December 14, 2004

 

Chairman John Simmons called the Administrative Committee meeting to order at 5:00 P.M. on December 14, 2004 at the Watkins Community Museum Of History. Board officers Pennie Von Achen, Bob Piller, and Napoleon Crews were present. Society representatives Patty Johnston, Clenece Hills, Lew Phillips, Charles Derby, Phillip Humphrey, Jerry Niebaum, Lynne Zollner, and Director Rebecca Phipps were also present.

 

The minutes of the November 16, 2004 Administrative Committee meeting were approved as written.

 

RESPONSIBILITIES OF THE ADMINISTRATIVE COMMITTEE

 

Niebaum stated that it is essential that the new board carry on the historical society’s fund raising effort or we will have a serious deficit in 2005. Phillips stated that he could not over-emphasize how hard the financial struggle will be. Either a committee or professional help is needed to handle the fund raising effort. (See Lew for more suggested fundraising follow-up.)  Phil Godwin and Jim (Jewell) would make a potent fundraising team.

 

FINANCIAL REPORT

 

Piller distributed a written interpretation of the financial report. As of November 30, 2004, the society showed a net loss of $5,024.51. The budgeted loss for the same period was $35,273.00. A deposit of about $1,000.00 was made from the gift shop, and $70,000.00 in pledges are not yet in. It is anticipated that the historical society will be at the breakeven point by December 31, 2004. Total income figures are up: corporate memberships are significantly higher ($29,230.00); personal memberships are close to the annual goal ($28,850.00); sales ($6,171.00); Mary Richards ($2,180.00); Fundraising ($9,846.00); restricted income (grants) is not budgeted here. Expenses are over budget: ($17,875.00) Thanks given to Lew Phillips, Dick Martin, and Phil Godwin for their fundraising efforts.

 

DIRECTOR’S REPORT

 

Phipps started interviewing curator position applicants last week. Four candidates were contacted and three responded. The search was nationwide. Two of the candidates are local. Staff is responsible for garnering $54,000.00 in grants. Copies of curator and archivist job descriptions were provided to the committee. Archival budget estimate provided, which will bring the archives current in care and accessibility ($10,375.00 plus 3-4% annual increase). Collections Care Estimations provided: collections consist of about 10,000 objects; it would take thirteen years to rehabilitate the collection at a minimum annual cost of $8,299.33. 2004 Visitation Update provided: visitors 4272, programs 1879, tours 1577, meetings 1301, researchers 405, gift shop 541, for a total of 9839. Copy of 2004 Annual Report Newsletter tendered and used to provide further information on the above topics.

 

DIRECTOR’S SALARY FOR 2005

 

Current annual salary is $42,000.00. Simmons recommended a 5% increase. Humphrey made motion for 5% increase, and Von Achen seconded the motion. The motion passed on a voice vote.

 

 

 

DISCUSSION OF COMMITTEES - 2005

 

Simmons asked administrative committee to review structure of committees and make recommendations as to which committees we need to keep and how to make them more effective. Simmons suggested a Conservation Assessment Program evaluation as a self improvement tool. Von Achen requested that Phipps advise administrative committee where we have holes in committees. Phipps outlined the need for a big event once per year. It was reaffirmed that committees are responsible to the board.

 

RESEARCH ROOM

 

Crews reported that several members of the community complained that the library and archives division of the museum is cluttered and not conducive to yielding serious and timely research. Phipps explained that the problem was inherited and detailed the following: there is no inventory, items have been lost, storage room is insufficient, new collections await processing, and the division is understaffed and under volunteered. The attic would be okay as a storage room. The problem took 30 years to build. Simmons requested that the matter be addressed, in terms of options for resolution, after the board retreat.

 

BOARD RETREAT

 

Simmons suggested January or February for the retreat (January 29th, February 5th, or February 19th). The retreat purpose would be to orient board members to strategies for 2005. Suggested structure: give new board members idea how museum works; bring policies and by-laws in line with charter; utilize outside board trainer; museum tour.

 

OTHER BUSINESS

 

The administrative board meetings will be held every third Tuesday of the month, from 5 – 7 P.M. A compromise time of 4 – 6 P.M. was offered. Need to encourage County Commissioners to have a representative at one of our board meetings. Question posed as to whether we should go to the City of Lawrence for financial support. It was suggested that board members attend the city, county, and school board meetings.

 

AGENDA FOR 21 DECEMBER OF BOARD OF DIRECTORS

 

Simmons established the following agenda for the December 21 board meeting: Minutes And Approval – Financial Report – Director’s Report – Director’s Salary – Committee Structure – Budget 2005 – Fundraising – Other Business

 

The next Administrative Committee meeting is Tuesday, January 18, 2005 from 5 – 7 P.M.

 

The meeting was adjourned at 6:55 P.M.

 

Respectfully submitted,

 

Napoleon Crews

Secretary