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Smith-Harris House Commission Regular Meeting Minutes Wednesday, MAY 28th 2008
Present: Carol Marelli, Chairman, Gary Lakowsky, Denise Russo, Rich MacDonald, James Littlefield, Beth Hogan
Also Present: Gene Medley
Chairman Marelli called the May 28, 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 presented a folder of Thank You notes and cards made by the children from the recent civil war presentation with ‘General Lee’ that was held at the school. She also presented a civil war book that she had purchased and announced that they were booked for two (2) more years in the kivas as this was a great success. They plan on doing the Revolutionary War for the fifth and sixth graders and the Civil War for the seventh and eighth graders.
Ms. Marelli said that she also received two (2) thank you notes from the teachers and passed them around for everyone to see.
2. Friends of Smith-Harris Report Ms. Marelli reported that the Friends Annual Meeting would be held on Saturday June 7th, 2008 at 10 AM in the barn and that this would also include a tribute to the Friends. The House will need to be cleaned and ready for this event. She noted that the gardens are looking great and that the Plant Sale went well and was a success with very few plants being returned.
3. Ex-Officio Report Mr. Wilson was not present and there was no report.
4. Agenda Additions Ms. Marelli asked if anyone had any other agenda items.
There were none.
5. Approval of April 23, 2008 Minutes Ms. Marelli called for any changes, additions or deletions to the minutes of April 23, 2008.
Mr. MacDonald asked that on Page 4 where Mr. Littlefield is speaking that the sentence: ‘The topic will be the Election of 1876.’ Be changed to read: ‘The topic will be the Election of 1856.’
**MOTION (1) Ms. Russo moved to accept the Minutes of the April 23, 2008 Regular Meeting of the Smith-Harris House Commission as amended. Mr. Littlefield seconded the motion. VOTE: 4 – 0 – 2. Motion passed. Abstained: Mr. Lakowsky, Mr. MacDonald
6. Finance Report ¨ Current Standing and – ¨ New Reimbursements Mr. Lakowsky reported that they have currently expended 68% of their budget to date and that they have items that they need to encumber such as the porta-potties, more stain for the barn, wood for the porch repair, wood for the ramp repair for the barn, paint for the back stair area, deck/floor paint for the repaired deck and general supplies for the House for the tour season which has started. It was also discussed that they might want to purchase an inexpensive digital camera for the House to better be able to take pictures of the events as they happen and have them posted to the Town website and the Smith Harris website so that people would have a better idea of the types of functions they could rent the House grounds and barn for. This type of publicity could easily pay for the cost of the camera.
**MOTION (2) Mr. Lakowsky moved to authorize the Chair to encumber monies as necessary to purchase materials for the repair of the porch and barn ramp, painting and staining materials and any other House supplies deemed necessary. Ms. Hogan seconded the motion. Vote: 6 – 0 – 0. Motion passed.
Ms. Marelli said that she has Ms. Medley’s reimbursement at home and that it has already been authorized.
7. Chairman’s Report Ms. Marelli reported that she had received a letter from Norm Peck of the Historical Society indicating that they have decided to move forward with the Lee Property. She passed this letter around for everyone to see.
Ms. Hogan suggested that they send a letter to Norm Peck Sr. with a copy to the First Selectman indicating that they have withdrawn the Smith Harris property from consideration so as to move the project forward.
Mr. Littlefield noted he had a letter from the CLG indicating that they are going ahead. He passed this around for everyone to see.
Ms. Marelli also reported that a group from the High School that is interested in the ‘paranormal’ came over to the House the other night and ‘interviewed’ the activity in the House. She said that she gave them some of the history of the House and the people who lived and/or were associated with it and that this student group said that they would provide them with a report on what they had found.
8. Standing Committee’s There were none at this time.
9. Special Committee Reports ¨ Heritage Weekend, September 27 & 28 Ms. Marelli suggested that they could possibly have a meeting on Friday, June 6 at 9:30 AM to discuss moving forward with the plans for Heritage Weekend.
¨ State Open House, June 14th, 11 AM-4 PM i. Schedule ii. TV Promo Ms. Marelli asked for people to cover this event. Ms. Hogan said that she would cover from 1:30 PM to 4 PM, Mr. Lakowsky and Ms. Russo said that they could cover from 11 AM to 1:30 PM and Mr. Littlefield said that he and Georgia Lee would be there all day. Ms. Marelli said that she would fill in during the earlier time and that she would also be in touch with Ms. Prokop to see when she could cover.
Ms. Hogan said that she has a live TV program on Wednesday, June 4, 2008 at 8 PM and that they are welcome to come and provide tidbits on the House and this upcoming event.
Ms. Marelli said that they had the Open House cards announcing the event and that she would leave some at the Library, Town Hall and Senior Center for people to pick up. The information is also on the website and the Smith Harris website. It was suggested that they ask Ms. Ames, in IT to place a blurb on the Town website opening page for people to see there.
10. Corresponding Secretary’s Report Mr. Littlefield said that Ms. Prokop had given him the Tour Guide Schedule; which he submitted to Ms. Marelli.
11. Old Business ¨ Loan / Gift Agreement – Beth Hogan This item was tabled until the next meeting where Ms. Hogan said that she would bring this for them to review.
¨ Carpet for Master Bedroom Ms. Marelli said that she would meet with Betty Purvis of the Friends on this and move it forward.
¨ Guide Schedule – Maggi Prokop Mr. Littlefield previously submitted this for Ms. Prokop and it was passed around for everyone to review.
Ms. Marelli said that she would go over it and update it with information that she had and asked that everyone also be thinking about when they could help out.
¨ Programs – Jim Littlefield, Denise Russo Ms. Russo said that they had brainstormed many things – such as: a cooking class in the Fall, banjo and other types of musical events (will look ahead to next year for this), garden pieces such as cooking with herbs as well as their medicinal uses and possibly an event discussing the paranormal findings at the House – for Halloween.
12. New Business ¨ Barn Rentals – i. Sunday, June 1, 9:30 AM to 1:30 PM – Coverage Ms. Marelli said that she would be at the House on Saturday to clean it and asked that anyone who had some time to please come by.
ii. Saturday, June 7th, 3:30 PM to 7:30 PM Ms. Marelli said that the Friends would have their Annual Meeting in the morning and that she would be hosting a supper party for prom students in the Barn and asked that they approve the use.
**MOTION (3) Mr. Lakowsky moved to authorize Carol Marelli to use the barn for a supper party for prom students on Saturday, June 7, 2008 from 3:30 PM to 7:30 PM. Mr. Littlefield seconded the motion. Vote: 6 – 0 – 0. Motion passed.
iii. Sunday, June 8, 12 noon to 5 PM Mr. Lakowsky said that he would open and that this was all set.
Ms. Marelli said that the Girl Scouts would like to utilize the Barn on June 17, 2008 at 5:30 PM if that is okay with the Commission. The consensus of the Commissioners was that the Girl Scouts could use the Barn.
13. Outside Meetings ¨ Five Rivers Mr. MacDonald reported that they have not had a meeting and that they may have one in June.
¨ Historical Society Mr. Littlefield reported (for Ms. Prokop) that the Annual Meeting would be held on June 7, 2008 at 6 PM at the Lee House Barn. He also reported that Gates inmates had installed a new fence at the Lee House and that Luane Lange had said that there is the possibility of getting a grant for a camera, etc.
¨ CLG This was discussed previously.
Mr. Lakowsky said that Redi-Strip is the item that takes off old paint.
Mr. MacDonald noted that there is the possibility of a rental on June 12, 2008 in the event that the folk group cannot get another location. It would be for a folk concert and this would be a back-up location for the use of the Barn if the other site falls through. He suggested that they make a motion for this use should it be necessary.
**MOTION (4) Mr. Lakowsky moved that the Barn could be utilized by Mr. MacDonald on June 12, 2008 if it should be necessary. Ms. Hogan seconded the motion. Vote: 6 – 0 – 0. Motion passed.
14. Adjournment **MOTION (5) Mr. Lakowsky moved to adjourn the Smith-Harris House Commission Regular Meeting of May 28, 2008 at 8:27 PM. Mr. Littlefield seconded the motion. Vote: 6 – 0 – 0. Motion passed.
Respectfully submitted,
Karen Zmitruk, Recording Secretary, Pro-Tem
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