HomeMy WebLinkAboutJuly 19 2012 EFOSM minutesExergy Friends EFSM Minutes: July 19, 2012
The meeting was called to order at approximately 3pm by President Andy Epple.
The following persons were in attendance: Andy Epple, Corky Brittain, Mara-Gai Katz, Claire Carkulis, Julie Hitchcock, Jim Webster, Kaaren Jacobson, Jack Davant, Elizabeth Darrow, Peter
Bogy, Elizabeth Darrow.
The minutes of the July 5, 2012 meeting were approved. Motion by Jack Davant, seconded by Elizabeth Darrow.
The treasurer’s report was given by Jack Davant. There were no changes reported since the last meeting. The only check written was to Stiles Landscaping. Motion to accept by Corky
Brittain, seconded by Elizabeth Darrow.
Old Business: There were seven items as noted below
1) Status of Closing: Corky Brittain reporting
Corky reported that James Carkulis e-mailed on Monday that he expected to be able to close later this week, but it might be the first week of August.
Corky reported the above to Chris Kukulski, City Manager, who then inquired about the progress of the section 12 requirements.
Anna Rosenberry, City Finance Director has met with the EFSM accountant, Tiffany Hansen, and they have worked out a two part agreement re. section 12.
a letter from Exergy committing to restoration of the 2nd and 3rd floor of the Mansion along with evidence of ability to pay for such. This letter will be written by EFSM and Corky
has a draft completed.
evidence of financial capacity. EFSM accountant has sent the City Manager financial information demonstrating ability to finance 2nd and 3rd floor restoration.
Jack Davant inquired whether there would be line of credit language in the letter of commitment. Peter said no it would not be in the letter but the $50,000 will be there.
Status of Insurance…the nature of our coverage during the transition: Peter Bogy reporting
In the interim (between now and closing) EFSM will be added to an existing Exergy policy
On the day of closing we will have a business policy that covers all liability. We will also have additional certificate for insurance for the Sweet Pea
Liability will cover us wherever we might be and includes the parkland.
Jack Davant reported that our Worker’s Comp policy costs in the vicinity of $400 and suggested that perhaps we might add this to our overall policy. Peter will talk to Fred Thomas,
Western States Insurance, about this.
Sweet Pea: Claire Carkulis reporting
Andy Epple attended the Health Depart training and reports that what we will need is a bleach bucket and rag hand to wipe things down periodically to prevent the spread of any bacteria.
We need a bottle of hand sanitizer available. And those of us who had training last year are good for this year.
Bogy volunteered to get the bleach solution and bucket
Much discussion ensued re the location of the tent. By the end of the meeting John Stiles had found it in the basement
Much discussion re where to stage the event as there is a wedding at the Mansion on the Friday. Jim Webster volunteered the DA Davidson parking lot. Staging will begin on Thursday
evening at said parking lot at 6pm.
Garden cart. Andy will bring a garden cart and a cooler.
Stock tub. We will ask DeDe Taylor for the big tub that we used last year.
Electrical cords. Elizabeth, Jack, and Andy will provide.
Tables. We will use the tables from here.
Truck. We will use Jack’s truck.
The sign. Jack, John, and Andy will rig the sign.
Fan. Peter will bring.
Canvas Story Banner. Claire will call Signarama and check the cost & feasibility of providing in time for the Sweet Pea. If they cannot do it or it is too costly, Claire & John will
check with MSU to see if they can do it.
It was decided that we would sell only water and cracker jacks.
It was decided that we purchase 500 bottles of water and 500 cracker jacks. Peter reported that water at Costco is 20 cents apiece. He will check on cracker jack prices.
Story Under the Stars: Reported by Peter Bogy
400 posters are being made that will be put up downtown
Meta has finished an ad for the newspaper
There is a problem with Disney re. the showing of the Horse Whisperer. Peter and Ron Gompertz will sort this out.
A list of past sponsors was circulated to see if any of us could help with particular sponsors. Peter and Claire will be approaching sponsors. If a sponsor contributes $1000 they will
be noted on the posters. If they contribute less than $1000 they will be noted in the program.
Corky will fire off a letter to Robert Redford to see if he might like to come up for The Horse Whisperer.
Landscaping: Reported by John Stiles
Sod will be finished tomorrow.
Weeds will be pulled and spot weed control will be used on lawn.
Re irrigation there are a couple of problematic areas that will be taken care of soon.
Dead heading…Shelly Engler of Cashman’s will meet with John.
John has been looking at various kinds of fake turf that we might want to put under tents and on walk ways. It was decided not to move on this for the time being. Wait and see if we
need it.
Dana, Lawn Rain Sprinkler Systems, will come out when the tent stakes are driven in for the July 28 wedding to make sure the irrigation lines aren’t damaged.
In the future 40 by 60 tents will not be allowed.
Some of the crab trees aren’t doing too well and some may have to be replaced. They are warranted.
Historic sign was pulled out. Sid, City Facilities, will replace it and sturdy up the base.
Corky Brittain indicated that Greg Sullivan, City Attorney, had expressed a concern that city staff had abdicated their responsibility of the Park. John reported that both Sid and Tom
White have been working with him and reported no problems.
Marketing Committee (attended by Elizabeth, Jane and Julie): Reported by Elizabeth Darrow
Two newspaper ads are being planned
Summer at the Story. A copy of this ad was provided by Elizabeth. It will run on Wednesay August 1 and Friday August 3.
An announcement will be run once we close on the sale. This will be a letter to the community. This is yet to be completed.
Meta Newhouse has put forth an idea re. membership. Instead of selling memberships in the EFSM perhaps we should have an annual fundraiser instead.
Peter Bogy and Julie Hitchcock noted that instead of members people could become Friends of the Story and would receive some benefit from that. It was noted that there should be a distinction
between donors and corporate membership. We want donors not corporate members.
Julie Hitchcock noted that how we market membership depends on the IRS designation.
New Business
The Next Meeting will be held on August 2, two weeks from today at 3pm at DA Davidson (520 East Main next to Music Villa).Chris Kukulski, City Manager, has complained to Andy that there
have been times when we have held meetings here at The Story when rentals have been booked. Andy assured him this would not happen again and reminded all of us that we needed to contact
Doreen at the city prior to using The Story.
Bogy possible to assume the executive director position. Julie reported that she could not pass up this unexpected opportunity of out of state consulting. But that she did not want
to step away from The Story entirely and would provide some services. Peter proposes considering hiring Julie’s consultant company as a business consultant as we move forward, until
we get an executive director. It was suggested that Julie would develop a job description, define the selection process, and assist in the recruitment; subject to board approval.
The search committee will meet tomorrow afternoon to start laying out a plan and two weeks from now the plan will be presented at the board meeting. Jack observed that we need to lay
out exactly what we would be paying for; what she would be doing in a paid capacity versus volunteering. Andy then asked Julie to come up with a plan for what she will be doing in
a paid capacity. Jack noted that we must clarify any responsibilities with the By-Laws to make sure we were on solid ground. Peter Bogy responded that she would be a committee member
and not a board member so hiring would not be a problem. Jack responded that we have to look at that to be sure we are in sinc with the By-Laws. Julie indicated she will have a proposal
for professional services out by tomorrow afternoon and can get it to board members. There was unanimous approval of hiring Julie through her consulting company until an executive
director is obtained.
The meeting was adjourned at 5pm.
Submitted by Kaaren Jacobson