June 21, 2005

Chairperson John Simmons called the Administrative Committee meeting to order at 5:08 P.M. on June 21, 2005, at the Watkins Community Museum of History. Board officers Pennie von Achen, Napoleon Crews, and Bob Piller were present. Society representatives Clenece Hills and Director Rebecca Phipps were also present.

The minutes of the April 19, 2005, Administrative Committee meeting were approved as written, with the following correction: The day of the June meeting is the 21^st.

FINANCIAL REPORT

Piller: There was a $2,114.51 loss for the period January 1, 2005 through May 31, 2005. Total income was $96,919.99, which is 22% less than projected. Total expenses were $99,034.50, which is 17.89% percent less than budgeted. Membership income was $17,405.00, which is down $11,750.00. Unrestricted Income is down $5,873.25, which may result from the fact that the Mary Richards grant has not yet been recorded. Fundraising income was $455.00, which is $3,745.00 less than projected. Restricted income is down because we have not received certain projected grants. Gift shop income is higher than projected but so are the costs.

DIRECTOR’S REPORT

Phipps: In the process of restructuring the secretary position, by reducing the weekly hours, in order to add a part-time position to the archives and curatorial areas. Patsy is no longer with us. Will be more involved in the financial reporting, so that the accountants function can concentrate on audits. Provided and reviewed copies of the collection management policy. Requested that the Ladies Fur Muff, Lucy Hobbs House watercolor, Pet Kaddy, Banquet TV Dinner Box and Tray, Paper Plate, Bag of Tender Chucks Dog Food Bag stuffed with newspapers, Dress, Computer Program be deaccessioned (object Id Numbers 1983.055.033, 2004.064.001, 1982.042.028, 1984.101.006, 1983.152.008B,1982.042.012B, 1989.014.106, 1990.103.002A respectively). Motion-Piller - Approved-unanimous. Accessioning policy will be updated. The museum needs a flag. Hills will ask Dennis Moore for a new flag.

PROGRESS REPORT ON BROCHURE

Crews: Constructed a four panel four color brochure, with a tear-off envelope for easy return mailing. Suggestions were made for changes to brochure and for presentation of the proposal at the next board meeting.

PROPOSAL FOR MONTHLY INTEREST GROUP MEETINGS

All: The Know Your Antiques idea is a good one. Hills will present a proposal to the board, which provides further details of the program. The draw for the program is that it creates a common bond among the participants and sparks conversation. It is like a show-and-tell experience. Values are talked about, but it is illegal for the museum to participate in any kind of appraisal process. Hills: Does not want to over-plan the program. The program will have to be advertised. Phipps: We can serve store-bought snacks, coffee, and drinks at the program gatherings. von Achen: We need a name for the antique program. Hills: I think we’ll call it “Freaks and Antiques.”

REVIEW OF UPCOMING MUSEUM EVENTS

Phipps: The full events list is posted on the website. The Calamity Jane event was an excellent program, and attendance was medium. The Wamego bus trip is scheduled for July 10, and all of the bus seats have not yet been sold. The wedding dress event and tea went well.

CIVIL WAR DAYS

Von Achen: We need to plan food and giveaways to get people to participate in the concert. The regulations for food need to be reviewed. Ice cream and brownies might be a good choice. Bottled water is also a good idea.

OTHER BUSINESS

None

AGENDA FOR THE 28 JUNE D. C. H. S. BOARD MEETING

Membership report, deaccession activity, and today’s agenda;

MEETING ADJOURNED

The meeting was adjourned at 6:30 P.M.

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

Respectfully submitted,

Napoleon Crews

Secretary