DOUGLAS COUNTY HISTORICAL SOCIETY ADMINISTRATIVE COMMITTEE MINUTES

Watkins Museum

Tuesday, 18 October 2005, 5:30 to 7:00 pm

In attendance: Phipps, Piller, Simmons, Von Achen

Absent: Humphrey

The meeting was called to order at 5:35 p.m.

Minutes

The previous meeting of the Administrative Committee took place on 07 September, but due to a lack of quorum, minutes were not recorded.

Treasure’s Report

Bob Piller reported that so far this year, the DCHS is operating in the black. Income from personal memberships is up, but income from corporate memberships has declined substantially compared to projections—this issue will be discussed at the upcoming Board meeting. Pillar met with Chris Shumm from Morgan Stanley twice (the second time with incoming DCHS Treasurer Bill Myers along) to discuss the retirement plan for full-time museum staff. Piller and Myers hope to develop a less expensive, easier plan for the staff. Museum staff qualify for the retirement plan after one year of full-time service. Although maintaining a small retirement plan is not cost effective for Morgan Stanley, they are willing to do it as a service to the DCHS. Piller and Myers will also meet with the DCHS accountant to discuss plan options.

Director’s Report

Phipps reported that she had received an estimate for the elevator repairs, but had not yet had time to complete her review of it. The museum has received a $25,000 grant for recording oral histories of World War II veterans. Thomas Fritzell, who is working on the Lawrence Public Library expansion plans, contacted Phipps and discussed some cooperative ideas with her. Fritzell will meet with the DCHS Board Expansion Committee and Phipps to discuss opportunities further and possibly look at some potential building sites, and will attend the upcoming DCHS Board meeting.

The museum staff has prepared an attractive and informative brochure highlighting the Year of the Museum (2006) endeavors and sent it out to area politicians and other persons who might be interested. A catalog of museum programs available is also under preparation. The Days of the Dead/Dias de los Muertos exhibit opened on 18 October. The Architecture in Douglas County exhibit will open soon. The DCHS newsletter has been sent out and received several excellent reviews already.

Phipps is working on plans for Miss Lizzy’s gift shop now that Thelma, the much appreciated volunteer gift shop manager, is leaving. It may be possible for Thelma to continue some involvement with the shop, or for another volunteer manager to be located. Phipps has recruited some KU Museum Studies graduate students to help out during the upcoming customer appreciation sale.

The museum staff is continuing to plan for Civil War Days 2006 and for a possible New Year’s Eve 2007 event.

Production of Membership/Corporate Brochure

A final draft of the revised brochure text has been circulated to the Board members for review; their suggestions and corrections will be incorporated prior to the next meeting. Phipps will present several printing estimates at the meeting. The concept is for a three-fold brochure describing the DCHS and the Watkins Museum, with inserts for either corporate of personal membership recruitment.

Review of Plans for Annual DCHS Meeting and Dinner

The evening will begin with a cash bar. The buffet line will open at 6:30. The business meeting, which will be kept as short as possible, will get underway about 7:00 or 7:30. Simmons and Phipps will conduct the business meeting. Ballots will be distributed for the election of new Board members, and collected at the conclusion of the business meeting. The Nominations Committee will count ballots during the program. About 8:00 pm, Simmons will introduce Nancy Longhurst (Manager of the Eldridge Hotel) who will introduce one of the new hotel owners, who will explain the process of the recent renovations of hotel. The results of the election will be announced at the conclusion of the program. The invitations to the dinner included a note that members were welcome to attend and vote even if they did not participate in the dinner; also included were instructions for obtaining an absentee ballot.

Report from the Nominations committee

Von Achen reported that the Nominations Committee met last Thursday. The majority of the committee voted to select one candidate for each of the eight open positions on the board. The process of selecting board members is still on-going. There was a vigorous discussion of the pros and cons of having one or more candidates per open position. Von Achen will not be able to attend next week’s Board meeting, so she will arrange for another committee to present the committee’s report.

Agenda for Board meeting on 25 October

It was agreed that guests Craig Wainaug, Bruce Flanders, and Tom Fritzell will be put on the agenda early in the meeting as a courtesy to them. Other agenda items will include the Nominations Committee report, review of plans for annual meeting and dinner, and acceptance of a printing estimate for the new brochure.

Upcoming museum events

· Architecture in Douglas County exhibit will open later this month.

· October 29—True Ghost Stories. The museum staff will relate “True Ghost Stories” that have become legend as told by local residents. Time 3:00 p.m.

· November 27—Sweet Treats Exchange. Music, Sweets, and Fellowship for the entire family. Everyone invited to bring your favorite holiday treat to exchange and enjoy. Time 6 – 9 p.m.

· December 11—Abilene Bus Tour

Other business

Simmons is preparing a letter for the attorney concerning the failure of the fire suppression system in August.

Adjourn

The meeting was adjourned at 6:45 p.m.