Meeting Minutes For 10-17-2011

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Miuntes:

El Paso De Robles Area Historical Society
Board of Directors Meeting
Monday, October 17, 2011

1. Call to order and roll call (attachment), Roll Call and Flag Salute

  • The meeting was called to order at the Virginia Peterson Research Room of the Carnegie Historic Library at 5:00 p.m. by President, Dennis Judd.
  • Those Present:
    • John Bertoni
    • June Bertoni
    • Ron Domingos
    • Sherry Golightly
    • Dennis Judd
    • Don McGeorge
    • Norma Moye
    • Grace Pucci
    • Neal Rambo
    • Pat Rambo
    • Margie Tuley
    • Vivian Van Horn

Action Items

2. Approval of minutes from meeting held September 14, 2011

  • Norma Moye moved to accept the minutes from September 14, 2011.
  • Grace Pucci seconded the motion. Motion Carried

3. Treasurer’s Report

  • In the absence of Fran Tognazzini, Grace Pucci presented Treasurer’s Report.
    • Don McGeorge motioned to accept the Treasurer’s Report as presented.
    • June Bertoni seconded the motion. Motion Carried

4. Insurance quote from Paso Robles Insurance to cover loaned display items.

  • The board agrees that insurance is needed to cover those items of value that are loaned to PRAHS for display.
  • John Bertoni will discuss insurance coverage with Ben Holsted at Paso Insurance.

5. Halloween BBQ

  • Sherry Golightly will shop Costco for necessary items.
  • Grace Pucci will ask Fran Tognazzini pull a cash box.
  • Volunteers should be available by 1:00 p.m. for set-up.

6. Change of Board Meeting Date

  • Several Board Members are unable to make the Wednesday meetings. For that reason, a change to the meeting day has been suggested. The proposed day and time is Monday, at 5:00 p.m.
    • By mutual consensus the board agreed to change the meeting day and time.

7. Charge for copying Historical Society/Archival/Research materials.

  • After discussion, by consensus the group agreed to charge members .15¢, non-members .25¢. There will be no charge for scanning and e-mailing copies. However donations are encouraged and appreciated.

8. Docent coverage for the Carnegie; change in days/hours

  • Due to loss of coverage, and the necessary absence of some of our regular staff, covering the customary six-day-a-week, 10:00 a.m. to 4:00 p.m. schedule is impossible. Saturday being the primary day that remains problematic. Bess Chundriek has agreed to serve as day manager on Saturday’s, but that leaves Monday’s without coverage. After discussion, the board agreed to close on Monday’s and Wednesdays and be open from 10:00 a.m. to 4:00 p.m. the remaining days of the week.
    • Grace Pucci motioned.
    • Ron Domingos seconded the motion. Motion Carried

9. Main Street Mixer on November 17th at 5:30 p.m. – Volunteers needed for food. Wine will be poured by Peachy Canyon.

  • Grace Pucci circulated a sign-up sheet for volunteers. More are needed.

10. Change of hours for Friday, November 25 (Light the Downtown)

  • Tabled

11. Holiday Displays – Member Participation

  • By consensus, the Board agreed that a card pertaining to the request for Christmas/Holiday Traditions and related items to be loaned to the PRAHS for display through the holiday season would be mailed out to the membership.

12. Decorating the Carnegie for the holidays/tree trimming on Friday, November 18, 2011.

  • After discussion it was decided that the PRAHS and Historic Carnegie Library will remain open during our regularly scheduled hours.

13. Christmas appreciation reception for docents – Friday, December 16th, 2011 at 5:30 p.m.

  • Sherry Golightly will approach the Paso Robles Culinary Academy to get a quote on the cost of having the event catered to include hors-de-oeuvres, a sheet cake and a small beverage set-up.

New Business – Discussion

  • It was brought to the Board’s attention that Forest Schmit, the gentleman who provides mules for the Street Car and pioneer parade hasn’t been paid for previous years. He did receive payment in the amount of $400.00, for providing the service for this year. However, he will be unable to provide these services in the future. We need to locate someone to provide this service for next year.
  • June Bertoni has copies of the Byrson-Hesperia Calendar and Cookbook. The Board agreed that these items were a good idea for sale in the gift shop.
  • Dennis Judd showed the group copies of cards and photos by Roger Burd. The Board agreed that these items were also good items to sale in the gift shop. Dennis Judd is to contact Mr. Burd with suggestions for cards/images to be sold.

14. Adjournment

  • In the absence of Recording Secretary, Wally Ohles, these minutes have been prepared and respectfully submitted by Sherry Golightly. The electronic record of these minutes, without attachments, will be retained by Sherry Golightly. A hard copy of these minutes, with attachments will be maintained in the appropriate file with the Historical Society records. Requests or suggestions for corrections or changes to the official minutes should be submitted to a member of the Executive Board and/or Sherry Golightly in a written format that bears the signature of the person submitting the request or suggestion. All changes are subject to the approval of the Board prior to their inclusion in the official minutes.