December 4, 2013

Whitesbog Preservation Trust

December 4, 2013 --Board Minutes

1. Roll Call Present S. Schrader, Pres., J, Joyce 1st VP, J. Darlington, 2nd VP

P. Detrick Trea., R.Prickett Secretary, T. Gordon, J. Felt, J. Macechak, M. Ehlenfeldt, L.Germann , S. Phillips, Exec Dir.

2. Presentation by Gary Kennedy Wells Fargo Investment Officer who presented a Growth & Income Portfolio for the Board to consider as a investment instrument for the $250,000 donated to WPT for village preservation purposes.

3. Secretaries Report- submitted by R. Prickett

November minutes reviewed by the Board. P. Detrick made a motion to approve the November 2013 minutes and T. Gordon seconded his motion. The minutes were approved unanimously by the Board.

4. Closed Session -- Executive Director's 2013 Performance Review

The following motion made in closed session was read into the record:

J. Joyce made a motion to authorized the Board President to offer the Executive Director a contract for 2014 and J. Macechak seconded his motion. The Board unanimously approved the motion with R. Prickett abstaining. R. Prickett said his reason for abstaining was because he felt voting should be conducted in open session. 

5. Finance Report submitted by P. Detrick, Treasurer

R. Prickett asked about the $850.00 petty cash check on the check roster. Exec Director explained that it was for the start up cost for the Blueberry Bake Off Event bake goods. J. Felt asked about the two Comcast bills, Exec Dir explained that she was attempting with the help of J.J. White Inc. to reduce these cost which are for internet access. J. Joyce remarked that administration should avoid writing petty cash on a check when ever possible and specifically identify the checks purpose.

R. Pricket made a motion to approve the November 2013 Finance Report and J. Darlington seconded his motion. The report was approved unanimously by the Board.

6. Discussion and approval of proposed Archives Policy

R. Prickett expressed his interest in objects such as the refrigerators found in the barrel factory, the spray vehicle by the old greenhouse,  the C.V. Hill refrigeration unit in the store basement and the old display cases from the general store be included and given status in the collections policy. He expressed that WPT may not own the objects but they are a part of the lease and we have a responsibility to protect them and use them to interpret Whitesbog history. The objects are owned by the State who has its own de-accession policy for selling or recycling unneeded property. A discussion ensued regarding the providence of the objects. T. Gordon expressed his opinion that the Board get involved in determining whether to de-access certain objects found in the barrel warehouse.  J. Joyce said that if we can connect items to Whitesbog no matter in what condition we should do our best to keep the objects. J. Joyce said that the recommendation would come from the committee for the Board to make the final determination.

J. Joyce made a motion to table the policy until the next meeting and until Rick, Albertine, Ted and whoever come to a consensus. R. Prickett seconded the motion. The motion was unanimously approved by the Board.

7. Review of the 2014 Budget, approval scheduled for the January 2014 Meeting.

  R. Prickett inquired about number on pg 2 that he thought was in excess of $100,000 that should be checked. Exec Director said that the final 2013 numbers will not be available until January 2014 in order to complete the 2014 Operations Budget.

8. Discussion of a proposal to include WPT's management of Whitesbog Village on the New Jersey State Park Sign located at the entrance of the park.

L. Germann asked about where the sign would go and what it would say and said it was possible. J. Joyce said he did not what the sign to be garish. R. Prickett asked L. Germann  described how the State Park personnel construct signs. The President asked if there were any objects and there were none. L. Germann said that if it was a basic sign park personnel could do it. L.Germann clarified that the sign would be placed under the sign at the entrance to the village. L. Germann said she would report back at the next meeting. R.Prickett mentioned the round signs the Rotary places around town and wondered if we should do the same thing. Exec Dir said that if we could use directional signs it would help to decrease the number of people getting lost. L. Germann said the State was working on some directional signage and would look into the same for Whitesbog Village, she said she would report on progress at the next meeting. She also inquired about locations and the number of directional signs needed.

9. President's update on the StEPs program with emphasis on Governance and Ethics  Policy which will be formulated at the January Meeting. Proposed MissionStatement feedback ongoing.

The President discussed the reaction of attendees at the StEPs workshop to the proposed Mission Statement. The workshop speaker also commented on the deficiencies with the current one. The President said that we need to have another meeting to do some more work on the Mission Statement.

L. Germann discussed State Park Capitol Projects with a priority of repaving the entrance road and wanted any other suggestions.

J. Darlington as Parking Committee Chairman tried to coordinate a meeting date.

10. Buildings Report - J. Joyce Chairman submitted and presented his report.

       J. Joyce reviewed the Buildings Budget for 2014 which was $72,900.00. R. Prickett made a motion to approve the Building Budget for 2014 and P. Detrick seconded the motion. The motion was approved unanimously by Board members.

11. Board questions and comments on submitted reports and other topics.

The Board discussed the investment possibilities presented by J. Kalalis and Gary Kennedy. A discussion ensued regarding how monies earned from Nora's gift could be spent. P. Detrick said he would be hesitant taking any of the money, that grant money or income and using it for other than what it was given to us for. J. Joyce expressed agreement with P. Detrick's statement.. Discussion on how rental money could be used took place and that Board members should read the lease to obtain a definitive answer. J. Joyce asked the Board to give considerable thought to whether we should leave Nora's money in the bank or invest it in one of the other financial instruments presented to the Board and make a decision at the January Meeting.

12. Adjournment

T. Gordon made a motion to adjourn and L. Germann  seconded his motion. The Board unanimously approved the motion.