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08-31-09 WHPS MinMINUTES OF THE WESTLAKE HISTORICAL PRESERVATION ,SOCIETY BOARD MEETING August 31, 2009 PRESENT: President Sharon Sanden, Board Members: Stephen Thornton, Jack Wiesman, Karen Stoltenberg and Kristi Layton ABSENT: Heidi Kloempken OTHERS PRESENT: Joyce Roach 1. CALL TO ORDER President Sanden called the meeting to order at 10:12 a.m. 2. CONSIDER APPROVAL OF MINUTES FROM JUNE 8, 2009 MEETING MOTION: Member Thornton made a motion to approve the meeting minutes. Member Wiesman seconded, the motion carried, and the minutes were approved. 3. TREASURER'S REPORT Member Layton presented the Treasurer's Report, which indicated a loss of $23,329.56 on the financial statement, and a negative balance of $21,851.07 on deposit. Member Layton recapped the summary of revenues and expenditures to date for Fiscal Year 2009. Member Layton discussed that she would address the negative balance, the result of the final payment for the history book, with Debbie Piper to inquire whether or not the Town would be depositing the $30K advance that they agreed to into the WHPS account to put our account back into positive status. Westlake Historical Preservation Society October 27, 2008 Page 2 of 3 Member Layton showed that the museum and office expenses had been separated per Member Thornton's request. MOTION; Member Thornton made a motion to approve the financial report, and Member Wiesman seconded, the motion carried, and the report was approved. 4. MUSEUM DISCUSSION Member Layton reported that there will be a need to vacate the space that the museum currently occupies, as well as relocate the history books. A new tenant will be moving in this Fall, and construction should start within the month. Member Layton said that Maguire Partners will allow the museum to be relocated to another space within the retail area, a space that was previously occupied by an insurance company. Member Layton discussed the possibility of moving the books to the space next to the insurance space, which is the Maguire Partners marketing space, but she stated she will need to confirm that. Member Layton will keep the WHPS board notified as to when the construction will start. 5. ANNUAL MEETING DISCUSSION President Sanden requested that everyone begin thinking of possible recipients of the various awards to be presented at the annual meeting. President Sanden stated that she would soon be meeting with Mayor Wheat regarding a fall book presentation event, and the possibility of the combination of the annual meeting with such an event. The board discussed possible venues for the annual meeting, and a description of each of the awards was discussed as follows: • Citizen of the Heart - given to someone that is not a Westlake citizen • Citizen of the Year — given to a Westlake resident • Cross Timbers Award — possible historian that has contributed significantly to local history (not necessarily given every year) 5. HISTORY SOON DISCUSSION Earlier discussions involved whether or not we wanted to set up a table/booth at Grandparents' Day or Arbor Day. Member Stoltenberg was going to check on the Possibility of Grandparent's Day at WLA. No conclusion was reached regarding Arbor Day, but it was agreed that we should take every opportunity to promote the history book. Westlake Historical Preservation Society October 27, 2008 Page 3 of 3 Joyce Roach gave a brief explanation as to the completion of the history book and the continued efforts to sell books thru a variety of sources, including the corporate presentations in the area. Joyce praised President Sanden's hard work and dedication to the WHPS and to the promotion and delivery of the history book. Joyce told us that several people wanted credit for photos used in the book. This has been handled by Joyce. 6. OTHER DISCUSSIONS Joyce Roach discussed that it might be better to hold a separate museum meeting at another time, especially when we may have more information as to the new location by then. President Sanden discussed website for WHPS and possible links to other historical societies, museums, conservation groups, etc... President Sanden gave the board members some homework: (1)suggest candidates for awards at annual meeting, (2)think about the website, (3)think about membership drive for 2010, and (4)begin thinking about next year's decoration day. President Sanden proposed that our meetings always be held on the last Monday of each month at 1:30 pm. Board agreed this would be the best time for the majority. President Sanden stated that she was able to get the Town to agree to the number of members on the board to be 7, therefore, reducing the number necessary for a quorum to 5. 7. ADJOURNMENT MOTION: Member Layton motioned to adjourn. Member Wiesman seconded, the motion carried, and the meeting adjourned at 12:05 p.m. f V50 �n LA