DOUGLAS COUNTY HISTORICAL SOCIETY

BOARD OF DIRECTORS

December 18, 2003-Minutes

President Phil Godwin called the meeting to order. He introduced the new board members, Barbara Waggoner, class of 2005, Andrew Debicik, Clenece Hills, Pennie von Achen and John Simmons, all class of 2006.

First order of business was the election of officers and members for the Administrative Committee. The Administrative Committee recommended the following as officers: Niebaum, President; Simmons, Vice President; Johnston, Secretary; Piller, Treasurer; and as additional members of the Administrative Committee, Phillips for the class of 2004; Phil Humphrey for the class of 2005 and von Achen for the class of 2006. Nominations from the floor were opened. There being no nominations from the floor, Dailey moved that all nominations cease and the slate of officers be elected unanimous. Hernly seconded the motion. Motion was approved with voice vote.

Godwin turned the meeting over to incoming President Niebaum. Niebaum commented that the constitution and by-laws had no provision for the nomination and election of officers or Administrative Committee members. He would confirm with the committee, who is revising the constitution and by-laws, to make sure a provision is included.

The Board of Directors meeting minutes of November 20, 2003 was approved as written. The annual Douglas County Society annual meeting minutes of November 18, 2003 were approved as written. The minutes of the Administrative Committee meetings of November 12 and December 3, 2003 were distributed. Niebaum stated that the minutes would be placed on the Museum web site for public access. Discussion was held on handling of public comments at meetings. There were two suggestions, the first being to have a written request to be included on the agenda and the matter to which s/he wished to speak with a limit of three minutes per speaker. The other suggestion was to hold periodically special public meetings just for the public’s input. These suggestions will be discussed in more detail at a retreat.

Godwin stated that he had received the final documentation for the sell of the tax credit. Hernly reviewed for the new Board members the process.

Treasurer

Piller distributed a simplified version of the treasurer’s report from January 1 to November 20, 2003 (see attached).

Director

Phipps distributed to new Board members handouts regarding the Sarbanes-Oxley act and tips for fund-raising. She said that an annual report would be mailed to all Society members in February and this report would include things done by the museum. She noted that the vision statement composed by museum staff had been published in the last newsletter and public comments had been invited. There had been no comments received from the public.

The Museum had sponsored a Sweet Exchange on Wednesday evening and although the attendance was small, the exchange itself was a success. It will be sponsored again next year. A calendar for 2004-year events in the museum was distributed (see attached). Phipps noted that the only things to be added are some additional children programs.

Also distributed was a report from Alison Miller, curator (see attached). Miller will become a full time employee in January. It was noted that volunteerism is increasing and welcomed.

Phipps and Harris are the current committee for the sock hop. They need additional members. Harris described their ideas for the sock hop in more details. This will be discussed more extensively at a retreat.

Phipps updated the Board on the National Park Service Grant. She noted that when the focus was changed from a picture to exhibits the cost increased. She had not heard from the representatives if the changes were accepted even after several different attempts to contact them. It was suggested that she contact Representative Dennis Moore for assistance.

It was agreed to have a closed planning retreat on Saturday, January 17 from 10:00-12:00 at the Museum. Niebaum called everyone’s attention to the new web site for the museum.

Due to conflicts with the current meeting schedule, it was agreed, for the 2004 year, the Board meet on the fourth Tuesday of each month from 5:00-7:00 in the Museum. Niebaum asked members to review the list of committees and decided on which s/he would want to serve. There was a discussion on the collection items and their condition.

Niebaum had received a request from Judy Billings with the Lawrence Visitors Center for funding and a letter of support for the National Heritage Area proposal. Dailey moved that a letter of support be sent together with donations from individual Board members. Motion died for lack of second. Godwin moved that a letter of support be sent. Dailey seconded the motion. Motion was approved with voice vote.

Niebaum request that each Board member write a short bio of him/herself for the website. He would like to have them by the date of the retreat, January 17.

Meeting was adjourned at 4:50 PM.

Respectfully submitted,

Patricia Johnston

Secretary