HomeMy WebLinkAbout02-22-10 WHPS MinWestlake Historical and Preservation Society, Board Meeting
Westlake History Museum
February 22, 2010
Members Present: Sharon Sanden, Jack Wiesman, Heidi Kloempken, Joyce Gibson
Roach, Karen Stoltenberg
1. Call to Order 1:41 pm
2. Consider approval of minutes from .January 23, 2010
a. Minutes read.
b. .Amendment to spelling of members names, 2C ($) added.
c. Motion to pass minutes with spelling changes by Member Stoltenberg
I Second by Member Wiesman and Roach. Motion carried.
3. Treasurer's Report
a. Not many changes from the last report. Details were combined and put on
one sheet.
b. When a book is ordered, $5.00 will be added to mail the book to the
recipient to pay for postage.
c. Clarification of 1125110 comments. The forgiveness of debt is removing it
from financials. The money from the books goes to the town until the debt
is paid.
i. Member Roach clarified expenses on reports given as well by
switching book signed purchases and other book purchases. She
will resend a copy with the correct line items.
d. Motion to pass report with amendments by Member Roach.
e. Member Stoltenberg second. Motion carried.
4. Old Business
a. Final book numbers and accounting presented by Member Roach.
i. Total number of special edition books received: 200
ii. Total number of regular edition books received: 1050
1. All books that were damaged were sent back and credited.
iii. Special edition books sold, gifted, donated: 136
iv. Regular edition books sold, gifted, donated: 196
v. Books left, special: 64 (9 boxes)
vi. Books left, regular: 854 (122 boxes)
vii. (List of books sold, gifted, donated is available but not included in
this report since accounting has or will be given in another report)
President Sanden.
b. Finances
i. $6000 spent on past help and phone. Things did not always get
taken care of and now new goals need to be set. Spreadsheets
being generated will help with organization.
c. Membership, by-laws, etc.
i. There are no by-laws. There was a mission statement brought to
the board but not passed.
ii. There are committees that people have signed up for.
iii. Efforts with the Public Arts Society have been made but it hasn't
work out yet. If the opportunity arises, we will work together, but
until then, we will stay separate.
iv. Activities and events down the road...
1. Allen Heath will be the official photographer for
Decoration Day
d. Long-term initiatives
i. When the book payments are completed, what will be do?
1. Money for a permanent museum?
e. Offices and duties will go in the by-laws.
i. Should there be a "Historian" role?
ii. They could help organize newspapers, present history, keep
accounts and records. Member Wiesman is good at collecting and
documenting maps and information, which could also be part of
the role. The Historian would also catalogue and record donations
of items, specifically clothes. There would be a need for an
archival box and make sure we are keeping the donated items safe
and preserved. As we continue to move forward we need to take
care of what we have. Most of the book materials are at University
of Texas at Arlington and will return when we have the facilities
and organization.
5. New Business
a. Membership — A letter is to go out to all townspeople and Westlake
Academy staff. Treasurer Layton will also give membership letters to
tenants they have given books too.
b. Decoration Day — Member Stoltenbcrg
i. There was a meeting with Ms. Awtry and Mr. Meyer and they
already are working on plans for the big day. There will be Scouts
and possibilities of the Liberty Bell. There will also be a Kiddie
Parade, ice cream, hot dogs and Poppys.
ii. Coldwell Banker will sponsor the event.
iii. There are already plans underway for the program, music,
invocation and the band.
c. Bandana Bonanza
i. To take place Saturday May 1 (rain day May 8). The Westlake
Academy HOC is looking for sponsors for the Tipi Tellers.
Although we will not be able to sponsor this year, we are looking
forward to helping out in the future.
ii. However, we will be putting together a basket to be auctioned off
at the event.
d. Celebration night with Bert and Joyce to share stories and historical
events.
i. That idea is something to keep in the back of your head and
consider how it, and other activities, can be developed.
6. Member Roach motioned to adjourn. Treasurer Layton second. Motion carried,
meeting adjourned at 2:45 pm.
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