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IERHS Meeting Minutes for MARCH 6, 2007
Meeting began 6:58 PM.
SECRETARY’S REPORT: Secretary’s report was read, seconded, approved and passed with no corrections.
TREASURER’S REPORT: Treasurer’s report was read, seconded, approved and passed, Wayne noted he is going to create a form for using when making deposits and collecting money to note whether the money collected is taxable or non taxable. It will assist in securing our tax exempt status as well as preventing us from paying sales taxes on items we sell that should be non taxable. The question was raised about the money in the Reardan account being dedicated to only one certain project. Dale reported it was a mix of dues and donations and has no dedicated project. Dale stated we need to consider separating museum building projects and rail equipment display projects to make it easier to get grants. Bill needs to send Dale a letter requesting grants so that Dale can respond back to us and to foreword it to the E.D.C. counsel. Wayne reported an audit should be performed each time there is a change of treasurer’s. One cost he gathered for an audit would be around $10,000. It was then suggested to hire a bookkeeper to look over the books if needed. Wayne talked to an accountant and was told daily purchase receipts only need to be kept for 7 years except for the purchase of a building. Wayne has storage for 10 years worth of records, but there seems to be no reason to keep them any longer. Unless there is someone that is interested in the old cash receipts, Wayne will sort them, making sure there is no correspondence that is needed and will properly dispose of them.
OFF BUDGET ITEMS FOR APPROVAL: Gene found some long bolts and copperized joint bars that we need as track material. Mike noted we needed to purchase more cups as items for resale. A motion was made to purchase the track materials and 36 more cups. The motion was seconded, approved, and passed. Stan is reworking the seats at the lunch counter on the U.P. diner. He needs to take one seat apart for a pattern. He needs approximately $200 to purchase material and he will donate the labor. Thank you Stan. There was a motion to allow up to $200 for materials needed to rework the seats in the U.P. diner. The motion was seconded, approved and passed.
COORESPONDENCE: Kathy McMorris is funding a workshop for grants writing and how to collect information for grants. Bill is shopping for cheaper liability and vehicle insurance coverage with Canfield and Associates. There has been no response from WATCO on switch placement or collection required agreements. There has been no new information on the La Farge plant from Washington D.O.T.
MEMBERSHIP RENEWALS: Dale is working hard on this matter and has sent the check off to Nationals. Wayne will improve tracking of incoming checks for donations and memberships better and will work to get the information to Dale.
EQUIPMENT STATUS: GMC truck No. 2 needs a tune up.
ACTIVITY REPORTS: TRAIN SWAP MEET: Income was good with $800 and change brought in. A wide variety of items were sold and business was steady all day. The next location is March 18at Pullman where we have 2 tables reserved.
FAIRGROUNDS: A pleasant phone call with Dolly Hughes allowed us to inform her that we are waiting on WATCO before we can progress further. She was just checking in with us.
COMMITTEE REPORTS: REARDAN: There is an option to use inmate labor for $350 a day to assists us around the Reardan site for driving spikes and other heavy work.
HISTORIAN REPORT: Nothing new at this time.
STATUS OF MONEY RAISING: Bill is talking to Wheatland Bank. Bill is hoping to get in touch with Mary Hollis about getting some grants for us. Bill is still hoping to get some money out of Avista. Donna reported the downtown library has great information on getting grants.
OLD BUSINESS: WATCO: Bill has all of the information on the study regarding WATCO and WSDOT. The line will go out to bid on 31 May 2007.
NEW BUSINESS: Wayne presented the organization an idea in which the Avista Museum is interested in a book about the Washington Water Power from the early 1900’s that we have in our collection. They seem willing to pay us $1,000 for the book to add to their collection, as it is an original. They also seem willing to make a copy of the book to give to us for out collection. Wayne will gather more information and report back to the organization.
A question was brought up about a lifetime membership for Warren Gardner. It was brought up that he might already be a lifetime member. There seems to be no record of other lifetime members and maybe we need a system to record them. We don’t want to leave others out. It was discussed that we may want to present a plaque to lifetime members.
There was discussion about a specific T-shirt color that represented members as well as providing discounts for members. Mike demonstrated 4 colors of shirts. It was discussed that we sell T-shirts to members for $7 and to non-members for $15. There was discussion those members who are working at shows and sales wear their member shirts or jackets. It was suggested to have 2 price lists, one for members and one for non-members showing the discount. There was a motion to offer a discount up to 20% off T-shirts, cups, pins, and other related club items, but not to printed books and Montana Daylight items where we are already offering them at rock bottom prices. The motion was seconded, approved and passed.
NEW MEETING PLACE: There was discussion for a new meeting place. Perkins at Division and Central will guarantee us a banquet room for the rest of the year on Tuesday nights. Frontier West at Division and Mansfield was suggested, but not guaranteed at this time. Frontier West won a hand count vote as the place members want to meet. Al will check and report to Dale before the Sidetrack is printed if Frontier West will guaranteed us the use of the room for the rest of the year. It was noted that the location we choose would have to remain the same location for the next 3 months so those members can be updated in the Sidetrack.
Motion to adjourn 8:32 PM.
Wayne Shaw, Secretary