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TOWN OF EAST LYME SMITH-HARRIS HOUSE COMMISSION REGULAR MEETING MINUTES Wednesday, MARCH 26th 2008
Present: Carol Marelli, Chairman, Maggie Prokop, Secretary, Gary Lakowsky, Denise Russo, Rich MacDonald, James Littlefield, Beth Hogan
Also Present: Gene Medley
Chairman Marelli called the March 26, 2008 Regular Meeting of the Smith-Harris House Commission to order at 7:02 PM.
1. Delegations Ms. Marelli called for delegations and called upon Gene Medley.
Gene Medley said that the school wasn’t to do a civil war presentation on April 28, 2008 at 2:15 PM and that they indicated that they would like ‘General Lee’ to be there. She has been in touch with him and he has suggested May 1, 2008 at 2:15 PM so they will work this out with the school. She said that they will help General Lee with his props as he has an ankle injury. The price will also remain at $125 and she has explained that the school is responsible for $75 of that fee. She also noted that she will do a presentation at the end of April for all four classes at the school.
**MOTION (1) Ms. Prokop moved that they pay ‘General Lee’ $50 (the school will pay the remaining $75) for his participation in a school Civil War program. Mr. MacDonald seconded the motion. Vote: 7 – 0 – 0. Motion passed.
2. Friends of Smith-Harris Report Ms. Russo noted that Peg Waterman was not able to attend this evening so she would give them a brief report as the items would be discussed later during the meeting. Ms. Russo reported that the Friends have decided to disband the formal tea and instead will hold a tribute to the founders and a history day. She said that they had also heard that the East Lyme Historical Society may do a ‘Tea’ for the Lee House.
Ms. Prokop said that the Lee House has entertained the idea of doing a Garden Tea during the summer but nothing has been finalized.
3. Ex-Officio Report Mr. Wilson was not present and there was no report.
4. Agenda Additions Ms. Russo asked if they could add the house inventory to the agenda.
**MOTION (2) Ms. Russo moved to add under New Business – Item 12. c. Inventory to the agenda. Mr. Littlefield seconded the motion. Vote: 7 – 0 – 0. Motion passed.
5. Approval of February 27, 2008 Minutes Ms. Marelli called for any changes, additions or deletions to the minutes of February 27, 2008.
Ms. Prokop said that on Page 4 in the middle of the page where she made the motion that she knew that she could not also second it. Mr. Lakowsky said that he had seconded it. Ms. Prokop asked that on Page 4 that the motion in the middle of the page have: Seconded by Mrs. Prokop changed to read: Seconded by Mr. Lakowsky.
Mr. Lakowsky asked that on Page 4 in the middle of the page that the sentence before the motion be stricken from the record – ‘Gary Lakowsky agreed to be at the house on June 8.’ – as he will not be at the house on that date.
The Commissioners asked that on Page 5, just before Adjournment that a note be placed stating that: The ‘East Lyme Library Proposal’ attachment that was submitted and written by Richard Waterman is Mr. Waterman’s personal opinion only and is not meant to be construed as being requested by the Commission or the opinion of the Commission.
**MOTION (3) Mr. Lakowsky moved to accept the Minutes of the February 27, 2008 Regular Meeting of the Smith-Harris House Commission as amended. Mr. Littlefield seconded the motion. VOTE: 7 – 0 – 0. Motion passed.
6. Finance Report ¨ Current Standing and – ¨ Reimbursements Mr. Lakowsky reported that they currently have a bit over $5100 left in their budget with $200 encumbered. He said that he thinks that they should have enough to pay the bills as the electric should be going down due to the weather and time change. They should be able to afford what they need to do with regard to fixing the porch and staining the barn. There is a bit less than $900 in Landscape and they should be able to utilize some of that for the stain and lumber. Mr. Littlefield has volunteered his time to fixing the porch and they will only need to purchase the materials.
**MOTION (4) Mr. Lakowsky moved to encumber up to $700 from Landscape (with $500 going for the porch lumber parts and pieces and $200 to the barn for the staining materials) in one lump sum to Rings End Lumber. Mr. MacDonald seconded the motion. Vote: 7 – 0 – 0. Motion passed.
There were no new reimbursements at this time. Ms. Russo said that she would bring some to the next meeting of the Commission.
7. Chairman’s Report Ms. Marelli reported that they had gone before the Board of Finance for their budget presentation and review and that they were met with a ‘healthy interest’ in the donations that they receive from the Friends. They also requested that a copy of the Friends 990 tax form be given to them to review.
Mr. Lakowsky said that he and Ms. Marelli had discussed that they would put together a letter to go along with the 990 form and that the letter would state the mission of the House and what they are responsible for and what the Town covers. He said that it might also be prudent to have the Friends provide a letter stating what the limits are of what they are charged to do.
Ms. Medley offered letters from the schools that had been written regarding the House. The Commissioners agreed that this was a great idea and hoped that it would provide clarity.
8. Standing Committee’s There were none at this time.
9. Special Committee Reports ¨ Plant Sale, May 17th Ms. Marelli reported that Judy Aldrich has already contacted Smith’s regarding the plants and said that they would also have ‘homegrown’ plants that people dig up from their gardens and donate. She asked that people think of the date as they would need volunteers for this event.
Ms. Hogan, Mr. MacDonald and Ms. Prokop volunteered to help out for the Plant Sale.
¨ Heritage Weekend, September 27 & 28 Ms. Marelli said that she would like them to come up with a date that they can meet and sit and discuss Heritage Weekend. She suggested that perhaps, Friday, April 11, 2008 at 9 AM here at the House would work for that preliminary brainstorming meeting. She asked that all who could attend to please do so.
10. Corresponding Secretary’s Report There was nothing to report.
11. Old Business ¨ Loan / Gift Agreement Ms. Hogan said that she would bring this next time for them to review.
¨ Carpet for Master Bedroom Ms. Russo reported that she had finally received the formal estimate from Family Weavers. The estimate for a 14’ x 14’ (Taft pattern) is $2,137 (22 sq. yds.). She said that she had also asked for an estimate for the Children’s Room for a 12’ x 14’ carpet and that estimate was $1862. She said that they had said that they had a small amount of that already woven however; she did not think that they could use it as the dye lots would be different.
The Commissioners agreed that they would move forward on this project and present these estimates to the Friends for their consideration. They thanked Ms. Russo for all of her hard work on this.
¨ Barn Rentals, June 1 and June 8 and – Gates Work Dates: May 8, 12, 13, 14, 15, 16, 20, 21, 27, 29 & 30 Ms. Marelli asked that they think about when they would be able to help cover the rentals and help with the Gates workers. She said that she would be able to cover the June 1, 2008 barn rental. Ms. Prokop said that she would be able to cover the June 8, 2008 barn rental.
Ms. Marelli said that Saturday, June 7, 2008 is the Friends Annual Meeting so they should be in good shape as they always leave everything clean and ‘ready to go’. She said that this meeting usually starts at 10 AM and suggested that if they can attend it, that they should attend it. Peg Waterman is going to try to honor the founders at this meeting and have a program for them.
Ms. Marelli also asked that they review the Gates work dates and see what they can help to cover. The hours are usually from 9 AM to 2:30 PM. She said that she would need a work list covered by the April Meeting. She asked that they cover all of the dates even though there will probably be rained out days and perhaps a few where the Gates workers will be pulled to work elsewhere in Town.
Ms. Hogan said that she would volunteer to cover Friday May 16, 2008 and Friday May 30, 2008.
12. New Business ¨ Garden Help Ms. Marelli reported that Judy Aldrich is talking to a group of Master Gardeners and hoping to get them to come here to work on the House gardens.
¨ State Open House – June 14, 2008 Ms. Marelli said that as the Friends will not be doing the Tea that they have looked at other types of fundraisers. They are going with the State Open House which is on the same day. She said that she has spoken with Georgia Lee Littlefield and that she is willing to do the cooking like she did last year. Also, Dick Waterman is holding the newsletter so that they can put a few lines in it regarding this event and get some advertising out about it.
Mr. Lakowsky noted that this is also Flag Day and that they might want to tie that into this.
Ms. Marelli said that she will discuss ‘people availability’ so that they can take turns and share parts of the day for coverage.
¨ Inventory Ms. Russo proposed that they start an inventory of what is in the House so that if somewhere down the road they want it appraised, they will have a record. She said that she would also like to leave a notebook with pictures so that people can write notes in it if they know anything about specific items and the history of them. In this way they will have a better history of the House. With the founders coming back for an event, they may also be able to add a lot of information that they have to this notebook. She also noted that the State of CT does not have a policy whereby after seven years, you would take possession of an item such as some states do. She said that she would take digital pictures of the House items.
Ms. Marelli said that she had many pictures in her possession and would give them to Ms. Russo to use so that she would not have to take as many.
Mr. Lakowsky said that the Antique Roadshow would be in Hartford on August 23, 2008 and suggested that they might want to bring an item there for appraisal and general recognition of the House. He also suggested that they write to the brothers who host the show that goes to homes and ‘finds’ pieces of interest and ask if they would be interested in the Smith Harris House. There is no harm in trying.
The Commissioners were in agreement that Ms. Russo’s inventory idea was an excellent one and whole heartedly endorsed her pursuing it.
13. Outside Meetings ¨ Five Rivers Mr. MacDonald reported that the march 5, 2008 meeting was held at the Garde.
Ms. Marelli asked if there was anything on the program. Mr. MacDonald said not yet, however he would forward it when he does get it. He noted that they had a new Board and that Mr. Waterman was now the Treasurer and Denise Brailey is the new President. He said that they also said that they would like the Smith Harris House website to have a link to the Five Rivers Consortium website on it.
¨ Historical Society Ms. Prokop reported that they are holding their Annual Potluck Supper on April 11, 2008 at 6:30 PM at the Yankee Clipper. Penny Parkiesian will be the featured speaker. The Annual Flea Market will be held on July 5 and 6, 2008 on the Thomas Lee House grounds. She also reported that the Thomas Lee History Book will be printed this spring. They will also possibly hold a Tea in the garden sometime this summer. And, the floors will be cleaned and oiled in the Lee Cottage. They are also looking towards their 350th birthday and working on a list of the people that they would like to invite.
¨ CLG Ms. Prokop said that she had received an email from Luane Lange on this seeking a meeting. Ms. Hogan said that she and Ms. Marelli will meet with the Town Engineer on the boundaries possibly as soon as this week Friday.
Mr. Lakowsky said that he had two things of interest to inform them of. First, Redi-Strip is the item that takes off old paint. He said that he thinks that it has to be ordered from a TV or website ad. Second, he brought an electrician to look at the barn and to suggest how to split out the wires to conform to code and to allow them the outlets that are necessary for heat and events. He said that he would appreciate it if they could meet this weekend so they can decide on the options as the materials have been donated as well as the electrician’s time.
14. Adjournment
**MOTION (5) Mr. Lakowsky moved to adjourn the Smith-Harris House Commission Regular Meeting of March 26, 2008 at 8:40 PM. Mr. Littlefield seconded the motion. VOTE: 7 – 0 – 0. Motion passed.
Respectfully submitted,
Karen Zmitruk, Recording Secretary, Pro-Tem |