October 2013

Whitesbog Preservation Trust – Board of Trustees

Meeting Minutes     October, 2013

General Store Meeting Room

Trustees Present - S. Schrader, Pres., P. Detrick,Treas., R. Prickett, Sec., J. Joyce, V.P., B. Cottrell, T. Gordon, J. Macechak, Janet Felts ,T. Darlington and S. Phillips Executive Director              

Trustees Absent - L. Germann , M. Ehlenfeldt, 2nd V.P., P. Connelly, C. Lipsack,

Secretaries Report - submitted by R. Prickett

T. Gordon made a motion to approve the September 2013 minutes and J. Felt seconded his motion. The minutes were approved unanimously with corrections.

Finance Report - presented by P. Detrick, Treasurer

The following reports for September were reviewed:

1.

Balance Sheet 2.Profit & Loss Report 3. Check Ledgers for Operations and Building and Grounds  4. Profit & Loss by Class

The ED reported on the updated rental data for the May report. The ED also presented and discussed the Whitesbog General Ledger Report and focused on the redacted General Ledger Report as a document that is beneficial in preparing the 2014 Budget.

The Treasurer reviewed the 2012 Independent Auditor’s Report and answered several routine questions asked by R. Prickett.

J. Joyce made a motion to approve the September 2013 Treasurer’s Report and J. Macechak seconded his motion. The Treasurer’s Report was approved unanimously.

S. Schrader reported that a financial advisor would attend the next meeting to review WPT investment options.

Executive Director’s Report – S. Phillips

Requested Board members to submit Volunteer hours  

Reviewed the October ED Report which contained the following:

1. Meetings and On-site Activities 2. Development Activities 3. Upcoming October Activities 4. 3rdQuarter General Store Staffing 5. Volunteer Hours

Reported that the State auditors came to Whitesbog to inventory property owned by the State of New Jersey

R. Prickett asked the ED for an update on Disaster Planning.  The ED mentioned that Craig Augustoni , Emergency Management Coordinator for Pemberton Township was going to provide her with a list names of people to coordinate with at the Joint base. ED said she would update the Board during subsequent meetings.

Reported on the success and difficulties of the blueberry bakeoff event which was sponsored by the Women’s Advisory Council

The ED and President discussed the origin and planning for the event.

R. Prickett asked why since the Trust was not being financially compensated the organization did not come to the WPT Board with a proposal and for an approval?

J. Joyce expressed his opinion on saying NO! Nicely, to organizers of events that are not significantly beneficial to the Trust.

T. Gordon expressed his opinion that the ED should be focused on fund raising and that the Board should be responsible for events. The ED said that organizing events are in her job description.

The Board continued to discuss the pros and cons of the Blueberry Bakeoff and how we could do it better next year. An emphasis was made on initiating any event planning with the Trust’s criteria and that the final proposal for an event should go before the WPT Board for their consideration and approval.

STePs Program UPDATE – S. Schrader presented the new Mission Statement developed by the Committee established at the last meeting.

The Current Mission Statement and then the Proposed Mission statement were read aloud and then S. Schrader asked the Board to consider approving the new one.

T. Gordon wondered what was lacking in the original statement which he considered more definitive and that the proposed statement was more nebulous.

ED said the State Historic Commission in a recent rejection letter said our Mission Statement was deficient.

J. Joyce said he thought the proposed mission statement was an abomination, the old one is twenty times better that that one. If we have to change it for the State Historic Commission we need to but I think the new one is an abomination.

J. Macechak said the statement does not say what we are doing but what we already are.

ED stated the criteria for a mission statement: Who we are? What we do? Who we do it for? and What is our expected outcome? The ED then referred to the BCHS Mission Statement by saying that it contained all of those elements.

J. Macechak said the BCHS mission statement was a product of consultants and then read the BCHS Mission Statement.

P. Detrick suggested that the original mission statement should be polished and contain the answers to the questions being asked

The Board continued to review and discuss the proposed mission statement.

J. Darlington said we have to try to get an answer to whether we need an advertizing byline or a “here is definitely what we do”.

T. Gordon said we need some help on developing the new mission statement.

P. Detrick said the phrases are ok but the mission statement needs to have specifics.

S. Schrader than said she would send the proposed mission statement out to the STePs program coordinator to Tim Hardt from Tucketon Seaport and others.

Board agreed to review the proposed mission statement and provide suggestions at the next meeting.

Education and Interpretation Committee – submitted and presented by T. Gordon

Discussed the agricultural museum progress and that the storage trailer was going to be removed.

Invited Board members to attend a presentation where Albertine will speak about ECW at the next E & I Meeting.

ED Presented the Collections Management Policy  developed by Albertine and asked that Board members review it and prepare suggestions for the next meeting so that it can be on the agenda for discussion and approval at the next meeting.

Living History Report submitted and presented by J. Macechak

He described the living history events such as the luncheon at Suningive that took place since the last meeting.

Membership Committee  - presented by J. Streiter

Membership appeal letters went out to about 437 people and 115 people have sent in their checks totaling $5,625. There are 44 individuals, 29 family, 26 supporters, 12 Patrons and 4 Sponsors.  No changes made to benefits letter. Deb Hartshorn is coming in to learn the membership data base and Thank You notes should be completed by tomorrow.

Building  Report submitted and presented  by J. Joyce

Numerous projects were described including repairing the Substation porch floor boards.

Rotting window sills in the seasonal workers cottage next to the substation and a leak in the roof of the barrel warehouse were mentioned.

General Store Report presented by the ED

Discussed the hours the store has been open, staffing and the resignation of Stephen Young.

TD BANK discussion by ED

R. Prickett said that he would visit TD bank and investigate and correct if possible the signature card dilemma.

President’s Comments

1.

Reviewed subcommittee membership

2.

ED evaluation for all Board members to complete and submit to the Personnel, Ethics and Policy Committee

3.

New Board member suggestions were made, need names by the January meeting

4.

Suggested meeting every other month. R. Prickett expressed concern with losing continuity with the STePs program, J. Macechak agreed, J. Joyce requested that a way is found to shorten the meetings, 2 ½ hours is too much. S. Schrader requested from the Board ways in which we could reduce the time spent in Board Meetings. R. Prickett said that we need a real Agenda so we know the “heads up” before the meeting. J. Joyce added that Board members need the material a week before so they are prepared to go once at the meeting. S. Schrader said that she will implement the suggestion for the next meeting.

Adjournment

R. Prickett made a motion to adjourn the October 2013 Board meeting, J. Joyce seconded his motion, the Board unanimously voted to adjourn the meeting.