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Home My WebLink About08-28-08 WHPS MinMINUTES OF THE WESTLAKE HISTORICAL PRESERVATION SOCIETY BOARD MEETING August 28, 2008 PRESENT: President Sharon Sanden, Board Members: Teresa Walton, Jack Wiesman, Stephen Thornton, Kristi Layton, ABSENT: Michelle Corson, Lisa Councilman, Ruby Held OTHERS Kelly Bradley, Judy Thomason PRESENT: CALL TO ORDER President Sanden called the meeting to order at 9:30am Board Meeting Minutes: President Sanden said we would approve May 22 meetings at a later date. June 19"' meeting minutes were approved unanimously by a motion made by Member Walton, seconded by Member Thornton. TREASURER'S REPORT: Treasurer Layton presented financial report, stating that there are no "restricted" funds. She will speak with Debbie Piper to have that item removed from cover page. Past President Bradley, Member Layton and President Sanden will meet next week to review 2008 and 2009 budget figures and clarify financials and will scheduled a follow up meeting with Debbie Piper. Discussion was held on the need to better understand the premise of "use it or lose it" pertaining to allocated and donated funds. Member Thornton made motion to approve the Financial Report. Member Walton seconded the motion. Motion passed unanimously. NEW BUSINESS: Past President Kelly Bradley has agreed to remain on the board for at least one year as Historian at the request of President Sanden. President Sanden made a motion that Past President Kelly Bradley's name be submitted to the Board of Aldermen as a voting member of the board, along with Heidi Kloempken, teacher at Westlake Academy. Member Layton seconded the motion and it passed unanimously. • Member Allen Heath has retired from the Board and one vacancy existed. • With the addition of Heidi and Kelly, our board will consist of ten members. o Sanden, Thornton, Walton, Councilman, Layton, Wiesman, Corson, Held, Bradley, Kloempken Kelly Bradley - 501 (0 3 Status: According to Town Secretary Kim Sutter, the process to establish WHPS as a nonprofit entity cannot be continued at this time; she will advise when the BOA determines the direction they want to take. Update - Museum space and welcome center. Until gas well drilling project is finalized we may not have any additional information. Member Layton may approach Tom Allen to inquire of possibilities. President Sanden — Would like to finalize the book project, get through the annual meeting and complete a business plan,, to include documents for donations, etc., before a formal request is made in regard to the welcome center. Member Thornton --- will begin documentation of existing museum items; will contact individuals to determine status of items — on loan or donated. As chair of the museum committee, documents will be prepared to present to donors for all donations to museum. Westlake Academy is celebrating Grandparents Day on Sept 10 — WHPS hopes to take orders for books at this event. Arbor Day — (Oct 11 '') are we going to have a presence? President Sanden will follow up with Troy Meyer. Sept Board Meeting to be held Sept 18"' — 6pm at the Museum. Member Walton made motion to adjourn. President Sanden seconded. Motion passed. Meeting adjourned at 12noon /jt HISTORY BOOK REPORT: Member Layton — Donning sent material to Editor Joyce Roach. Revisions were completed and returned to Donning by Editor Roach. Kelly Bradley — shipping cost is not included in our balance with Donning, our book publisher. Kelly Bradley has spoken with Steve Mull regarding the cover design — in turn he called Joyce Roach and stated Donning did not want to discuss the cover design until the contents are completed. At the Boards request, Kelly Bradley will call Donning for an update. Also need a final date for embossing. What is Donning's proposed date for delivery? Board discussion regarding the book cover included the following: • Gold embossing preferred, rather than copper, on both versions of book. • The darker leather is top grain leather, $100. The lighter leather is bonded, $50. • Top grain will have onion skin inside cover page at no additional cost. • Top grain might have ribbon book mark at no cost. • Seal will be smaller in size or not at all. • All dates on book cover will be eliminated. • "it's" will be removed • Joyce Roach will be listed as Author instead of Editor. • Book Cover embossed color selection: # SD 713, embossed for all books • Inside Title Page will list Jack Wiesman as associate editor. ANNUAL MEETING: Annual Meeting Chairman Layton reported on details of Annual Meeting scheduled for November 13, 2008. Marriott has donated the Jr Ballroom for the event. Committee Chair Layton will go back to Marriott regarding the catering costs and will approach Diego's and Classic Cafd regarding donating wine for the event. Additional option is to have the meeting at the Museum. • Paul Spain has agreed to be a sponsor for the Annual Meeting. Level of sponsorship to be determined. Board suggested the following: • Overall WHPS / Museum Sponsorship $5,000.00 • Annual Meeting Sponsorship $1500-$2000 To offset cost of flowers, invitations, signage, posters, award plaques, musician. Advertising — Black Cow, Newspapers. WHPS 2008 Annual Awards — Email your nominations to President Sanden.