M.H. Community Historical Trust Board Meeting Minutes 9-1-2010

Mokelumne Hill Community Historical Trust Minutes
Wednesday, August 1, 2010
7:00pm – Mokelumne Hill Library

Directors Present: Kris Ford, James Aarons, Susan Komure, Charles Herndon, Lexie Cowgill, Julia Costello, Courtney McDermed

Directors Absent: Ed Cline, Michael Kriletich, John McDonagh, Fawn McLaughlin, Sally Tuttle (emeritus), MaryAnne Garamendi (emeritus)

Guests: Patty Yocom

Kris Ford called the meeting to order at 7:00pm.

Approval of Minutes from July 14, 2010:
A motion was made by Julia to approve the minutes from the May 19, 2010 meeting as written. 2nd by Lexie. Motion carried 7/0.

Officers Reports:

President – Kris Ford
Kris discussed preliminary work for the Turkey In A Barrel event. The date has been confirmed for Saturday, November, 20, 2010 in the Town Hall. Ed has taken care of the paper work for the liquor license. Susan and Ed will take care of the tickets. MaryAnne will run the kitchen. The price for attendees will stay the same. Charles remarked that although the cost of producing the event has increased w/o a price change, net profit for the event has also increased. He feels this is due to robust activity at the bar and with the silent auction. Ed and Kris will do publicity. Julia will do the banner. Lexie, Courtney and Sally will take care of decorations. Charles will do the cash box. Chris Peek will be contacted to organize the barrel roasting.

Secretary – James Aarons
James presented the new notebook for keeping minutes in the files at the library. There was discussion about historical Trust records. Board members will resource their personal files in an effort to piece back together as much of the Trust’s history as possible. Materials will be compiled and filed at the library.

Treasurer – Charles Herndon
Charles passed out the budget for 2010/11 fiscal year. Income and expenses, so far this year stand at $4516.01 expenses and$-3806.01 income. We are expected to catch up and exceed expenses again this year. Charles also passed out financial records from the Summer Arts Program. Julia requested that all meeting hand-outs be filed along with approved minutes in the file cabinet in the library.

Correspondence Secretary – Susan Komure
Susan had nothing to report for this month.

Committee Reports

Membership – Kris
Nothing to report.

Phone Book – Michael Kriletich
Michael reported via e-mail that the phone book is moving forward. He and Johnny Mac have discussed expanding/creating sponsors and ads. Susan and Sally are starting to think about the information for name entries. Michael has contacted the county to get names and addresses from election rolls and is also working to obtain names and addresses of everyone within the MH Fire Protection District. These lists will be merged to produce a new list.
There was discussion of using P.O. boxes and/or physical addresses. Kris expressed concern about publishing physical addresses w/o permission from individuals.

Website – James
Nothing to report.

Friends of the Library – Kris
Nothing to report. Next FOL meeting will be October 13th.

Scholarships – Kris Ford
Kris reported that the budget for scholarships will be increased for 2010/2011.

Summer Arts Camp – Lexie Cowgill
Lexie reported that the Summer Arts Camp had 68 enrolled students, 25 classes taking place over 5 weeks and an average of 22 students per class. The Friday evening music program averaged 50-55 people per concert. Art instruction was the most expensive component to the program but the music concerts generated more donations. There is a plan to increase the music budget in order to attract better music groups. There was a total of $1000 in donations with a total of expenses $2870.98

RIF/Book Program – Kris Ford
Nothing to report. The 2nd annual event remains TBA.

History Days – Kris Ford and Lexie Cowgill
MaryAnne will be contacted to be sure that the program is on schedule.
MH History Society – Julia Costello
Julia reported that all the photos have been scanned (over 1000 images) and that a searchable database is being created with headings including, photo, name, date, address, etc. Mary McNamera has volunteered to do data entry and Lexie has volunteered to create the database.

Veterans Memorial District – Patty Yocom
Patty reported that the heat/air for the Town Hall will be installed beginning September 8th and should be complete by the end of that week. Chris Neibur will do work in the basement of the hall – work not to exceed $2500 (money allotted annually to Vets by the Trust for emergencies and repairs). Pat McGreevy has awarded the Vets an additional $12,000 from Prop 40 funds to be used for paving the road up to Hobb’s Field. It is hoped that additional money will be made available in order to pave the parking lot as well. The Vets are accepting bids for the job. The Vets are working to obtain a 300’ fire hose spool and lock box for installation at Hobb’s Field which will be available for MediVac service. A C.H.I.P.S. crew has done extensive clean up work on all Vets property – work includes brush clearing, tree trimming , weed maintenance and trimming of blackberry canes. They worked for 5 days for a fee of $250.
Softball tournaments continue to be held at the field. An e. Clampus Vitus anniversary celebration will be held at Hobb’s Field on September 25th.
The Vets have tentatively approved playground equipment and plan to hire Ross Recreation to install swings, slides, tree fort, bobble riders, monkey bars, climbing wall, double swish slide and a fence.

Town Hall Restoration – Julia Costello
A draft of the historic study is complete and has been sent to CalTrans for review. Nothing else to report.

Main Street Lights – James Aarons
James reported for Fawn that white wire lights have been sourced and a list has been compiled to request donations from residents and business owners along Main Street to help fund the lighting project She expects that donations will fund at least 50% of the project. Julia moved to take $800 from emergency Donations to fund the Main Street Lights project. 2nd by Charles. Motion carried 7/0.

Scholarships – Courtney McDermed
Courtney shared thank you notes from awardees. 2011 scholarships will include 2 Garamendi awards and 4 MHCHT awards. Additional MHCHT money can be made available if there are enough award candidates.

New Business
Nothing to report.

Next Meeting: Novvember 3, 2010, 7pm in the MH Library.
Lexie moved to adjourn the meeting. 2nd by Courtney. Carried 7/0

Respectfully submitted by James Aarons