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ALLIANCE AREA PRESERVATION SOCIETY

Minutes of the Board Meeting - June 10, 2002

In attendance: Evelyn Brown, Beth Gray, Jesse Harry, Maryjo Hepler, Robb Hyde, Virginia Proctor, Pat Sacha, Gordon Harrison, Frank Barrett, Kay Brown, and Ginny Daniel

The Board of Trustees of the Haines House Underground Railroad Project met at 7:00 p.m. at the Haines House.

Treasurer's Report -

Our income for the month included: $2,000 - Morris Family Foundation; $5,000 - Greater Alliance Foundation, Inc.; $2,000 - Grove Family Foundation; $60 - memberships; $225 - presentations; $20 - bookmarks; and $30.00 - donations for a total of $9,335.00. Our expenses included: $298.36 - house payment; $64.56 - water bill and repair of meter; $31.52 - Ohio Edison; $50.00 - IRS Form 990; and $10.44 - gloves for a total of $454.88. The balance in the treasury is $12,625.11.

President's Report -

Robb reported that he is extremely happy to have Jesse on our team in light of the tremendous amount of work that was done June 6th by the Americorps team. Thanks to Jesse and a day of rain we were able to benefit from their elbow grease and enthusiasm.

Americorps Team -

On Thursday, June 6, we were fortunate to have a rainy day so that we could benefit from the Americorps team's visit to the city to work on Rural Opportunities outdoor projects. They tore out the baseboard heating system throughout the house and cleaned out the basement. Ten young people each worked 8 hours to assist us. A thank you note was signed by all present at tonight's meeting and will be sent to them in Washington, D.C.

Fundraising -

Jesse has tentatively scheduled us to have a melon booth (cantaloupe, watermelon and honeydew) at the Rib Burn-Off during Carnation Days. The determining factor will be whether we can get enough volunteers to work the booth. The cost would be $50.00. The topic was tabled until our June 24th meeting.

Pat reported that the Calendar Committee has filled in celebrities for all 18 months. She reported on two estimates she had received for 500 and 1000 copies. G&S Printing estimated $4.44 per calendar for printing of 1000 copies. We are considering selling them for $12.00 each, but that will be definitely determined at a later date. We will have them to sell at Carnation Days and at various places around Alliance. Suggestions for promoting the calendar: 1) an article for the paper with one of the pictures; orders could be placed before printing; 2) Mark & Kyle to advertise it on 1310; 3) booth at MUC Lakes Art Show if permitted and if calendar is finished in time for that date; 4) autograph signing session held at the house with refreshments. Pat predicts $4,700.00 in costs. Pat moved that we set aside that amount (but try to make arrangements to pay in increments as we sell), Beth seconded the motion and all were in favor.

Education Committee -

Martha presented a program at Christ United Methodist Church and received a $200 donation. Maryjo has taken a class through the house and Robb took a garden club through.

Renovation Committee -

1) Boyd & Hawkins will correct gutters, downspouts and flashing and put a rubber roof on the porch for $3,500.00. Gordon said he has two Habitat carpenters available who are willing to take the ceiling off the second floor porch area to see what condition the roof supports are in. He will have them do that before we have a rubber roof put on. Maryjo moved and Gordon seconded that we put aside $3,500 for this project. All were in favor.

White Refrigeration gave us an estimate for $8,100 to replace the heating system and add air conditioning. That estimate is $2,000 less than an estimate we received to repair the existing system plus it adds air conditioning. We need to put in a stairway to the attic so they can install part of the system there and so that it can be accessed to change filters. Maryjo and Robb will write a grant to cover this expense.

The committee decided to table Elizabeth Murphy's proposal for a Master Plan since the cost was $8,300.00 and they felt that she would just be researching a lot of information that we already know. We may use her at a later date when we do not know how to proceed.

Items that need attention this summer include chimneys, soffets and facia, exterior trim needs to be repaired and painted.

The old heating system and west bathroom were torn out with the help of the Americorps team. We will sell the copper and iron piping as scrap and also sell the tub and countertop.

There is a new sink in the east bathroom and hot water in the kitchen although pressure is low. Gordon suggested that the filters at the end of the faucets may need to be cleaned out.

The Grant Room (upstairs front east bedroom) will be the first room to be restored. We need to scrape and paint woodwork, caulk the windows, and refinish the floor.

The committee would like to see a volunteer coordinator put in place immediately so that we can have more people at our work sessions.

Other business -

1) Jesse would like to see us set up an endowment fund so that people who wish to donate to our cause have options. Only the income from an endowment fund can be used - the principal remains invested. He suggested we turn over any endowment funds we receive to the Greater Alliance Foundation, Inc. who would invest the money for us and handle all the paperwork. It would be good if we had some written information about it that we could pass out so that people know that the fund exists. Jesse moved and Frank seconded a motion to set up an endowment fund. All were in favor. Gordon will talk to Mike Ogline of the Foundation about how to set it up.

2) Evelyn invited us to come to a play she is presenting at New Zion Baptist Church on the 15th at 4:00 p.m. and also asked if we were interested in participating in the Martin Luther King Parade on the 22nd at 1:00 p.m. there was a feeling it would be a good opportunity to get out name in front of people. Beth will look into getting a horse and carriage that we could use to add some historical flavor.

3) McQuilkin Lumber Co. donated several sheets of plywood to us - Gordon asked that we support them whenever we need building supplies.

4) Frank informed us that Walmart will match up to $2,000 in profits for area 501(c)(3) organization's projects as part of their effort to support the communities where they have stores - he suggested Pat contact them about our calendar project. They usually only do one per organization per year, but Frank thinks they may do two if they are done by different committees (e.g. Rib Burn-Off melon booth project).

5) Ginny suggested we try having an evening work session since so many people are unable to come on Saturday mornings. We will try meeting the first and third Monday evenings from 6:30 to 9:00 and the first and third Saturdays from 9:00 - 12:00.

6) Jesse said Maxine would be willing to be a co-chairman of the volunteer coordinator's committee. He suggested Evelyn and Virginia might help. Both were agreeable. Robb will reformat our volunteer list so that the job title is at the top of the page with all people who are willing to perform that skill listed below. Maryjo will give the committee a list of the jobs that need to be done at the next work session and a list of materials workers should bring (or in some cases, our treasury will provide the materials). The callers can then divide up the list however they wish. Hopefully, this method of personal contact will provide us with more workers and with more people outside of the Board who are interested in seeing the house renovations become a reality.

7) Beth mentioned she was at the Habitat Dinner and Auction last Saturday and David Johnson, owner of the Spread Eagle, mentioned that he restores homes using items from period homes that are being torn down. She suggested he might be a good contact person for both information on how to do some things with our house as well as maybe for funding. It was suggested that she contact him and set up a time when several of our board members could talk with him.

8) Ginny will contact Jeff Hartzell who is in charge of Carnation Days in the Park to see if we can get a table at no charge or for a small charge this year.

9) Our next Board meeting will be June 24th at 7:00 p.m. at the House.

10) Virginia moved to adjourn and Beth seconded the motion. All were in favor. The meeting was adjourned at 9:00 p.m.

Respectfully submitted,

Ginny Daniel, Secretary

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