned the meeting at 4:08 P.M. The next meeting will be July 25, 2011 at 10:00 A.M. THE WESTLAKE HISTORICAL PRESERVATION SOCIETY BOARD ON THE /? OF BERT SCHULTZ, PRESIDENT s�- KAREN STOLTENBESECRETARY SUBMITTED TO WESTLAKE TOWN SECRETARY KELLY EDWARQS