February 22, 2005

 

The meeting of the Douglas County Historical Society Board was called to order at 5:03 P.M. at the Watkins Community Museum of History. Vice Chairperson Pennie von Achen presided. Attending were Napoleon Crews, Dennis Dailey, Martha Harris, Jim Martin, Bill Myers, Bob Piller, Clenece Hill, Lynn Zollner, Barbara Waggoner, and Steve Sublett. Museum Director Rebecca Phipps, Archivist Helen Krische, and Curator Kerry Lippincott were also present.

 

The minutes of the January 25, 2005 Board meeting were approved as printed, with one correction. Von Achen stated that there was a correction that needed to be made to the board minutes of January 25, 2005. In the section “Open Position on the Board” under Hill: it was written that the membership committee would handle the task of finding the Derby replacement. The minutes should have read that the nomination committee would handle the task of finding the Derby replacement.

 

FINANCIAL REPORT

 

Piller: The report is three pages.  Particular attention was drawn to the fact that the actual year-to-date Net Gain From Operations was $5,773.00. The projected year-to-date net gain for the same period was ($6,962.20) Waggoner asked whether any spending or expense patterns could be determined and Piller did not think so. Personal memberships are higher because some came in after the first of the year. Pillar stressed that there must be follow-up on the corporate membership commitments to be paid in 2005. He questions the contract labor and Contract Labor and Fundraising Expenses as being having the appearance of being a duplicate payment. Phipps stated that the expense was not paid twice. The contract for that expense was not well drafted. Pillar stated that he asked the recipient to return the excess payment and the recipient refused. Phipps stated that she was comfortable with how the fundraising position worked out; the person did beneficial work. She believes that the correct amount was paid. The expense happened to be wrongly listed in two different places. (See report for more detail.)

 

DIRECTOR’S REPORT

 

Phipps: From this point forward, her staff will provide verbal reports to the board. Helen’s report: The research count is down due to bad weather. She received 8 new accessions, which she cataloged, cleaned, and housed. The accession backlog is progressing. 4 maps have been cleaned and encapsulated. Data entry is growing. The archives area has 1082 records entered. 9 people attended the Paper Preservation workshop held February 5th. More volunteers are needed to help reduce the accession processing backlog. The hope is that the process is not a 10 year process. A photo workshop is planned for June 2nd. Coming exhibits include the Chinese Zodiac, which Watkins bested K.U. to obtain. The first showing of the exhibit is private and being handled by the Taipei Government. Watkins plans a public showing in April. In March and April, the museum will display artwork from the schools in Eudora. Kerry’s report: receiving more and more items for accession. Needlework displays (samplers) are growing. She is working on a quilt display for a quilting convention in Kansas City. When we receive items that may not fit the Watkins exhibit guidelines, the accession committee reviews the items, and tries to help the donor find a suitable location for the item in the event that the committee determines that the item does not meet the museum guidelines or is a duplication (For example: the museum has twenty-five old typewriters and does not need more at this time unless they are truly unique. Phipps: The fire marshal found one violation and it was a faulty extension cord. Total violations were 3, which is a down from about 15 the previous year. The board retreat will show some of the problem areas in the archives. There are lots of upcoming events. There are signup sheets for events needing board presence. Plans are already being considered for 2006. 60% of our visitors are from out of state.

 

COMMITTEES REPORTS

 

The first reports will be due at the March meeting.

 

FILLING OPEN POSITIONS

 

There are two open positions. The board must keep in mind that the Derby position needs to be filled by someone who can act as an “apprentice treasurer.” Bill Myers has indicated an interest in being the apprentice treasurer, but he can not consider the position until August. Hill recommended Linda Hyler for one of the vacant positions. Linda is a computer guru and has been involved in the sister city project. The board does have the power to appoint someone to fill the vacancies at any time they occur. Motion was made to accept Linda Hyler to fill one vacant board position. The motion was seconded and passed by unanimous voice vote. Liz Ham might do for the fundraising position. Consideration of the fundraising position will be put off until next month. $25,000 was designated for the fundraising position. Dailey stressed that the fundraising position cannot be a volunteer position.

 

PHIL GODWIN AND JIM MARTIN FUNDRAISING STRATEGIES

 

Phil and Jim met with Rob Phillips. The fundraising strategies developed are contained on a sheet entitled Membership & Development Strategies (1/26/2005). Martin: Good fundraising is calculated for the long term and a considerable period of time. The best fundraising occurs with friends of donors who love the museum. A good fundraising effort assumes a life of its own. Donors must be cultivated in a robotic way, without appearing robotic. It works, but it takes money. The selling point is that the financial effort will benefit young folks and future museum members.  Phipps: Most local museums do not have professional fundraisers. Hill: We need to compare our visitation sign-in sheets with the membership list. The membership list needs to be mined for donors. Phipps: Our membership is inactive. The museum accepts their money and that is the extent of the involvement. We’ve got to do more. We are no longer able to advertise directly to teachers and students in order to increase student involvement. Dailey: Programs sell a museum. We need more membership benefits (perks). Waggoner: Caring for and learning from the museum are two different things when it comes to providing benefits and perks. Ideas: A museum visit entitles one to a free bus ride. Send invitations to exhibits. Hill offered to handle the antiques event in order to increase membership. Phipps thinks that bringing people in to share memories is important. He concern with any historic event is that it is accurate.

 

OTHER BUSINESS

 

a.       Douglas County Heritage Summit

                                                                           i.      Planning meeting

                                                                         ii.      Our board needs to be a leader in this endeavor

b.      Sign up Sheets

                                                                           i.      Need Saturday greeters and monitors for the lecture and humanities councils and the Chinese Zodiac exhibit.

c.       Sign up Sheets for events

                                                                           i.      (see b. above)

d.      Pass out board email addresses (done)

e.       Update – Stan Hernly (Stan absent)

f.        Museum Sign (Deferred until next meeting-Stan Hernly)

g.       Role of DCHS in local historical events

                                                                           i.      We seek to remain at the center of national heritage designation considerations, including the county seat and visitor center.

                                                                         ii.      Dailey: we need to plan an exhibit that feeds into the “Bleeding Kansas” ideas of the national heritage area.

                                                                        iii.      Local history teacher Paul Stuewe retired. We need to recruit him for a staff position if possible and draw upon his resources.

                                                                       iv.      A letter of support for the national heritage area designation would be helpful (Send to Denelle or Judy).

                                                                         v.      We need to invite Judy billing to a board meeting and thank her for her efforts in the quest for national designation.

                                                                      vi.      Motioned by Hill that the secretary send a letter of appreciation and invitation be sent to Billings. Motion seconded by Pillar and unanimously approved by voice vote. Further, letter shall state that Board Chairman Simmons will be in touch with Billings regarding her attendance and possible presentation at a board meeting.

 

UPCOMING BOARD MEETINGS

a.       Board retreat is February 26, from 10:00 A.M. to 2 P.M. Lunch will be arranged on the day of the retreat and shall be based on the respective whims of the board members.

b.      March 9, board development workshop. More information will be available in the future.

c.       March 15, administrative committee meeting. Will be held according to this revised schedule.

 

The next Board of Director’s meeting is Tuesday, March 29, 2005 from 5 – 7 P.M.

 

The meeting was adjourned at 6:42 P.M.

 

Respectfully submitted,

 

Napoleon Crews

Secretary