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Smith-Harris House Commission Regular Meeting Minutes April 23, 2008
Present: Carol Marelli Maggi Prokop James Littlefield Denise Russo Beth Hogan
Also Present: Peg Waterman
Chairlady Marelli called the April 23, 2008 Smith-Harris House Commission Meeting to order at 7:00 p.m.
1. Delegations. a. First Selectman, Paul Formica. Mr. Formica was unable to be present.
2. Friends. Mrs. Waterman reported at the last meeting of the Friends they discussed how to carry out the Tribute Luncheon for the Founders Day Program to be held on June 7 at 11 a.m. Commission members were invited to attend. The Friends’ Annual Meeting will also be held on that date. To date four of the original members of the Smith-Harris Friends stated they were able to attend. Invitations will be sent next week. An article will be placed in the Lyme Times.
Judy Aldrich will Chair the Plant Sale to be held on May 17. Commission members were asked for donations of plants. Set up for the Plant Sale will be done by Gates workers. Mr. MacDonald, Maggie Prokop and Beth Hogan agreed to help with the Plant Sale.
Anna Hickey is working on nominations for the upcoming year. Mary Cutillo has agreed to be President of the Friends next year.
Carol Marelli informed the Commission that a copy of the carpet order has been given to Peg Waterman. The Friends have authorized the purchase of it.
She stated the clocks have been serviced and cleaned. A bill in the amount of $688 has been received.
3. Ex-Officio Report. There was no ex-officio report.
4. Agenda Additions. There were no agenda additions.
5. Approval of Minutes. Mrs. Marelli asked for additions, deletions or corrections to the March 26, 2008 Regular Meeting Minutes of the Smith-Harris House Commission.
The following corrections were noted: On page 3, under Old Business, · Loan/Gift Agreement add “There was much discussion on the mechanics of the Loan/Gift Agreement. It was felt it would be necessary to generate the tax deduction letter from the Friends for gift items. On short term loans it would have to be clear that we are protected if an heirloom is broken, stolen or lost. There needs to be further discussion on whether or not to accept long term loans.”
On page 2, under item 6, the motion should be revised as follows:
“**MOTION (4) Mr. Lakowsky moved to encumber up to $700 from Landscape (with $200 going for the porch lumber parts and pieces and $500 to the barn for the staining materials) in one lump sum to Rings End Lumber. Vote: 7- 0 - 0. Motion passed.
MOTION: Beth Hogan moved to approve the March 26, 2008 Regular Meeting Minutes of the Smith- Harris House Commission, as amended. Seconded by Maggi Prokop. (4-0) Unanimous
6. Finance Report.
a. Current Standing. Mrs. Marelli reported as of today there is $3,958.56 unencumbered and $900 encumbered with the lumber yards. Projected revenue was $750. Actual revenue received is $840.
b. New Reimbursements. Denise Russo presented receipts for $4.99 for candles for the Smith-Harris House and $18.68 for postage to return carpeting samples.
MOTION: Beth Hogan moved to reimburse Denise Russo $4.99 for candles and $18.68 for postage, for a total amount of $23.67. Seconded by Mr. Littlefield. (4-0) Unanimous
Maggi Prokop presented a receipt for $22 for Christmas films taken at the Smith-Harris House.
MOTION: Mr. Littlefield moved to reimburse Maggi Prokop $22 for Christmas films. Seconded by Beth Hogan. (4-0) Unanimous.
7. Chairlady’s Report. There was no report from the Chairlady.
8. Standing Committee. There was no discussion on the Standing Committee.
9. Special Committee’s.
a. Plant Sale, May 17. Beth Hogan agreed to help with the Plant Sale from 9 a.m. to noon. Maggi Prokop agreed to help from 9 a.m. on.
b. Heritage Weekend, September 27 and 28. Beth Hogan, Maggi Prokop and Denise Russo will meet as a subcommittee to discuss plans for Heritage Weekend on May 2 at 10 a.m. at the house.
c. State Open House, June 14; 11 a.m. to 4 p.m. Chairlady Marelli reported she sent the planned itinerary at the Smith-Harris House for the State Open House on June 14 to the state.
Mrs. Marelli asked that all Commission members take a turn at the House that day. Beth Hogan agreed to be at the house from 1-3 p.m. Maggi Prokop will be at the house from 11 a.m. to 2 p.m. Judy Aldrich will be in the garden. Refreshments will be served. The Friends will have a sale table.
10. Corresponding Secretary’s Report. There was nothing new to report from the Corresponding Secretary.
11. Old Business.
a. Loan/Gift Agreement. The Commission felt the Long Term Loan Agreement should be eliminated, because the Commission does not want to be responsible for any damage or loss of items or confusion of what is on loan or gifted to the House.
MOTION: Beth Hogan moved to eliminate the policy of Proposing a Long Term Loan Agreement. Seconded by Maggi Prokop. (5-0) Unanimous.
b. Carpet for the Master Bedroom. Carol Marelli and Denise Russo will check measurements for the carpet and place the order.
c. Gates May Work Days. The following Commission members agreed to be at the house: Jim Littlefield on May 13; Denise Russo on May 14, Maggi Prokop on May 8 and 15, Beth Hogan on May 16 and 30 while the workers are at the house. Coffee and danish will be provided.
d. Summer Guide Schedule. Mrs. Marelli will have an updated guide book ready. Mrs. Prokop is working on the guide schedule.
12. New Business.
a. Barn Rentals, Girl Scouts. Mrs. Marelli reported the girl scouts would like to rent the house on June 14 from 4 p.m. to 5:30 p.m. There was a general consensus that this date and time was acceptable, and that a fee of $25 would be charged to them.
Mrs. Marelli received telephone calls about barn rentals for two birthday parties.
Mrs. Prokop agreed to have a rental agreement placed on the Smith-Harris House website. All Commission members felt this was a good idea.
b. Clean House. Mrs. Waterman stated the Friends have offered to pay for cleaning services for the house. Commission members were asked to give references. Mr. Littlefield was going to ask his wife is she had gotten any information on a cleaning service.
Denise Russo and Carol Marelli agreed to begin cleaning on April 27 at 10 a.m.
c. Program Committee. Mrs. Marelli asked Commission members to give suggestions on educational and entertaining programs for the summer season. Mrs. Russo and Mr. Littlefield agreed to work on this.
13. Outside Meetings.
a. Five Rivers. Mr. MacDonald was not present, and there was no report.
b. Historical Society. Mrs. Prokop reported the split rail fence around the property has been completed. Plans are being made for the 350th anniversary of the Lee House to be held in 2010. A 2009 calendar is expected to be ready by September. Nancy Kahal will be a new Board member of the Historical Society.
Mr. Littlefield reported the Historical Society will have a musical lecture by Rick Spencer on May 21. The topic will be the Election of 1876.
c. CLG. Mrs. Prokop reported the Historical Society wishes to go forward with its plans. Beth Hogan and Carol Marelli plan to meet with Norm Peck, Sr. to discuss it further.
14. Adjournment.
MOTION: Beth Hogan moved to adjourn the Smith- Harris House Commission Regular Meeting of April 23, 2008 at 8:45 p.m. Seconded by Denise Russo. (5-0) Unanimous
Respectfully submitted,
Frances Ghersi, Recording Secretary
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