Atchison County Historical Board Meeting Minutes of 8-16-21

The meeting was called to order by Steve at 6:00 PM August 16, 2021 in the Depot Museum. Members present were: Pat Brox, Jan Falk, Jim Cormode, Galen Pruett, and Steve Caplinger. Allison Balderrama our archivists was present. Those absent were: Dea Yanke, Julia Clem and Charles Perdue. Member Paul Dunlap and volunteer Sterling Falk were also in attendance.

The minutes of the July 12, 2021 Board Meeting were approved with one correction by a motion of Galen, second by Pat and unanimous vote.

Financial Statements & Reports were presented.

* Financial reports were presented by Steve. He noted the AC bill was very high at the North 6th building and the thermostat was adjusted to a higher number to save money. An exhaust fan might help. Pat moved and Galen seconded that the July month end reports be approved as presented. Motion passed unanimously.

* A bill for T-shirts to HB Printing for $568.92; mowing by Jack Healy for 2021 for $1000 and garden supplies by Pat Brox for $32.61 were presented. Jim moved and Galen seconded that the bill be paid. Motion passed unanimously.

REPORTS:

* Allison reported on her recent activities. Made the board aware of a potential grant for archiving supplies in the amount of $500 was available through the KSHS. Advised board her position with the AE Hanger Museum will not allow her to continue past September this year. She is still available to offer advice and counsel.

* Steve reported on the recent digitizing progress.

* Sterling reported on his activities and various projects.

* Steve reported that a new volunteer has come forward. Her name is Ericka Nadeau.

The following old business was discussed:

* Jan reported on activity at the fair booth and T-Shirt sales. The large sized shirts sold out and it was decided to order a small number of those.

* Steve reported on the membership report showing we received ten new members during the fair.

* A discussion ensued about the upcoming annual meeting tentatively scheduled for October 11, 2021

Duties were assigned as follows: Refreshments-Pat and Jan; Program- Steve to try and set up a What Iz It; Steve and Sterling-work on a report of society program and activities in last year. A silent auction of some item is to be considered.

* Sales of items on Ebay was reported. Slightly over $100 was raised by this activity.

* Steve reported that a thank you was received from Vancouver, BC for the photos sent.

* It was decided that we should increase our number on the board to eleven with a motion from Galen, a second of Pat and unanimous vote. A motion from Pat and a second from Jim was to fill the vacancy created by Matt's resignation by Paul Dunlap. Motion passed

New Business:

* Grant application are scheduled to be turned in by November for the Bud Cray and Seaberg Foundations. Karen reported to Steve today that we would be receiving an additional grant for the year's operations in the amount of $7500. Payment to be expected in September.

* A potential grant through the KSHS for digitizing public records was brought to our attention by Pat Henderson. Steve will go with him to a meeting on Friday in Topeka to find out more details and if it is something that would fit for us.

* A scholarship was granted in the amount of $3000 to Sterling Falk as a token of gratitude for all the hard work done this summer. Passed by motion of Jim and second of Pat.

* An item of furniture was offered to the museum by the family John Blair. The board felt that because of its size they would not accept the gift. The item is so beautiful, they felt like it should be in an art gallery. Steve will report this to the family.

* Since the Covid situation has improved, there was a short discussion on trying to setup monthly programs, and to send notices to the membership about the agendas for each meeting.

* It was reported the scanner was having some problems and a repair man would be her tomorrow.

* The possibility of installing an exhaust fan at North 6th was discussed and Steve was instructed to contact contractors to get bids.

Correspondence: None reported

Collection Committee:

* Items found that have previously been accessed and determined that they no longer fit our mission were presented to the committee. Galen moved and Paul seconded that the list of items be deaccessed and disposed of in a suitable manner. A list is attached hereto.

* During the inventory process since the May meeting a group of 741 items have been added that meet the mission of the society. The list was presented to the board and formally added to the collection by a motion of Galen, second of Pat and unanimous vote.

* A group of items, found during inventory, were assembled on the tables for the board to review and determine if they belonged in the collection or should be disposed of in a suitable manner i.e. repatriated to another museum or sold to receive value by a motion of Paul and second from Pat. Motion passed unanimously.

Advance Agenda-Items for the next meeting will be:

• Review Collection items for deaccession

• Review items for accession

• Annual Meeting review

• History Tours in county

The meeting was adjourned by motion of Paul, second of Jim and unanimous vote.

The meeting was called to order by Steve at 6:30 PM June 14, 2021 at 6:00 PM in the Depot Museum. Members present were: Pat Brox, Jan Falk, Jim Cormode, Dea Yanke, Galen Pruett, Charles Perdue and Steve Caplinger. Allison Balderrama our archivists was present. Those absent were: Julia Clem and Matt Ramsey. Member Paul Dunlap and volunteer Sterling Falk were also in attendance.

The minutes of the May 10, 2021 Board Meeting were approved by a motion of Galen, second by Pat and unanimous vote.

Financial Statements & Reports were presented. 

* Jim  moved and Pat seconded that the May month end reports be approved as presented. Motion passed unanimously.

* A bill for $130.96 was presented by Pat Brox for the supplies to plant the garden in front of the museum. Charlie moved and Jim seconded that the bill be paid. Motion passed unanimously.

* Steve reported the movement of $15,000 from two of our investment accounts to a new money market account with the same brokerage company. This is a partial preparation for the expected distribution of funds for the Lincoln Statue.

REPORTS:

* Archivist, Allison Balderrama reported on her recent activities. The insurance documentation for the loaned items to the AE Hangar Museum were received and copies sent to the ACHS. She reported that we were all invited to the Open House at the AEHM on July 10th.

* Steve reported on the recent activities of the digitizing project. Great progress is being made by Ree, Peggy and Sterling. Additionally, Sterling has been making great progress on documenting collection items into the inventory system.

* Steve reported a new life membership has been received from Thomas Clagett.

The following old business was discussed:

* Pat reported on the flower bed and what steps need to be taken next.

* Jan said the planning process for the  booth at the fair.

New Business:

* An updated corporate resolution was presented to comply with a request from Capital Group for the endowment fund account. Jim moved and Pat seconded the resolution be adopted. Passed unanimously.

* The KDOR has requested an updated POA be filed to designate a person to act on behalf of the ACHS for all tax related activities. A motion was made by Galen and seconded by Dea that Steve Caplinger being designated as person responsible to act on behalf of the organization for such matters. Motion passed unanimously.

* The prospect of a grant to help with the digitizing project was reported. Steve, Allison and Sterling will investigate and see if this will be advantageous to the ACHS.

Correspondence: A note was received thanking the ACHS for such a nice note written by Jan to them for their gift to the Charlie Wagner memorial.

Collection Committee: 

* Steve reported the Whittemore block prints will be sold in four different batches by the Red Barn Studio and Raymer Society in Lindsborg, KS.

* Steve reported an item was discovered during the inventory process that was from Augusta, KS. The Augusta museum was contacted and requested the item be sent to them. It has been.

* A group of items, found during inventory, were assembled on the tables for the board to review and determine if they belonged in the collection or should be disposed of in a suitable manner to receive value. The attached list of items were officially deaccessed by motion of Galen and second from Dea. Motion passed unanimously.

Advance Agenda-Items for the next meeting will be:

• Review Collection items for deaccession

• Review items for accession

• Review Fair Exhibit Plans

The meeting was adjourned by motion of Galen, second of Charlie and unanimous vote.

The meeting was called to order by Steve at 6 PM April 12, 2021 at 6:00 PM in the Depot Museum. Members present were: Pat Brox, Jan Falk, Jim Cormode, Dea Yanke, Galen Pruett, Charles Perdue and Steve Caplinger. Allison Balderrama our archivists was present. Those absent were: Julia Clem and Matt Ramsey. No visitors present.

The minutes of the March 8, 2021 Board Meeting were approved by a motion of Galen, second by Pat and unanimous vote.

Financial Statements & Reports were presented. 

Galen moved and Dea seconded that the March month end reports be approved as presented. Motion passed unanimously.

No bills presented.

REPORTS:

* Archivist, Allison Balderrama reported on her recent activities. The appraisal for the AE items to be loaned to the AE Hanger Museum were reviewed. She reported progress on digitizing the AE collection items. The inventory and appraised values will be added to the loan agreement and then passed around for signatures from both parties. A grant was received by the AR Hanger Museum for the proper storage materials for the AE collection.

* Steve reported that approximately 40,000 new photos files have been created. Many of those contain 6 photos each.

* A donation was received from Nick Mall of Chicago, IL for help received finding photos and information on his grandfather.

The following old business was discussed:

* The AE Loan document is ready to complete and sign per a previous motion.

* The flower bed project was discussed. The possible inclusion of a piece from the Twin Towers and the Old Atchison Free Bridge was discussed. It was decided that the woody bushes and tree would be removed from the garden and procure flowers of various types to replace them. Charlies moved and Galen seconded that we proceed with the project using Chris Taylor’s memorial money and that Pat Brox continue to coordinate the project. Passed.

New Business:

* Steve asked if the board wished to have an information booth at the county fair this summer. It was decided we would look into making that arrangement. Jan Falk volunteered to organize and coordinate. 

* The chamber will not be opening the museum on the next two Sundays in April. Charles and Dea said they would help man the museum on those dates. After that the chamber will be furnishing a reception person beginning in May.

Collection Committee: 

The attached list of items to be accessed were accepted by motion of Charles, second from Dea and unanimous vote.

Advance Agenda Items for the next meeting will be:

• Review Collection items for deaccession

• Review items for accession

• Review Fair Exhibit Plans

The meeting was adjourned by motion of Galen, second of Pat and unanimous vote.