March 15, 2005

Chairperson John Simmons called the Administrative Committee meeting to order at 5:04 P.M. on March 15, 2005, at the Watkins Community Museum of History. Board officers Pennie von Achen, Bob Piller, and Napoleon Crews were present. Society representatives Philip Humphrey, Clenece Hills, and Director Rebecca Phipps were also present.

The minutes of the February 15, 2005, Administrative Committee meeting were approved as written.

FINANCIAL REPORT

Piller: On the income side we are over the projected amount due to the $15,000 carried over from the Rice Foundation. Corporate dues are down about $4,300. All of the other budget categories are pretty much in line with projections. On the expense side we are about 2,400 over budget due to 2,500 in contract labor that we did not budget for.

PROPOSAL FOR DCHS ADMINISTRATOR AND FUNDRAISER POSITION

Humphrey: provided a memorandum and attachment regarding the proposed position of director of development. The fundamental 10 purposes of the historical society are still in place and have never been changed. The first 6 of the purposes were delegated to the museum. The purposes clarify the relationship of the board with the museum and its staff. What the historical society lacks is a working staff member of its own. The director is a staff person of the museum and not the historical society. The memorandum suggests that the director of development be a staff person of the historical society. Von Achen: Godwin and Martin may not understand their charge regarding the development director position as outlined in the minutes of the last meeting. Hills: This concept needs to go before the entire board for review before a recommendation is formulated. She would not feel comfortable with a recommendation to the board without board input. Also questions the director of development being required to office in his or her home. It may limit our options to require a home office. Piller: questioned how the position would be funded. We don’t want to lose the initiative that we have regarding our fundraising efforts. Humphrey: it must be clear that the director of development is not an employee of the museum. Rebecca’s job is to fundraise for the museum and not for the historical society. Simmons: This matter will be brought before the entire board at its next meeting. Phil’s memorandum and attachment will be sent to the board in advance of the meeting.

DIRECTOR’S REPORT

Phipps: Want to add staff to the agenda so that they can do their own reports in person. Paul BahnmAier had requested to come to a board meeting to discuss Camp Sacket. The camp was the site where Charles Robinson (first governor of Kansas) was held during Bleeding Kansas. Hamm construction wants to put a rock quarry on the site. Paul wants the historical society to take a stand with Lecompton. Land is currently privately owned. We will invite Paul and hear his proposal. We are doing collaborative work with the Americana Music Academy. May 6^th is the Blue Grass concert and we are not being charged for the band.

The needle work and rooster exhibits are up. The museum is hiring a new janitor as the previous one quit. Hills: the committee list on the web site is for last year. Jerry will be contacted to update the website list. Piller: It appears that three of the museum’s computers do not work properly. Phipps: the three Microtech computers are lemons and inferior product. We need to negotiate with Microtech for replacements. We will ask Jerry to resolve the issue with Microtech.

DISCUSSION OF BOARD RETREAT ON 26 FEBRUARY

Simmons: The retreat went well. He made a list of suggestions, questions, and ideas to bring the museum up to date. Hills: The retreat is listed on the website so we may need to put some kind of information summary there. Simmons: He specifically did not want minutes taken at the retreat, but he did take personal notes, which were summarized to the committee. A copy of the notes will be further compiled and presented as a memorandum at the board meeting. Von Achen: She thought the retreat was great and we should do more. All agreed.

DISCUSSION OF PRIVATE OPENING FOR ROOSTER CROWING AUSPICE: art of the zodiac celebrating the year of the rooster exhibit on 11 March

Great turnout and people were happy with how the exhibit opening was conducted. Press coverage was great. It was disappointing that not a single city official attended the opening. The city and county officials did receive a call about the exhibit. Perhaps the K. U. game had a lot to do with the turnout. The word has gotten around that the event was great.

OTHER BUSINESS

Judy Billings should be invited to the April board meeting. Simmons: at some point in the future we want to invite the new director of Spencer’s, Saralynn Hardy, to a meeting. Crews: Last month’s minutes suggest that Rebecca provide a plan of action regarding the archive room. That plan of action report will be deferred until next month.

MEETING ADJOURNED

Meeting was adjourned to attend opening festivities for Rooster Crowing Auspice: Art of the Zodiac Celebrating the Year of the Rooster and Busy Hands: A Showcase of Needlework exhibits, 7:00 P.M.

The next Administrative Committee meeting is Tuesday, April 19, 2005 from 5 – 7 P.M.

The meeting was adjourned at 6:27 P.M.

Respectfully submitted,

Napoleon Crews

Secretary