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HomeMy WebLinkAbout01-25-10 WHPS MinWestlake Historical and Preservation Society Board Meeting Westlake History Museum January 25, 2010 Members Present: Sharon Sanden, Jack Weisman, Stephan Thornton, Heidi Kloempken, Kristi Layton, Joyce Gibson Roach, Karen Stoltenberg Non — Members present: Ginger Awtry, Bert Schultz, Consider approval of minutes from November 30, 2009 a. Minutes read. b. Amendment to 6. Website — include Joyce's changes. c. Motion to accept minutes with amendments by Member Roach. d. Second by Member Stoltenberg e. Motion carried. 2. Treasurer's Report as of January 20, 2010 a. President Sanden went over book reports with Ms. Piper from July 2009 to present. This includes a designation of donations by: books, memberships, mernorial funds, donations. All items include a name, date, and check numbers. President Sanden and Treasurer Layton will keep up with the records, keep it detailed, and forward to everyone. b. Clarification of who paid the marketing group for the book launch. Also, there are minimal office expenses because there is no phone use. c. TAM 125.87 is the expense owed to the town. Treasurer Layton will take Presidents Sanden's information and incorporate it into the report. d. Member Thornton motion to accept Treasurer's Report. e. Secretary Kloempken second. f. Motion carried. 3. Old Business a. Book Business i. Member Roach discussed what we owe the town for book expenses and provided an itemized report of what funds are attached to the book. The finds were picked up by the town and the town will be asked to forgive the loans to relieve the constant pressure to sell books. ii. Member Roach read the document provided: " This document is being sent to all who have had direct and indirect involvement with The Little Town that Could." iii. Successful book sales so far. We cannot compare the two groups in charge of finances and book sales because of changes to boards and times (financial, etc.). iv. Remember, President Sanden is learning to run the board and deserves the thanks given. v. Member Thornton asked for clarification: Ask the town to forgive the debt, but when more books are sold, the money will be paid back for there. This is intended to keep from all finds being filtered in one direction and other functions hurting. vi. Member Roach and President Sanden agree that the above statement is correct. Any questions from previous meetings should n o ci jaw be clarified. b. Strategic Plan — Ms. Awtry presented information about the town helping to facilitate and promote all events the Historical and Preservation Society holds. i. There have been events already, such as a Business Expo, with representation by Member Roach and President Sanden, which builds good neighbor relations. ii. Decoration Day and Arbor Day are included in those events to continue good presentation. There will also be access to the marketing company to promote events. iii. More interaction with the Public Arts Society is encouraged to build exposure and visibility of both groups. 4. New Business a. Committee Chair — There will be reorganization and clarification through a strategic plan meeting and workshop for board members. This will also work to develop the membership letter and by laws, clarify officer roles and committees from the Society and Board. i. Past board members, town council members, and others are invited to participate. Date is not yet decided. b. Member Thornton presented his findings from attending a workshop at the Texas Historical Commission in Johnson City. It was well done and all attendees were experienced in museum work. They went over policies, numbering artifacts and how it is all run. There is another in Denton in March and all are welcome to attend. c. Decoration Day Member Stoltenberg will co-chair the event and plans are under way. Redeemer Chruch will help with the invocation, Mr. Werst is continuing the Poppys, Mr. Meyer will arrange the Scouts for a flag - burning, and President Sanden is looking for sponsorship. i. Possibilities of videos and connections with soldiers related to the school. d. History Day is January 29"'. Everyone is invited to come and view the exhibits made by the Slh grade students. 5. Adjournment: Member Stoltenberg motioned to adjourn. a. Treasurer Layton second. b. Motion carried. Meeting adjourned at 2:40 pm.