January 18, 2005

 

Chairman John Simmons called the Administrative Committee meeting to order at 5:09 P.M. on January 18, 2005, at the Watkins Community Museum Of History. Board officers Pennie Von Achen, Bob Piller, and Napoleon Crews were present. Society representatives Clenece Hills, Phillip Humphrey, and Director Rebecca Phipps were also present.

 

The minutes of the December 14, 2004, Administrative Committee meeting were approved as written.

 

DIRECTOR’S SALARY FOR 2005

 

The method used deal with the proposed increase in the director’s salary, at the meeting of December 14, 2004, was contrary to the by-laws. The by-laws provide that the proposed increase in the director’s salary be submitted to the board for approval as a budget item within the context of the overall budget.

 

FINANCIAL REPORT

 

Piller departed from the format used in prior reports by including actual budget figures for 2002, 2003, and 2004, and projected budget figures for 2004 and 2005. The net loss for 2004 was $9,114.00 and was associated with the gift shop. The gift shop accounting allocation of a portion of the inventory expense is confusing and needs to be changed. Consideration might be given to separating the gift shop accounting from other aspects of the financial report. The board must find a way to raise funds in 2005, so that the $11,000 deficit can be balanced, and the $70,000 in memberships can be attained. Salary discussions are confidential. Staff insurance coverage expense was higher in 2004, and the projection is slightly higher for 2005. Office expenses need to be controlled in 2005. Travel was low in 2004. Motion was made to approve the financial report. The motion passed by a unanimous voice vote. The committee discussed Dick Martin’s contract.

 

FUNDRAISING PLAN FOR THE DCHS

 

The historical society needs a principal fundraising committee person to replace Lew Phillips. To date, no one has stepped forward to take the position. Phil Godwin can’t take the position at this time. The person the historical society seeks does not have to be board member. Filling this position is the most critical function that we have for 2005. A membership list will be made available to the board, so that it can be gleaned for a person to fill the fundraising position.

 

CURATOR OF COLLECTIONS-REGISTAR POSITION

 

Kerry Lippincott was hired to fill the position. On January 17, 2004, a nice article appeared in the Journal World about Kerry and the Douglas County Historical Society.

 

DIRECTOR’S REPORT

 

Phipps assured the committee that she and her staff maintain regular contact with the Douglas County Commission, members of the city commission, and other museum organizations. The point made: The Douglas County Historical Society is not operating as an isolated phenomenon. In working with other state historical societies, DCHS is not yet in a position to be the umbrella for all area historical societies. In 2004, museum visitation was up 20%, front door donations ($814) were down, and other money donations were up ($1,704). The Wamego bus tour is scheduled for April 24th. The cost is $55 for members and $65 for non members. The committee requested to know the minimum amount of participants needed to cover the trip expenses.

 

CHANGE OF THE DATE OF THE BOARD RETREAT

 

The retreat was originally scheduled for the morning of January 29th, which happens to be the same morning as the Douglas County Heritage Summit. It is important for the board to attend the heritage summit. Please RSVP to Judy Billings. The new retreat date is February 26th from 10 A.M to 2 P.M. The new retreat date and time were established by the chairman’s executive prerogative.

 

COMMITTEES REPORTS

 

Simmons reminded committees to submit their quarterly reports.

 

EVENTS AND EVENT ATTENDANCE

 

Simmons stated the need to circulate a signup sheet at the board meeting so that board members can take a turn at providing board support and presence at historical society events. A calendar of events needs to be distributed to the board. A board workday or half-work-day was also proposed.

 

OTHER BUSINESS

 

FEBRUARY MEETINGS OF THE ADMINISTRATIVE COMMITTEE AND BOARD

The meetings will be chaired by Pennie von Achen as John Simmons will be unavailable.

 

MARCH MEETINGS OF THE ADMINISTRATIVE COMMITTEE AND BOARD

The date for the administrative committee meeting must be changed to March 15th, and the date for the board meeting must be changed to March 29th.

 

BOARD DEVELOPMENT WORKSHOP

The workshop is scheduled for a half day on March 9th. Information to the board will be disseminated when it become available.

 

            OPEN BOARD POSITION

Charles Derby has resigned because the time expectation for his participation on the board and administrative committee was too great for his family baby sitting arrangements. The board needs to review the list of those eligible to fill the vacancy left by Mr. Derby’s resignation.

 

TREASURER-IN-TRAINING-POSITION

 

            Need to review the list of those that may be interested in this position. Napoleon respectfully said, absolutely not.

 

AGENDA FOR 21 DECEMBER OF BOARD OF DIRECTORS

 

Simmons established the following agenda for the January 25, board meeting: Minutes And Approval – Financial Report – Budget for 2005 - Fundraising - Curator of Collections-Registrar position - Director's report - Committee Reports - Events and Event Attendance - Open position on the board - Other business, a. Treasurer-in-training position, b. February Board meeting, c. March Board meeting date, c. Board development workshop, d. Douglas County Heritage Summit meeting, e. Other business.

 

The next Administrative Committee meeting is Tuesday, February 15, 2005 from 5 – 7 P.M.

 

The meeting was adjourned at 6:46 P.M.

 

Respectfully submitted,

 

Napoleon Crews

Secretary