HomeMy WebLinkAbout11-30-09 WHPS MinWestlake Historical and Preservation Society
Board Meeting
Westlake History Museum
November 30, 2009
Members Present: Jack Wiesman, Stephan Thornton, Kristi Layton, Sharon Sanden,
Heidi Kloempken, Karen Stoltenberg, Joyce Gibson Roach
Members Absent:
Non — Members present: Allan Werst
1. Call to Order
Consider approval of minutes from April 6, 2009
a. (Secretary Kloempken arrived at 1:43 pm)
b. Reading of the minutes by Member Layton who served as secretary at the
October meeting.
c. Amendment proposed: Member Thornton motioned to pass minutes with
following change: change 45 from the minutes - disregard and adjust the
munbers to reflect the correct time (pm instead of am) and the call to
order.
i. Member Stoltenberg second, motion carried.
3. Treasurer's Report
a. Treasurer Layton shared the year-end with a net loss. See Treasurer's
Report.
b. Treasurer Layton clarified that there is not a separate book account for
sales of the book or events held to promote the book. Donations are kept
track as three types: membership, donation, and book purchase/donation.
c. Treasurer Layton will also check with Debbie Piper to clarify expenses
about the book launch party held at Mayor Wheat's house.
d. $19,115.50 is owed to the town for support with the book. More books
have been sold recently by President Sanden and Treasurer Layton and
that total is not included in this report. Member Roach mentioned that with
book sales and continued donations, we will be able to pay this back.
e. Member Roach continued to clarify that early donations by businesses
helped with certain expenses and with changes in the WHPS board and
town council, the amount taken care of by the town changed.
f. Treasurer Layton mentioned some of the larger donations we have
received in the past (also in Treasurer's Report):
i. $10,000 given by the Town
ii. Fidelity donated money in 2001 for the Pathfinder
iii. First American donated money in 2006
iv. Fidelity gave money in 2007 for the book and other events
g. Secretary Kloempken motioned to pass Treasurer's Report. Second by
member Stoltenberg. Motion carried.
4. Book Discussion
a. During Treasurer's Report some other questions were raised about how
many books we have, how they are being promoted, how the money is
being handled for the books, and if the actions by the Book Committee are
being presented to the board by Member Thornton.
b. Some questions clarified by Member Roach — the main goal is to get the
books paid for. Information will be shared with the board when the Book
Committee has information (such as sales, other promotional events, etc.).
Every town and library around has been given a book. The promotion of
the book was taken by the Book Committee to keep it moving at a faster
pace. Any changes are in previous minutes and the strategic plan. There
are more plans being put in place and when they have been finalized they
will be presented to the board and the Town.
c. More of the details on sales will be presented at the next meeting. Number
of sales and amounts will be presented in January.
5. Mr. Werst asked if charging visitors to tour Christmas Lights would be a good
fundraiser. We could share with the Public Arts Society so we do not compete for
funds.
6. Website
a. President Sanden and Member Roach met with Mr. Wood to work on a
website for the WHPS. Files can be added, taken out, or changed. Every
issue of the Pathfinder will be included as well as a Photo Gallery. Credit
will be given to the photographers (Jaymi Ford, Nick Ford, Black Cow
photographers, Terri Bahan).
b. This is still in the planning stages. [What will be on the website is
undetermined; planning stages only; arrangements for crediting
Jaymi and Nick Ford, and Terri Bahun have already been completed.
Report of accusation of copyright infringement by Terri Bahun was
given; no proof provided; end of matter.
7. Plans for Membership
a. Membership forms will be sent out in January.
b. Redesign form — give any proposed changes to President Sanden. Ideas
about a stamped reply card or envelope. How can we only pay for those
returned?
c. Should business memberships be a different category? Ilow can we get
employees of Westlake businesses also involved? This will be discussed
further at the February meeting.
d. Membership fee left at $25.
8. Redeemer Church Candlelight Service
a. Member Stoltenberg described the planned event at the Westlake
Academy gymnasia n for Christmas Eve. The church is responsible
financially but there are opportunities to help for decorating and
encouragement of socializing with other groups in the Town.
b. Member Stoltenberg will e-mail members with more information about
event on December 24"' at 5:30pm.
9. Spring Events
2
a. Possibility to work with the Public Arts Society will be discussed further
at the January meeting.
b. Decoration Day — Mr. Werst will chair the event. [Mr. Werst never
responded about chairing the event.] There is a possibility for the Air
Force to be involved because of the connections with Westlake Academy
made by Sharon Sanden.
10. Other — Westlake Academy History Day is January 29. All members are
welcome to judge the projects that day. More information will be given at the
January meeting.
11. Adjournment — Secretary Kloempken moved to adjourn. Member Stoltenberg
second. Motion carried and meeting adjourned at 3:30 pm.