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10-26-09 WHPS MinMINUTES OF THE WESTLAKE HISTORICAL PRESERVATION SOCIETY BOARD MEETING October 26, 2009 PRESENT: President Sharon Sanden, Board Members: Stephen Thornton, Jack Wiesman, Karen Stoltenberg and Kristi Layton ABSENT: Heidi Kloempken OTHERS PRESENT: CALL TO ORDER President Sanden called the meeting to order at 1:40 a.m. 2. CONSIDER APPROVAL OF MINUTES FROM SEPTEMER 28, 2009 MEETING MOTION: Member Stoltenberg 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 recapped the summary of revenues and expenditures to date for Fiscal Year 2009. Discussed negative balance, and how all of the funds from membership and book sales went to the payments to publisher for book. Town of WL did loan us $30K to pay for the book, but did not transfer those funds onto the WHPS budget. All future book sales will go to pay the town back. There was a discussion of the books purchased before and during the event at Mayor Wheat's home, and that some will be donated to WLA by those that had already purchased books. Westlake Historical Preservation Society October 27, 2008 Page 2 of 3 President Sanden to report to all board members the additional funds collected at the event that are not reflected on the financials. MOTION: Member Thornton made a motion to approve the financial report, and Member Stoltenberg seconded, the motion carried, and the report was approved. 4. ANNUAL MEETING DISCUSSION Member Thornton inquired about whether or not a separate annual meeting would be held in 2009. President Sanden said that Mayor Wheat wanted that event to be about the book launch, but that since we did not plan to have an annual meeting this year, we would present just one award to the Westlake Firefighters Members discussed that having an annual meeting at this late date would not be practical, but that next year, a smaller, less expensive annual meeting might be better. Member Thornton inquired as to how the firefighters were selected for the award. President Sanden and Member Stoltenberg remember it being voted on prior to the minutes being taken at the September meeting. 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 amival 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) 6. OTHER DISCUSSIONS Discussed ideas for Decoration Day. We need a chairman and a sponsor. Westlake Historical Preservation Society October 27, 2008 7 Page 3 of 3 President Sanden said we would probably try to grow the parade. President Sanden to talk to area military about a possibly "fly -by" on that day. President Sanden discussed the possibility of a community -wide barn dance, possibly partnering with the Public Arts Society, and possibly in early spring. President Sanden discussed a future WHPS website, and asked for ideas. She said the Town has been very willing to help with this endeavor. ADJOURNMENT MOTION: Member Layton motioned to adjourn. Member Stoltenberg seconded, the motion carried, and the meeting adjourned at 2:30 p.m. t Li J ,vV "l 4A�.,