Mokelumne Hill Community Historical Trust Minutes
Wednesday, July 14, 2010
7:00pm – Mokelumne Hill Library
Directors Present: Ed Cline, Kris Ford, James Aarons, Michael Kriletich, Fawn McLaughlin, Julia Costello, Charles Herndon, Lexie Cowgill, Sally Tuttle (emeritus), MaryAnne Garamendi (emeritus)
Directors Absent: John McDonagh, Courtney McDermed, Susan Komure
Guests: Paula Leitzell, Bob Leitzell, Patty Yocom
Kris Ford called the meeting to order at 7:05pm.
Approval of Minutes from May 19, 2010:
A motion was made by Ed to approve the minutes from the May 19, 2010 meeting as written. 2nd by Fawn. Motion carried 8/0.
Officers Reports:
President – Kris Ford
Kris requested that Turkey In The Barrel be added to the agenda under Committee Reports for our next meeting.
Secretary – James Aarons
James reported that form 990 was filed for years 2006 - present with the assistance of Jill Jenkins. All papers to be delivered to Charles within 2 days of the Board meeting. The Statement of Information form was completed and filed with the Secretary of State. The printed stationery was presented to the Board for inspection.
Treasurer – Charles Herndon
Charles reported that the July 12 Budget Committee meeting approved a new budget of $12,720.00 for 2010-2011. The budget includes $6000 for the production of the new phone book.
Fawn suggested that the phone book budget be reduced to $5000 and that $1000 be added to the website budget in case of the ability to upgrade it.
Julia moved to approve the 2010-11 budget as amended. 2nd by Fawn. The budget carried 8/0.
Julia reminded the board that the Trust gives $2500/yr to the Vets for maintenance of the parks. The 2009-10 funding was not all spent and the remainder will be spent imminently.
MH Volunteer Fire Association – Lexie Cowgill
Lexie reported that the Fire Association has lost its non-profit status due to a paperwork error. It is considering an Octoberfest event and would like the Trust to partner with it.
Kris requested information on how the Fire Association would involve the Trust beyond using its non-profit status and requested a plan for the event.
Ed suggested that the Fire Association speak with the Vets and/or the Lions since sites for the event are Vet property.
Julia suggested that, since the Trust serves as an umbrella organization, the Fire Association might consider forming a committee within the Trust and become active members of the Trust.
Ed suggested calling a special meeting for the Fire Association to present its intentions for the event.
Committee Reports
Membership – Sally Tuttle
Sally reported that the Membership Committee met by phone and nominated officers as follows:
Ed Cline – President
Kris Ford – Vice President
James Aarons – Recording Secretary
Susan Komure – Corresponding Secretary
Charles Herndon – Treasurer
She reminded the board that new committee members are needed.
Lexie moved to accept the nominations as given. Fawn 2nd. Motion carried 8/0.
Ed presented Kris with a photo in thanks for her service as president.
Phone Book – Michael Kriletich
Michael reported that the committee met by e-mail.
Sally and Susan will work on name updates, changes, deaths, etc.
Julia will work on the history theme and include the Town Hall restoration project as a theme for the new book along with newly listed historic structures.
Johnny Mac and Michael will lead an ad sponsorship program to replace the purchased ad spots.
Mary McNamera and Janet Dock have volunteered to work on the phone book.
Sally requested that as much information as possible be listed in the book for each resident. Name, phone number, cell phone number, address, e-mail address.
Michael suggested that the book encompass residents within the MH Fire Protection District rather than the zip code 95245.
Website – Fawn McLaughlin
Fawn reported that she and James have been working with Sloane to review and update the website. A training session was held to assist people in registering, logging in and creating content. A guide sheet is available for anyone who would like to have a copy.
Friends of the Library – Sally Tuttle
The Friends of the Library met on 7-14-2010. The recent RIF event went well and thank you notes were received for it from children and staff from the Mokelumne Hill elementary school. Wireless service is now available in the library. More new shelves have been added to the front porch of the library. A movie program is being planned for the library and/or the park. A mural created by the Summer Arts Camp students was installed beneath the desk in the library. The FOL committee voted to have 2 RIF events annually instead of 1 with the additional event held in November or December. The additional event will be budgeted under Youth Activities in the amount of $250. FOL will also allocate $250 for the event.
Scholarships – Kris Ford
Kris reported that the budget for scholarships will be increased for 2010/2011.
Summer Arts Camp – Ed Cline
Lexie and Ed partnered to run the program. They estimated a doubling of students over the 2009 camp as well as a doubling of audience for the Friday music series. Enrollment throughout the program remained high with nearly 20 students per class. The program went over budget this year due to teachers accepting their fees.
History Days – MaryAnne Garamendi
MaryAnne requested help with fundraising for History Days:
Soliciting donors for food, funding and dry goods
Approaching Calaveras Historical Society for funding – Michael volunteered
Approaching CA Unified School District for funding
Person to update teacher booklet for History Days – Lexie volunteered
Kris requested that a copy of the Calaveras Foundation Grant proposal be filed with the Trust.
Turkey in a Barrel
TIB will be held November 20, 2010
MaryAnne will run the kitchen. A committee will be set up at the Trust’s next meeting.
MH History Society – Julia Costello
Julia reported that the History Society intern, Natalie, is scanning images and creating a data base. Printable files are being created so that originals can be kept safe. The dedication of Mary Wilburn History Garden was held June 5th and was well attended.
Veterans Memorial District – Patty Yocom
Patty reported that a decision was made not to upgrade the snack bar at the ball field. Instead, the funds will be used to install a water line for managing road dust and spigots in the parking area – budget: $15,000. Any excess funding will be used to upgrade bleachers. Angel Sheet Metal has been contracted to add heat and air conditioning to the Town Hall. Work is to be done in mid August. Dick and Sally Tuttle donated $50,000, plus $200/month for maintenance, for the creation of a playground behind the Library with the stipulation that swings and a slide be included. The Vets will cover the cost of Liability Insurance. Benches in the Town Hall have been repaired and painted, locks repaired and replaced. Cost was $2069, funded with the $2200 balance from 2010/11. The Town Hall restoration project is progressing with handicap entrance upgrade and front of building restoration including original portico and arch details. An unofficial preference for a door/window combination for the handicap entrance was made by the Board.
Main Street Lights – Fawn McLaughlin
Fawn reported that small, white-only lights were preferred by the Board. She will speak with Main Street merchants for approval and participation. Cost is estimated at $400, not including lights for the Town Hall.
New Business
Kris requested help with Camp Out for Cancer between July and September.
Next Meeting
September 1, 2010. Meetings will be regularly scheduled for the first Wednesday of every other month from now on.
Michael made a motion to adjourn. Kris 2nd. Motion carried 8/0.
Respectfully submitted by James Aarons
