WPT Board Meeting Minutes--- March 26, 2014

WPT Board Meeting

March 26, 2014

General Store

President Schrader called the meeting to order.

Roll Call

Present: S. Schrader Pres., R. Prickett, Secretary, P. Detrick Treasurer, T. Gordon, J. Felt,

             J. Macechak, L. German, P. Connelly, J. Joyce,  M. Ehlenfeldt,

             P. Connell, , L. German, S. Phillips Exe Dir

Absent: C. Lipsack, Joe Darlington, Bob Cottrell AEA Representative

Secretaries Report submitted by R. Prickett

Motion to approve February 2014 Minutes made by Jeff Macechak, Seconded by Perdita Connelly and approved unanimously with corrections. John Joyce and Mark Ehlenfeldt  Paul Detrick abstained

Treasurer's Report submitted and presented by P. Detrick

reported that a loan was made from the BR&R account because the Trust had not received anticipated grant money.

J. Joyce compared the two investment presentations made by J. Kallelis (Vanguard) and Gary from Wells Fargo.

Paul suggested that the money go into a Blue Chip Mutual Fund because they do not go down as much as the stock market can and they tend to give dividends, they are not so volatile.

Paul said he would speak with Gary from Wells Fargo and John Kallelis.

S. Schrader suggested that the Trust invest the money in $50,000 increments and keep $50,000 in the bank.

T. Gordon said that mutual funds had check writing options

R.Pricket asked for an explanation of how, why and how much money was transferred from the BR&R account into the Operating Budget? J. Joyce said that $7,000 was transferred. R. Prickett asked if there was a vote or who gave the authorization to do that? J. Joyce said that it should be done by a vote. He said he was "asked over the phone but it should be done by a vote." S. Schrader said that since it was urgent she presented it to the Finance Committee Joe, Paul and herself and Sue. J. Joyce said it should be voted on even though it has already been done. R. Prickett asked if there should be a policy to cover something like this in the future? J.Joyce stressed that this is a loan and that ten years ago $10,000 was loaned to the General Budget and it was never returned.

S.Schrader asked if Suningive's heating could be a BR&R expense? J.Joyce said it was supposed to be an operational expense and that the Board had this discussion when the office was moved from the General Store to Suningive. J. Joyce said that the best way to handle this was to get some insulation people in and we will have to go through HPO to find out what they will allow. He said he would rather pump BR&R money into the building rather than the operational expenses.

Motion made by John Joyce to Authorize a loan from the BR&R account to the operational budget pending the arrival of the NJH Commission grant, Seconded by Jeff Macechak and Unanimously approved by attending members.

P. Detrick continued his presentation on February financials reports and asked if anyone had questions about the Profit and Loss statement, check register or any other aspect of his report.

J. Joyce said he would call SHPO and ask what they are generally receptive to and then go from there.

Motion made by John Joyce to approve the Treasure's Report, Seconded by Janet Felt and Unanimously approved by attending board members.

Executive Directors Report, submitted and reviewed by S. Phillips

Mentioned the men in white suits that participated in a drill in the village. L. Germann called and told them that they needed a Special Events Permit to conduct their drill.

M. Ehlendfeldt asked about the $4,000 grant awarded to WPT for the BBF Stage and summer concert series. S.Phillips said that the Freeholders will not continue to fund the BBF but will fund projects that support Whitesbog including fixing the stage and funding musical groups. Several Board members cautioned the Executive Director to be sure that the commitment to the Freeholders is not going to require an excessive amount of her time.

Building and Grounds Report presented by John Joyce

reported that HPO approved the application he submitted to elevate the brick walkway at Suningive before we reconstruct it. We have a price on this. It will be elevated about 6". Hope to start that project in April. M. Ehlendfeldt brought up the need to re-point brickson the front porch of Suningive. J. Joyce mentioned the foundation of 24. He also mentioned that part of the restored walkway at Suningive has sank. R. Prickett inquired about whether the contractor that did the previous work was going to do the current work? J. Joyce said it was and would cost $6,200. R.Prickett said he thinks we need another quote and that we should not rely on one person and Dave Egan has worked here before. J. Joyce said he would be happy to call Dave. R. Prickett asked about what would be in the contract and that the Board should see it and approve it. T.Gordon said it was standard practice to ask for more then one bidder. R. Prickett said there should be three. J.Joyce said because the contractors that do a lot of our work have submitted bids that are consistently lower than other contractor they have stopped submitting bids. L. Germann said that you could call a contractor and if you don't get a response from them that can be considered you third bid.

Update on vintage Refrigeration unit from General Store 

The President called on R.Prickett to give an update on the refrigerators.  About a week after the last Board meeting I met with J. Darlington at the Barrel Factory to see the units and discuss  different scenarios. Joe is very interested in storing these units. I said that we do need more storage and that I would research some options. I found that we could purchase a storage unit 20 feet long for $1,700 plus a $500 delivery charge, renting would be around $1,000 a year. That was the first thing I did to address the President's request regarding the units. Then I visited the Barrel Factory a second time to evaluate the ADA access route. First I observed that the foundation in the backroom was concrete not like the older section which was brick. I then jumped up and down in the back room of the barrel factory and the floor did not move. I took a picture of the route and you could probably play marbles on the floor because it is so level. I noticed there was one board you could trip on that was a repair that should be planned down to avoid tripping. S. Phillips said that Brenda placed the board there because the refrigerators had damaged it. R. Prickett said he did not think that was from the refrigerators and that a lot of the boards had been replaced as a result of dropping heavy objects on the floor. He said he saw a hole under one of the refrigerators where they may have dropped it and it broke the floor board, probably thirty years ago. He then said the ADA route is clear except for two cabinets against the wall and a cart of chairs. The flooring is relatively smooth. He also said that the front room of the barrel factory where people visit was less stable and gave a bit when he jumped up and down. He also said that the ADA route EXIT sign was missing and cautioned that it was a violation especially if the public used the building. S. Schrader said a safety violation. R. Prickett The back room is 23 1/2' by 23 1/2' which is 525 square feet in area. He passed around a picture of the General Store that included a Breyer's Ice Cream and Deli sign displayed on the front porch which showed the relationship between the units and the store. He also said there was a pile of long grass there that was dry as can be, its like tinder. T. Gordon said that should not be there. S. Phillips said she had spoken to PINES last year about it because it was a fire hazard. L. Germann said a temporary structure could be built outside to house these items because it is a fire hazard. R. Prickett also said the blue curtain dividing the room maybe fire resistant and there is also material above the door and that there is a lot of stuff behind the blue curtain blocking the circuit breakers . He said that all that stuff occupies 23% of the backroom and that the refrigeration units occupy 15% of the backroom. The one unit I advocated for at the last meeting takes up 5%. That is the most historic one by C.V. Hill which is a deli case. T. Gordon asked how it could be used if it was left in the room. R. Prickett said it could serve as a display, the doors could come off, if you bought deli meats before they usually have the deli cases decorated with maybe some fake bologna which they would have had in the village. He also said that food was served in the back room with the Legislative luncheon and that the display case would make an interesting display. Perhaps E. Vivian had intended to use that building as a dinning hall and use the refrigerators. J. Joyce said it was never used as a kitchen. R. Prickett talked about using the space as a gallery and said there would be a cost of removing the units and storing them. T. Gordon said that was a no answer. He suggested that the ice house could be used to house a unit because it is related and that there is plenty of room there. He thought we could work in collaboration with John if the door was wide enough. S. Schrader asked if the units could be stored at B.T. Byrne. L. Germann said a shipping container could be stored at the New Lisbon shop we could find a spot. R. Prickett said that if they go into storage we are never going to see them again. J. Joyce said unless they are stored here yes.

R. Prickett said they have been in the back room for thirty years and you can't see them because of everything else is there. T. Gordon expressed concern about the lack of the exit sign the blocking of the circuit box and the flammable materials. M. Ehlenfeldt said he agreed that the backroom needed to be cleaned up but until we truly have a vision on how much use that room is going to get, if everything else get cleaned up I don't see an eminent crisis  in leaving those units in the back. Unless we know exactly what we are going to do. S. Phillips said one of the things that have come up between Brenda and her tours in October and BCC and the children's program they don't have space. They want to clean up the space so children can meet there. R. Prickett who is they? We have not heard from PINEs on this. When I first heard about this last summer they were going to tear the units up and throw them outside and that is what got me going. I was told I could rebuild them when they were outside. As soon as I heard that I was afraid they could have refrigerants in their, CFCs and their is Federal regulations. S. Phillips said this all started with finding more capacity for the Legislative luncheon the food was going into a tent or the back room. She said Al reported that the floor needed to be repaired and that the refrigerators were too heavy for the floor. T.Gordon said the back room had been used for storage and I agree with Joe, we use it for the Christmas Party and  asked if it was going to be a permanent event for the Darlington's or something? S. Phillips said she wants to have 50 people in the front for her bus trips, which she encouraged because they made money in the store. She said it would have been $4,000 less without that. T. Gordon said they do a lot of work here too! S. Phillips said PINEs too, they bring in 6,000 kids. L. Germann said the state does not have a problem with Brenda coming in and having tours because it benefits you. But as far as changes to the building this group manages the buildings and the objects inside the buildings. Any major changes other then basic structure has to be approved by the State. PINEs or the Darlington's can't just say we are going to make changes to the building. R.Prickett asked if they were going to open up the door way they would need to get some kind of permit to do that? L. Germann said the Board would have to approve that first and then it would come to me depending on what the State said with major construction like that. T. Gordon asked about how many units could stay in the room without usurping the space? R. Prickett responded by saying he had measured the units and that they took up 15% of the room. The one I have advocated for the oldest one that goes along the wall was for the delicatessen. It was made by C.V. Hill and insulated with cork, I think it could be a nice show piece. Has anyone been down to see these units. P. Detrick said they have been there forever, do we have a vision, do we intend to do something with them some day? I do not see a reason store anything forever. R. Prickett said he was not advocating storing he wanted a display case. P. Detrick said if we are going to fix them up for display fantastic. T.Gordon suggested that we display a unit in the ice house and investigate whether it would fit through the door. J. Joyce said Chris Bethman should be called to tell us what he knows about the units. He said that for interpretive purposes that would be a great idea but that would not be the place to put that freezer, if it came from the General Store that would be the best place to display it. The ice house should still be discussed and go in the ice house if  another appropriate spot can't be found. Somebody thought it could be fixed and used. Two things, how many people know how to fix and the old units and they use up a ton of electricity. It is not a good idea to pay for storage of the units. Either we find a place here or we scrap the units they probably have a decent scrap value. I really want to move those things out of there. Leah is absolutely correct in saying the other people can not drive our agenda. L. Germann said there has been so much discussion about this I just wanted make sure you guys do what ever you guys decided. J. Joyce said he agreed but when we decide that PINEs has a valuable mission that very much goes hand in hand with what the Trust does, same with J.J. White with cranberry tours and that they bring in people that buy from the store. Don't take the windows out because they are for that building. I would love to see it cleaned out because when we run any kind of event especially food events, I know we do not have a kitchen there yet but there is still outlets there for food warmers and you can have sterno heaters. Joe Darlington is willing to take them out of here and place them where we want them, here maybe, the ice house maybe or stick them in the old shed over there for two months. He is willing take them out of here with his people and his expense, they weigh a ton.  He is willing to take a part the wall, repair the wall, repair the holes in the floor, install the EXIT sign remove exposed insulation. This is a pretty nice offer, we do not have to take him up on everything. S. Schrader said Joe said they have to be moved by the 15th of April he can not do anything after that because that is when his growing season is. R. Prickett said that our mission is to protect the historic things here and the second is to protect the environment. I think we are required to recycle the refrigerants to protect the environment. When I heard they were going to be torn apart I contacted a company to find out about refrigerant removal. I wanted to avoid us from a potential federal fine. I think that is a responsibility we need to take. I could say I will pay for this and others can say they will pay for that, but that brings an ethics situation in. When people are going to put money into this it influences opinions especially if they are going to vote. I think we need to consider as a Trust paying to recycle the refrigerants. These units are State property and they are not the property of Whitesbog and the State has a policy on disposing of their property. L. Germann said that after the Trust decides on what to do with the units those not wanted would have to come back to the New Lisbon shop and she would then figure out what to do with them.

Motion made by John Joyce for Rick to call his connection and the Trust have the professionals come in and drain the coolant systems. T. Gordon said they can't get at them. J. Joyce added- pending cleanup for accessibility I move that we bring in the professionals to properly drain the coolant systems, Mark Ehlendfeldt seconded the motion.

P. Detrick asked if it was a BR&R expense and J. Joyce said it was.

 

Policy and Personnel Committee Report presented by S. Schrader

1. Schedule for Board Meeting dates, place and time was introduced to the Board.

2. Code of Ethics Policy

Motion made by John Joyce to adopt the presented Whitesbog Code of Ethics, Seconded by Paul Detrick

Discussion on changing Mission Statement from " Whitesbog Preservation Trust Mission is to protect and enhance its historic village to interpret the White family legacy and to inspire audiences of all ages to experience the past innovations, present circumstances and future possibilities of the cranberry and blueberry culture."

we would like to change it to  

"Whitesbog Preservation Trust's Mission is to protect and to enhance historic Whitesbog Village, to interpret the White Family legacy and to inspire audiences of all ages, to experience the past innovations, present circumstances and future possibilities of cranberry and blueberry culture."

Janet Felt discussed the latest changes in the proposed Whitesbog Code of Ethics

and Unanimously approved by attending board members.

3. Mission Statement

Motion made by John Joyce to amend the Mission Statement, Seconded by Ted Gordon and then Paul Detrick made a motion to amend the Motion to "The Mission of Whitesbog Preservation Trust, seconded by John Joyce and then Unanimously approved by Board Members in attendance.

4. Board Contract modification S. Schrader " a board member is required to attend 5 scheduled meetings a year, if a board member does not come to a meeting call the President who will then call the Secretary" "You can't have more then 5 unexcused absences." Board Contract needs to have membership dues requirement. S. Schrader then read the current Board Contract.

5. Term Limit Discussion

S. Schrader discussed the handout on term limits for board members. Drawing straws or placing names in a hat as a  mechanism to assign terms was discussed. Dividing people into three categories, 4 people each is illustrated in the chart, First four names get a 3 year term, 2nd group will have 2 year terms, 3rd group 1 year term.

P. Detrick we are trying to have staggered terms is that right? So it is only the first term that is going to be 3,2 and 1 years, after that they are all 3 years?

S. Schrader replied yes! We want the people that go off the board to be on an advisory committee so we do not lose anybody.

J. Joyce said that if someone does not get a vote they are less likely to come to a meeting.

J. Macechak does that mean they come to these meetings or they go to their own meetings? S. Schrader said she thought they came to these meetings. J. Macechak said it was optional too.

R. Prickett asked can they speak at these meetings? S. Schrader expressed that they could.

P. Detrick said the public could speak at the meetings so the advisors could too. R. Prickett asked if they would sit with the board and ask questions or would they be given a certain time to speak? S. Schrader said that would be up to the board.

M. Ehlenfeldt asked a if a term was two years and expressed confusion with the last part of the chart.

S. Phillips said the one fly in the ointment is our chart will actually start in 2005 you can't say you were born today. You were reported on a 990 form everybody. J. Joyce said you have to kick out all the old people. S. Phillips said you are trying to erase and your 990s are filed, everybody being a board member. You have to start from when you were on the board. You have to be honest. You can start the limits but you can't define your term as beginning now. You are all under federal records. You can say you are going to end. You can't say you are just starting your term now. Because I have been reporting to everybody, you are in all the audits, all the 990s as board members. You are initiating limits, you can establish the end of your terms but you can't say you begin your term this year. J. Felt you are saying we all have to resign and start over again. S. Phillips said you have to keep the year you started then you institute term limits. P. Detrick asked if Exec could provide starting times of all board members. She said she could.

M. Ehlenfeldt said with three year terms you are going to go off the board for three years. S. Schrader disagreed, it staggers. M. Ehlenfeldt then you only have to be off one?  P. Detrick you have to individualize what 4 are going to be off a year from now, 2 years from now and 3 years from now. S. Schrader said our committee will do that. S. Phillips said its the institution of the limit.

P. Detrick asked if we were freezing it at 12 members. S. Schrader said we are thinking about going up to 15. J. Macechak said he thought it should be 15 you want to have a good pool of members. S. Schrader said you want to have an odd number. P. Detrick asked if new members would be put into one of the groups. S. Schrader said the committee will go back to the planning committee.

Sign Update L. Germann

10 signs for Whitesbog still on list, funding is in question.

Ginette from PINEs emailed her about a dead tree in the power lines. Power company will come in and trim it so we can cut it down.

ORFO and donation box Discussion

Mark Ehlenfeldt reminded the Board of an event that he would like to see held at Whitesbog Village on June 26th from 11:30 A.M. to 1:30 P.M.  120 people would be in attendance and would require table and chairs to eat their lunches. They would be making a donation and buying mementos from the General Store.

Meeting Adjournment

Motion made by John Joyce to Adjourn the meeting Seconded by Ted Gordon and Unanimously approved by Board Members present.

Approved April 27, 2014