Meeting Minutes For 3-9-2011

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Minutes:

1. Call to order and roll call (attachment)
The meeting was called to order at the Virginia Peterson Research Room of the Carnegie Historic Library at 5:37 p.m. by President, Dennis Judd.

Those Present:
Dennis Judd Grace Pucci Nancy Tweedie
Wally Ohles Vivian Van Horn Fran Tognazzini
John Bertoni Ron Domingos Sherry Golightly
Norma Moye Gene Rauch Michele Judd Coreen Strosser

2. Pledge of Allegiance

New Business

3. Approval of minutes from meeting held February 9, 2011 (attachment)
Norma Moye moved to accept the minutes from February 9, 2011.
Grace Pucci seconded the motion. Motion Carried

4. Treasurer’s Report (attachment)
Treasurer’s report was presented by Fran Tognazzini.
Grace Pucci moved to accept the Treasurer’s Report.
Sherry Golightly seconded the motion. Motion Carried

Action Item from Feb. 9, 2011 Meeting:
Nancy Tweedie reported her findings regarding the telephone service provider and the internet service provider for the PRAHS. After reviewing the information, a change to current services received will result in a $27.00 per month saving to the PRAHS.

5. Amgen Tour of California will be in Paso Robles on May 19, 2011 and the Paso Robles Art Festival will be in the Paso Robles City Park on May 28, 2011.
Discussion: As to whether or not the Historical Society will remain open during these events. Further discussion occurred regarding whether or not the Historical Society should close on the Friday before the Wine Festival.
Sherry Golightly moved to remain open for our regular business hours during the Art Festival and the Amgen Tour and to close the Friday and Saturday of the Wine Festival but to open during normal hours on the Sunday following the Wine Festival.
Grace Pucci seconded the motion. Motion Carried
Discussion: Last year some of the performers at the Art Festival used the Carnegie to dress for their performance and did not leave until well after our normal time of closing.
It was decided by unanimous agreement that Festival coordinators, should they ask to used the Carnegie Historic Library, will be informed that the Historical Society closes at 4:00 p.m., and that we will close at that time in order to accommodate the needs of our staff.

6. Website
Cameron Munroe owns the domain name for the Paso Robles Historical Society, at a cost of $20.00 per year. He was the one who originally established the web page. However while he doesn’t want to continue on as the webmaster, he is willing to train others to perform the task.
Sherry Golightly has volunteered to accept the task. However, it was agreed that other volunteers should also be identified in order to avoid the possibility of lapse or loss of internet support.

7. Scheduling of Programs
(See minutes from the Feb. 9, 2011 meeting also.) The group agreed that a committee should be convened to plan events. Events and Planning Committee members include (*indicates chair):
Ron Domingos Sherry Golightly *Dennis Judd
Wally Ohles Grace Pucci Coreen Strosser Nancy Tweedie

8. Gift Shop Committee

a. The group agreed that there is a need to expand the collection of books that we offer for sale to the public and that we also need to seek alternative means of storing and displaying the books that we offer.
Michele Judd suggested that we look on-line at places like Storage Solutions for storage and display ideas/options.
Fran Tognazzini also suggested that Craigslist might have display and storage options.
Nancy Tweedie will call the Central Coast Woodcrafters to research possible display options and report back to the board

b. After further discussion the group also agreed that we need to expand the inventory of general sales merchandise offered for sale in the gift shop.
Possible suggested sale items include mugs, bookmarks, magnets, key chains and decorative tiles with some items bearing the image of the Carnegie Historic Library.

c. The group felt that a committee should be formed to identify inventory for sale and to provide general oversight of the gift shop. The group also agreed that June Bertoni should be asked to chair the committee.
Volunteers to serve on the committee are:
Dennis Judd Wally Ohles Grace Pucci
and possibly Suzanne Robitaille (as suggested by Norma Moye)

9. Board and Docent Training
A need for docent training on certain processes has been identified. Bess Chunderlik will conduct training on the cash register and credit card machine for small groups. Dates for such training will be determined later.
It was agreed that Dennis Judd, Grace Pucci and Nancy Tweedie would identify possible areas for training opportunities. They will also review and update the docent handbook.
There was discussion regarding the need for Board training. The group agreed that there was a need for such training, specifically around federal and state statutory requirements for 501.c(3) as pertains to both nonprofit organizations and nonprofit boards of directors.
It was decided that Sherry Golightly, Dennis Judd and Grace Pucci would develop a handbook for the board of directors as well as a training plan and schedule.

10. CalWORKS Volunteers
Dennis Judd was contacted by the Cuesta College CalWORKS Volunteer coordinator regarding volunteer opportunities available within the Paso Robles Area Historical Society for CalWORKS participants. In the past this venture has been somewhat problematic.
After discussion, the group agreed that such opportunities would be made available on the contingency that the PRAHS have the right to refuse candidates who were unsuited to the mission and work of the organization and to specify the need for a time commitment on the part of the individual. The group further agreed that in return for successful performance and completion, the president of the organization would write a letter of recommendation for eligible candidates.

Discussion Items

11. Signage Committee Report
Grace Pucci discussed the findings of the Banner Committee after their first meeting.
Banners would be placed in the large cement pots located on the front steps of the Carnegie Historic Library.
Discussion ensued pertaining to the need for an additional banner at the back of the building and a new lightweight sandwich board.
It was agreed that the committee would successfully address the banners for the front first and that the banner for the back and sandwich board would be addressed at a later date.

12. Donation and Donation Log
Michele Judd proposed that a log book be kept of area businesses that had been solicited for donations in order to avoid duplication of efforts and replication of requests.
It was agreed that a log book would be developed and kept and that it would contain copies of receipts given to donors. Sherry Golightly will develop the Donation Request and Receipts log.
Further discussion was held regarding the need to document incoming and outgoing correspondence. The log for these activities will be developed by Vivian Van Horn.

13. Status Report for April 10th Potluck
Michele Judd has the door prize items well in hand. Nancy Tweedie has contacted the appropriate people and has confirmed the availability of the Paso Robles Senior Center. Additionally, the Belva Lockwood performance is being coordinated.

14. Water Leak at the Carnegie
John Bertoni reported that the leak had been repaired and that the current situation was the result of insufficient repair of the prior leak. No fee will be assessed for the current repair. Additionally, since the City of Paso Robles dealt with the prior repair, they would deal with the subsequent issue that resulted from the faulty repair.

15. Membership Survey
The group agreed that there was a need for a membership survey as part of the legal requirements for nonprofit organizations to operate under an annual budget and strategic plan.
The group further agreed that a committee should be formed to develop the survey. The committee members are:
Sherry Golightly Dennis Judd Grace Pucci
Coreen Strosser Suzanne Robitaille (as suggested by Norma Moye)

16. Royalty Dinner Meeting – March 13th, 4:00 p.m. at the Carnegie
Norma Moye reported that she had spoken to the owners of the Park Ballroom and learned that its maximum occupancy is 180 people. Therefore, it is too small for our needs. She is still waiting to hear from the Paso Robles Inn. More details will be available after the full Royalty Dinner Committee meeting mentioned above.

17. Adjournment
A list of action items, derived from the contents of these minutes is attached.
At the request 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.