MINUTES of the Douglas County Historical Society Board of Directors
September 26, 2006
The Board met at the Museum beginning at 5 PM. Present were: B. Springer, G. Smith, R. King, President C. Sibley, W. Myers, J. Simmons, W. Winkler (recording), Ralph King, J. Martin, L. Hyler, P. Humphrey, and B. Waggoner. Von Achen, Dailey, and Piller were absent.
Also present were presenters Carol Nalbandian, John Coffman and two assistants, some KU museum studies students, and Curator Kerry Lippincott.
The August Minutes were approved.
The first item of business was a presentation and discussion of the condition of the Watkins Museum slate roof and the need for repair. The original roof is nearing the end of its useful life, and sustained damage in last spring's hail storm. John Coffman of TCI Contracting, Bonner Springs, wishes to bid on roof replacement. He gave us a detailed explanation of what he would do with what materials, amounting to an informative, illustrated lecture. Coffman showed samples of three kinds of slate, and had determined where the original slate for the roof was purchased (the quarry is still functioning, and replacement slate would be purchased from the same quarry). His presentation included photographs of the roof from the ground and from a nearby building, showing where cracks and chips had occurred. The preliminary analysis is that approximately 1/3 of the roof slate needs to be replaced. The slate pieces are attached to a wooden frame using copper nails in holes that are pre-drilled in the slate shingles. Because he inspected the roof and is also a claims specialist, Coffman believes he can provide an original-quality repair using a mixture of new slate and old paid for by our insurance, minus a $500 deductible (some of the original materials are still in excellent condition would be reused). The roofing repair would include adding a water resistant asphalt underlayment to prevent future leaks. Coffman will prepare an estimate, communicate with the insurance company (Amco Insurance Company, Allied Insurance), and get the paperwork completed prior to the expiration of the six-month period we have to file a claim (which is almost up). TCI is experienced with the special slate required. With the understanding that our total costs will be the $500 deductible, the Board authorized Coffman to assist Museum Director Phipps to file an insurance claim for a new Museum slate roof. Hyler made the motion, Humphrey seconded. Hyler also suggested that we consider selling the damaged slate shingles as a fundraiser.
The Board recognizes that it has responsibility for strategically planning
for the future. The Douglas County Commission set aside funds for a Board
Planning Day, and approved paying Carol Nalbandian, an independent consultant
experienced with local and other Kansas nonprofits, to guide our deliberations
on Saturday, January 20, probably at Lecompton City Hall, from 9-2 with lunch.
Nalbandian works primarily with city and county governments, especially in
the Kansas City metro area, but also has experience with non-profit organizations.
Nalbandian gave a presentation on how she would guide our strategic planning
for the next five to 10 years, and help the board find agreement upon a general
direction. She plans to emphasize our core values, use present documents,
and community relationships. Nalbandian distributed handouts describing her
methods. We need to arrive at consensus, not majority rule, and involve staff
and dedicated volunteers in this retreat.
Treasurer's Report-Glee Smith provided a written report which he discussed. He cautioned that we may be out of funds before the end of 2006. Among other things, Rebecca will be asked to choose items to cut or postpone, and we will leave until 2007 plans for a new outdoor sign. We are facing a considerable budget shortfall before the year is over.
Annual Meeting-Carmela announced that the Administrative Committee has decided that this year the Annual Meeting of the Douglas County Historical Society will be a wine and cheese event at the Museum, because the costs of a dinner at the Eldridge Hotel are too high. The event will take place on 14 November. A minor art auction is being considered.
Nominating Committee-The nominating committee will consist of Carmela Sibley, Glee Smith, Phillis Tiffany, Linda Hyler and Pat Kohler. The nominating committee will select a slate of candidates for Historical Society Board, which members of the Society will elect.
Respectfully submitted,
William Winkler
John Simmons made many useful comments on these Minutes.
NOTE: Next meeting, October 24, 5 PM, at the Museum. Kerry scheduled a behind-the-scenes
tour of the Museum for those signed up on October 7. I had an excellent tour
of the nooks and crannies of the many attic stories and storage and how environmental
conditions are monitored.