HomeMy WebLinkAbout01-29-07 WHPS MinMINUTES OF THE
WESTLAKE HISTORICAL SOCIETY
BOARD MEETING
JANUARY 29, 2007
PRESENT: President Kelly Bradley and Board Members Allen Heath, Stephen
Thornton, Ruby Held, Sharon Sanden, Kim Sutter, and Jack Wiesman
ABSENT: Pathfinder Editor Joyce Roach, and Kristi Layton
OTHERS
PRESENT: Vickey Smith, and Facilities and Recreation Director Troy Meyer
1. CALL TO ORDER
President Kelly Bradley called the meeting to order at 6:23 p.m.
President Bradley introduced Kim Sutter as the new Town Secretary and
Secretary to the Historical Society.
2. FINANCIAL REPORT
In the absence of Kristi Layton, Vickey Smith updated the Society regarding the
financial report. She stated that after meetings with the Town Manager and
Finance Director, it was agreed the report would be revised to carry forward the
balance from year to year. It was explained that because of the budget cycle for
the town, the report did not show balances for a carry forward balance.
President Kelly Bradley clarified that the reporting change will give the Society a
clearer picture of the account balance.
Member Jack Wiesman stated that the report contains a reimbursement to him in
the amount of $10.39. He stated that he did not recall submitting any items for
reimbursement.
It was the consensus of the Society to table action on this item at this time.
WHPS Minutes Page 2 of 4
January 29, 2007
3. SECRETARY'S REPORT
a. Approval of Minutes of the October 5, 2006, meeting
Kim Sutter presented the October 5, 2006, for approval by the Society.
MOTION: Member Allen Heath made a motion to approve the minutes as
presented. Vickey Smith seconded the motion. The motion carried
unanimously.
b. Membership
No discussion on this item.
4. PRESIDENT'S REPORT
A. Membership Drive
President Kelly Bradley reported she will meet with Kim Sutter and Vickey Smith
to discuss the membership drive.
B. Spring Event
President Kelly Bradley agreed to contact Mr. David Jenkins to determine if the
Junior Historians would be interested in organizing a Sock Hop in the spring.
C. Pathfinder
No report was given.
D. History Book
MOTION: Member Stephen Thornton made a motion to extend the release
date of the history book to October 2007, and further noted that this
is last postponement to the release of the book. Member Sharon
Sanden seconded the motion. The motion carried unanimously.
5. TIME CAPSULE
Sharon Sanden, chair of the time capsule committee, provided information to the
Society regarding the time -capsule and suggestions for the type of items that
could be placed in the time capsule. Ms. Sanden reported that the time capsule
is a two foot by two foot cube, constructed of buffed, stainless steel with a life
expectancy of 500 years. The time capsule will be sealed and is fire and flood
proof.
WHPS Minutes
January 29, 2007
Page 3 of 4
President Kelly Bradley presented a proposal to the Society regarding an event,
to be held in October 2007, at which the time capsule would be presented and
sealed. Mrs. Bradley also reminded the Society to think about items to be
included in the time capsule. The event could be held at the Marriott Solana and
would include the opening of the museum, an open house for the new town
offices, the sealing of the time capsule, and the release of the history book. It
was the consensus of the Society to proceed with the planning of the event for
October 2007.
Member Sharon Sanden suggested that the Academy consider holding a student
contest to include a letter from each grade level to be included in the time
capsule. Ms. Sanden also reported that she suggested that the Mayor, Town
Manager, and Head of the school include a hand-written letter to be included in
the time capsule.
President Kelly Bradley reported that Facilities and Recreation Director Troy
Meyer reported that Maguire Partners agreed to provide a temporary space to be
used for the Museum, but when she mentioned to Mr. Tom Alien he knew
nothing about it.
Facilities and Recreation Director Troy Meyer reported that Medco Construction
has agreed to donate a platform stand for the time capsule.
The Society discussed the size of the display platform for ease of mobility and a
future permanent location.
MOTION: Vickey Smith made a motion to authorize Troy Meyer to authorize
Medco Construction to proceed with the design of the time capsule.
Member Allen Heath seconded the motion. The motion carried
unanimously.
Recreation and Facilities Director Troy Meyer stated that he will discuss
construction options with Medco Construction so as the unit may be
disassembled to accommodate the size and location of the display area.
President Kelly Bradley commended Recreation and Facilities Director Troy
Meyer and Member Sharon Sanden for their time and dedication to the time
capsule project.
G. DECORATION DAY
After lengthy discussion, the following assignments were agreed to in conjunction
with Decoration Day to be held on May 28, 2007:
Signs
Allen
Kim — Town permit
Ice Cream:
Kelly
WHPS Minutes
January 29, 2007
Page 4 of 4
Water
Sharon
Paper Goods
Kelly
Music:
Stephen
Publicity:
Kelly — News publications
Kim —Web Site information
Flyers
Kristi — for distribution at spring concerts at Solana; KB
to Rotary, etc.
Hot Dogs:
Kell
Port Potty:
Kelly
Skit/MC:
Kelly
Flags/Tables:
Troy
Audio Backup
Troy
Tree Dedication
Jack and Troy
Stage:
Stephen and Allen
Invitation
Vickey
Registration Table
Ruby
Member Stephen Thornton and Vickey Smith agreed to serve as Co-chairs for
the event.
7. NEW BUSINESS
There was no discussion on this item.
8. OLD BUSINESS
There was no discussion on this item.
9. ADJOURN
MOTION: Member Sharon Sanden moved to adjourn the meeting. Seconded
by Member Ruby Held, the motion carried unanimously.
The meeting adjourned at 7:48 p.m.
APPROVED BY THE BOARD ON FEBRUARY 19, 2007.
47siZ - 0
'-
Kim( Sutter, Town Secretary