DOUGLAS COUNTY HISTORICAL SOCIETY
ADMINISTRATIVE COMMITTEE
December 3, 2003-minutes
The Administrative Committee meeting was called to order at 2:30 p.m. on Dec. 3, 2003 at the Watkins Community Museum. Attending were Board officers Jerry Niebaum, Patty Johnston, and Bob Piller; Society representatives Steve Glass, Phil Humphrey, Lew Phillips, and Director Rebecca Phipps, with Phil Godwin, President presiding.
The minutes of the October 29, 2003 meeting were approved as written.
Correspondence
Godwin had distributed with the agenda a copy of the letter he had e-mailed to Kerry Altenbernd explaining the confusion over nominations from the floor during the annual meeting (see attached).
Reports
Treasurer
Piller reported that after the last Board meeting Glass had recommended simplifying the treasurer’s reports so that has been done. Piller distributed the summary of the 2004 Budget and the financial report for the 1/1/03-10/31/03 period.
Director
Phipps distributed attendance charts (see attached). She noted that the group health plan would continue. The Rice Foundation had not made any decisions as of yet. There were thirteen people at the Vietnam Program last evening and the program was very good. She is working on the position description for the Development officer. The primary task will be to increase membership and corporation donation. It was agreed to add, "and work on grants at the director’s discretion" to the description.
Phipps had applied for a grant through the Community Foundation. This grant would be in conjunction with the KU Natural History Museum.
Microtech offered to give the Museum five new computers if the Museum would purchase five. This has been done and the computers have been received. In order to help with security, all offices are to be locked when not occupied and two people will work when the Museum is open. Phipps suggested that future items the Committee members will want to address include further security methods, electrical rewiring and the foundation of the building.
The website for the Museum has been moved. Roy Squires is rebuilding and updating it. An annual report in the form of a newsletter will be mailed to all members in February. Phipps asked for suggestions of items to be included.
Humphrey moved and Piller seconded to recommended to the Board that the Director apply for and receive a business credit card to be used when appropriate. Motion was approved by voice vote.
It was agreed to review the personnel policy distributed by Phipps at the next meeting.
Constitution and By-laws
Glass reported that he has not heard from Rameriz regarding revising the constitution and by-laws, but he expected to hear from him soon.
OLD BUSINESS
Godwin had distributed the governance part of the Galvani Report by the Museum Assessment Program with the agenda. He wanted to review the aspects of this report. Phipps noted that the report was outdated since it was completed in 1989 and that there were now several new recommendations of governance assessment. Thus no discussion was held.
NEW BUSINESS
Discussion was held on potential nominees for officers. Several names were mentioned. Humphrey will follow up on nominees for vice-president and Godwin on another member for the Administrative Committee as Glass had served two consecutive terms on the Board and was not eligible for reelection.
Godwin was concerned because solicitations for corporate donations had not been acted upon as of this date. The discussion from the Board meeting regarding methods was reviewed. Glass will meet with Martin and move forth with the solicitations.
The next meeting date will be announced later. The next Board meeting is December 18.
Meeting was adjourned at 4:40 PM.
Respectfully submitted,
Patty Johnston
Secretary