Karen Peters called the meeting to order at 7:04 PM and called for the secretaryís report. The minutes for October 19 were corrected for a spelling error. Steve Connor offered a motion to accept the minutes as corrected and Bob Cressey seconded. The motion carried unanimously.
Bob gave the treasurerís report. Our bank balance is $3,202.96. In the last month we had deposits in the amount of $355 plus a $2 bank error adjustment. One check for $37 was written for postage. Steve introduced a motion to accept the Treasurerís report and it was seconded by Nancy Cressey. All voted in favor.
Karen advised that she had put out several communications received during the month on the table for our perusal. From now on, in an effort to streamline our meetings we will not discuss communications unless they contain information pertinent to our immediate business. Steve mentioned that he had visited the Willsboro Heritage Society and picked up a copy of their membership brochure which he showed to us. Willsboro originally covered an immense area, including what is now Wilmington, so there is some shared history. As a result of his visit, Steve got a lead on a possible future speaker, Dave Glenn, and he also said that Ron Bruno of the Willsboro Heritage Society has offered to give us an old diary which describes Wilmingtonís early days that he found in a house which was being demolished.
One communication that did require our attention was an appeal from the Upstate History Alliance for extra financial support in addition to our annual dues. The consensus was that given our current financial status we will not contribute beyond our $50 annual membership dues.
Karen reported for the Library, Museum and Historic Sites Committee. She and Merri Peck met on Thursday, November 12, and did some sorting and organizing of materials.
Karen reported for the Publications and Programs Committee that there is nothing new to report. We are presently following up on a couple of speakers for future programs.
Nancy reported for the Membership and Nominations Committee that we had no new memberships during the previous month. We discussed possible dates for meeting to create our new membership flyer and selected Tuesday, December 6th. We will meet at Karenís house at 6:30 PM.
Karen reported that the Whiteface Visitorís Bureau (WVB) is looking at the possibility of again becoming a chamber of commerce to create a more cohesive and inclusive business community. If this is done there would be a name change. The WVB has sent mailings to numerous colleges in New York and adjacent states to promote Whiteface College Ski Week January 8-12.
The Haselton Cemetery Sign has been completed. Nancy and Bob presented a thank you letter that they received from Mr. Haselton for their efforts and those of other WHS members on the cemetery project. Karen advised that she sent a thank you to Charlie Haselton along with photos of the sign. At Mr. Haseltonís request Karen contacted Lee Manchester of The Lake Placid News to suggest that he write an article about the project. Mr. Manchester has spoken to Steve Connor about the project and he has made an attempt to contact Bob and Nancy Cressey, so evidently he is working on the article now.
The Finance Committee met during the past month. As a result, Bob prepared two documents which he presented at the meeting, the 2005 budget with an added column showing actual income and expenses up through October, and a proposed 2006 budget. In order to keep better account of our finances it was decided to assign categories and subcategories to each line in the budget. From now forward the monthly treasurerís report will reflect the categories of all income and expenses. This will enable us to use the Excel program to sort expenses and quickly see how we are spending our money. Karen will mail copies of these two documents to Doug Wolfe and Bob will email them to Guy Stephenson and Merri Peck so that absent trustees will be able to review them prior to voting on the budget in January. The Finance Committee also prepared a list of all the important papers which are being held for the WHS by the treasurer. Karen is working on adding to the list all the important documents that she and any other trustees are holding. When completed, a copy of the list will be given to each trustee so that they will all be aware of where all important papers are located.
With regard to the proposed change in our by-laws to permit electronic media conferencing and voting, it was agreed by everyone present that the proposed wording is acceptable and it will be put to vote by the general membership at the January meeting. The proposed change reads as follows, ďIn the event of the physical absence of a Board of Trustees member, his/her vote may be cast via telecommunication and/or computer networking. The same message must be delivered to two or more members of the Board by the absentee prior to the vote or in real time. These votes will be counted with other votes to make a quorum if necessary.Ē
On the subject of Old Business, Karen said that she had emailed a large number of photos of WHS activities over the past year to Patrick McIntyre to be added to our website under a new category for programs or activities. She also emailed him our new mission statement to replace the old one, and the 4th Wilmington book is now on the website. Patrick told Karen that the North Country Public Radio website now contains a link to our website.
The grant application for preservation of the old town records book has been completed thanks to the efforts of Ed Hood, Jerry Bruce, Karen Peters and Merri Peck. The grant being applied for is through the Local Government Records Management Improvement Fund. The application will be signed and mailed out next week, in advance of the December 1st submission deadline. Grant recipients will be announced in June 2006 and monies will be disbursed in August 2006. Assuming the town receives the grant, conservation of the book will be done in 2007.
Karen advised that she donated the leftover candy and popcorn from Films on the Ausable to the Wilmington Youth Center. They were very pleased to receive it.
Karen met with Kara Page of the Ausable Sustainable Communities waterfront project and gave her some photos and information about the history of the dam. The history of the dam is important to the success of the project.
The Virtual Reality coupon fundraiser is coming along very well. Karen displayed a sample of a folder she provides to each participating lodging establishment that outlines the conditions of the program and the responsibilities of the WHS and the participants. She is keeping track of coupons sold on a spreadsheet. Each January the WHS needs to send Dave Heim a letter indicating how many coupons we have sold.
We discussed the need for shorter meetings and ways to draw more people to attend the meetings. It was agreed that we should continue to have speaker programs separate from meetings. Committees should accomplish their work outside of regular meetings and we will not read or discuss communications unless they contain information which requires our attention. We will select a topic for discussion for each meeting and advertise ahead, asking people to provide information and stories. Karen will solicit the membership for suggested topics.
Karen presented a sample agenda format for board meetings so that we can fill in the blanks with agenda items if a meeting is required. We will limit board meetings to only those times when a matter has been referred by the general membership and/or a vote is required.
Bob made a motion to adjourn the meeting and Steve seconded it. All voted in favor.