July 10, 2018

SIAA Board Meeting Minutes - July 10, 2018

Pending post by SIAA secretary Shannon Elian.

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June 12, 2018

SIAA Board Meeting Minutes - June 12, 2018

No Meeting this month.

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May 8, 2018

SIAA Board Meeting Minutes - May 8, 2018

Present:  Annie Howe, Tim Howe, Julia Rider, Michael Trautmann, Debra Thompson, Cherri Picard, Lindsay Shugerman, Kevin Wills, & Shannon Elian

The meeting was called to order by Annie Howe at 7:05 p.m.  

Minutes: Annie asked everyone if they had reviewed the April minutes.  Debra Thompson made the motion to accept the minutes as presented, seconded by Cherri Picard. Motion Carried.

Treasury Report:  Quickbooks has been re-built. Cherri Picard made the motion to accept the Treasury Report as presented, seconded by Michael Trautmann. Motion Carried.

Fountain in Klutho Park:  The fountain plumbing system needs work, and, according to Michael Trautmann, the system is complicated. There is water overflowing. Chris Farley had given the original plumber’s name, but they are no longer in business. The city is currently paying to operate the fountain, but water is spraying all over the park.  James Pedroni contends that the problem is tree roots getting into the system. The fountain will need to be dis-assembled. Chris Farley opposes this. Debra Thompson contends the fountain needs to be repaired, and we, as an organization, should do what needs to be done to preserve the fountain. This discussion was tabled until next meeting.

Committee Reports:

Rentals: We have 8 new bookings since the April Board Meeting. Calls are steady.

Membership: Lisa sent renewals. Six were returned in 2 days. Walter Whetstone passed away just after last month’s meeting. The next oral history project will be with Michael Trautmann.

Building: Tim and Michael will buy mold killer to clean the exterior of the building. This was approved prior. Michael would like to enter into a cleaning contract with Teresa at Combat Cleaning to perform cleaning services after a function at SIAA. Michael also would like to repair the wall paper. Annie suggested co-chairs to make a list, get estimates, and bring to the next Board Meeting.

Grounds:  No Report.

Archives: Cherri will dedicate this Thursday to work on the archives inventory closet upstairs. Lindsey Shugerman will assist. Lindsay also has warned that her passcode for the building is duplicated. Michael Trautmann instructed Lindsay and Cherri to use the window unit upstairs. The training for “Pass Perfect” is $68.00. Both of them should receive the training.

Garden Club: The next meeting will be held May 24th  at Kimbro’s at 6:30 p.m. The topic will be “Carnivorous Plants.” A volunteer is needed to host the meeting for June.

Springfield Holiday Society: They had “walking tacos” in the park on 2nd Sunday. They were for sale at $5.00 a piece, and Debra Thompson said they made $200.00. An additional donation was made by Pete Helow. They are selling t-shirts with maps of Springfield on the back. They come in black or white, and you may elect to put a crystal where your house is. The t-shirts cost $20.00 each. The society is raising money for a flagpole, that will be used for decorations during the Holiday Home Tour. It was also noted that the Rose Arbor is improving.

New Business: Michael Trautmann would like to raise $10,000 to $12,000 to continue painting the bridges. Trautmann and Company will donate the landscaping, and any funds left over would benefit the SIAA building and the lights on Main Street.

Announcements: Next meeting will be at SIAA on May 15th. Chris Farley will give a history of the trolley tracks in Springfield.

Adjourn: There was a motion to adjourn the meeting by Debra Thompson and seconded by Michael Trautmann. Motion Carried.

Meeting Adjourned at 8:05 P.M.

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March 13, 2018

SIAA Board Meeting Minutes - March 13, 2018

No Meeting this month.

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April 10, 2018

SIAA Board Meeting Minutes - April 10, 2018

Present:  Annie Howe, Tim Howe, Debra Thompson, Lena Castro, Adam Halstead, Jeff Gardner, Cherri Picard, Lindsay Shugerman, & Shannon Elian

The meeting was called to order by Adam Halstead at 7:05 p.m.  

Minutes: Adam asked everyone if they had reviewed the February minutes. There was no Board Meeting in March. Annie Howe made the motion to accept the minutes as presented, seconded by Lena Castro. Motion Carried.

Treasury Report: Jeff Gardner made the motion to accept the Treasury Report as presented, seconded by Debra Thompson. Motion Carried.

Trolley Track Update:  Jeff Gardner said that Chris Farley had done a lot of work. When she hit a wall, Adam Halstead was able to step in and get the COA finalized. Everyone agreed that the extra $500 to get the rails cleaned was still in our operating budget of $4000. No vote is needed.

Election of Officers: Cherri Picard will have to miss one of the meetings per month (either the Board, or the General Meeting, depending on her work schedule). She will work in “Archives,” and will be partnered with Lindsay Shugerman. It was everyone’s hope that Michael Trautmann will chair the Main Street Committee. There was some discussion on changing the Board Meeting time, but it was agreed to table the discussion.

Yard Sale: The Springfield Holiday Society will do one. Debbie said she would ask the person in charge to consider a $50.00 cleaning deposit, as that is what Jennifer would charge. Adam said this is a “community yard sale” also, and normally, the people selling items will clean up after themselves.

Committee Reports:

Rentals: We have 3 new bookings since the February Board Meeting.

Membership: We have 2 new members that attended last month’s general meeting.

Building: Other than the loose pickets and railing needing to be repaired, Lena had no other report. The new furniture upstairs needs cleaning. Methods were discussed, and eventually tabled. We need to pay for a “deep cleaning” of the building, and Tim Howe suggested a “cleaning day.”

Grounds:  No Report.

Archives: Cherri is working with the clippings, and Lindsay is working on the SIAA Records. We now have “acid free” boxes. We have tour books from past tours, and the Archive Committee will ultimately decide what to do with them. Springfield business’ may be offered copies of them.

Garden Club: The next meeting will be held April 26 at 331 E. 9th Street at 6:30 p.m. The topic will be “Turn of the Century Plants.”

Springfield Holiday Society: They had “walking tacos” in the park on 2nd Sunday. They were for sale at $5.00 a piece, and Debra Thompson said they made $200.00. It was also suggested that maybe they could offer breakfast items at the yard sale. Debra Thompson said there may not be enough traffic for that. The Holiday Society will possibly be doing “a dinner to die for” in September.

New Business: No New Business.

Announcements: The next Membership Meeting of SIAA will be April 17, at 6:30.

Final Words from Jeff Gardner: We need to get involved with the Consortium, and other historical groups. We need to decide whether to get our posters back from the City. There are 7 panels, and the discussion was how we can go and get them. All agree there is risk involved if the City stores them.

Adjourn: There was a motion to adjourn the meeting by Annie Howe and seconded by Tim Howe. Motion Carried.

Meeting Adjourned at 8:01 P.M.

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February 13, 2018

SIAA Board Meeting Minutes - February 13, 2018

Present:  Annie Howe, Tim Howe, Debra Thompson, Julie Rider, Lena Castro, & Shannon Elian

The meeting was called to order by Annie Howe at 7:00 p.m.  Instead of starting with the minutes and financials, Annie allowed Lisa Dunn & Sarah Clarke Stuart to make a presentation of their oral history project first. Lisa Dunn started by saying the motivation was the Book Club. Both have started doing research to determine what has been done before, and what has worked. The goal is to apply for grants for this particular project. Lisa believes that it would start by connecting with people in the community. Sarah Clarke Stuart continued with the presentation. Her students at FSCJ had updated the Springfield Survey, and would be involved long term. Lindsey Sugarman found some archives and is excited about it. They seek partnerships with the various Springfield organizations. They are looking for sustainability and “best practices.” They would like to hold a community meeting, stressing that diversity is needed. Debra Thompson stated that whatever we (SIAA) finds, that we will share with the other groups. The motion was made to move forward with the project by Debra Thompson, seconded by Tim Howe. Motion Carried.  The motion to make this our April program was made by Lena Castro, seconded by Debra Thompson. Motion Carried. We will hold the community meeting in April; we will advertise it now.

Minutes: Annie asked everyone if they had reviewed the January minutes. Debra Thompson made the motion to accept the minutes as presented, seconded by Tim Howe. Motion Carried.

Treasury Report: Tim Howe made the motion to accept the Treasury Report as presented, seconded by Lena Castro. Motion Carried.

Committee Reports:

Rentals: We have 2 new bookings since the January Board Meeting.

Membership: No new members.

Building: There are loose pickets on the balcony upstairs. Various repairs were discussed between Debra Thompson and Lena Castro.

Grounds:  No Report.

Archives: No Report.

Garden Club: The next meeting will be held February 22 at SIAA. Topics will be Spring Planting.

Springfield Holiday Society: There were 44 guests. $1350. in tickets were sold. The food and wine expense was $600. Other fundraising projects were discussed, including “Dinner to Die For.” This has a proven track record of success.

New Business: Debra Thompson presented the “Trolley Track Exhibit” funding. If there are no surprises, the cost could be $2250. She said Chris Farley thought with a bronze plaque, the cost could rise. She said we should plan on a cost of $4000. Debra Thompson made a motion to approve up to $4000 on the Trolley Track Exhibit. The motion was seconded by Julia Rider. Motion Carried.

Announcements: Jeff Garner will be holding a workshop to research homes. There has been a lot of interest by the homeowners in Springfield. Debra Thompson would like to see the SIAA brochure verbiage updated. We will discuss this more at a later time.

Adjourn: There was a motion to adjourn the meeting by Tim Howe, and seconded by Julia Rider. Motion Carried.

Meeting Adjourned at 7:49 P.M.

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January 9, 2018

SIAA Board Meeting Minutes - January 9, 2018

Present:  Jeff Gardener, Chris Farley, Tim Howe, Annie Howe, Adam Halstead, Debra Thompson, Julie Rider, & Shannon Elian

The meeting was called to order by Adam Halstead at 7:03 p.m.  Adam asked if everyone had reviewed the minutes from October. (Note: There was no Board Meeting in November & December). The motion was made by Debra Thompson to accept the minutes as presented. Annie Howe seconded the motion. Motion Carried.

Treasury Report:

Annie Howe made the motion to accept the Treasury Report as presented. Tim Howe seconded the motion. Motion Carried.

Home Tour: Adam reported that there were 630 guests for both nights of the tour. The first night, we had 125 guests. This was in spite of the torrential rain. SIAA had a $12,000 profit. The Christmas decorations will be taken down, and Adam wants to form a committee for the 2018 tour. He asked for a Chair, and we will ask about this in the General Meeting too. Debra Thompson suggested donating excess Christmas decorations to the Christmas Society. Jeff Gardner also liked this idea, saying, the decorations should be put to good use.

2018/2019 Board of Directors: A nominating committee will be formed at the General Meeting in February, nominations will be made at the General Meeting in March, and the election will be held at the April General Meeting.

2018 Meetings: SIAA has not held meetings in June, July, and August because of rain, and potential flooding. A discussion was held to determine if this practice will continue this year. Annie suggested moving the meetings to Hyperion during these months. Julie Rider also liked this idea, and we may do this. Adam asked for a Chair for the Events Committee and a Program Chair that could work together to plan the meetings. Chris Farley suggested inviting members to meetings via letters & social media. She believes this will lead to more involvement of the club members. We have 30-40 paid members now. A Chair was also discussed for CPAC. We are having a lot of zoning issues come up lately, and the City of Jacksonville does recognize SIAA as an organization.

Brides’ Room: Jeff Gardner received estimates from two contractors to reconfigure the Bride’s Room. He would like to see the space used as an office for the archives. There would be a dividing wall. One bid was $1550 (Bob Olson), and the 2nd one was $2600 (Don Lynch), which was more detailed. We have electrical there, and Annie raised the question about whether we would be required to run wires. Jeff Gardner & Chris Farley pointed to the balcony liability, and the balcony would be sealed with no access. Adam stated that people like the balcony, and use it to take the photographs. Jeff Gardner suggested taking a full inventory of what we have up there, and reconfiguring the closets. Annie Howe suggested we take an inventory (with volunteers) before we do any wall. Chris Farley stated that both she, and Jeff would be leaving in May. There was a request to table the discussing, pending an inventory. Jeff did not want to table the discussion, yet again. Julie Rider inquired whether the desk upstairs was used when the Bride’s Room was being used. She suggested the desk could be places with a system of closets upstairs. This would serve both purposes. Annie Howe suggested we table the discussion for 1 month, and take a Saturday to do through the inventory upstairs. Tim Howe agreed with this. The dates to do this are January 20, and January 27 at 9:00 a.m. Tim Howe made the motion to table the discussion until February. The motion was seconded by Julie Rider.  Motion Carried.

The future for the disposition of the archives was discussed. Chris Farley wants to donate them to the Jacksonville Historical Society. Jeff and Emily Liska had discussed JHS taking our archives, if we could no longer care for them. Emily Liska is leaving JHS as Executive director, so a discussion will need to be had with the new Executive Director.  JHS would also get the SIAA building, should we ever dissolve. Jeff made a motion to present this to JHS, and develop an agreement. Tim Howe seconded the motion. Motion Carried.

Chris Farley will continue to speak with Daryl at the city, but she would like the bricks and tracks out of her yard.

Historic Springfield Christmas Society:  Debra Thompson went to their first meeting. They need a 501c3, and the discussion was had that they can go under SIAA’s. They would need to be a committee of SIAA, and would go under our umbrella. They want to have a Valentine’s Day brunch as their first activity. It was agreed that they could use the building free of charge on February 10. Debra Thompson made a motion to have the Historic Springfield Christmas Society under SIAA, they would become a committee, and report to the SIAA Board. Tim Howe seconded the motion. Motion Carried.

Committee Reports:

Rentals: We have 4 new bookings, and a pending since our last meeting in October. Calls are increasing.

Membership: We need a Chair.

Building: No Report.

Grounds: Both air condensing units froze up during our cold snap. We had to replace the fan in one of them.

Archives: Diane is back working inventory of the Tour books. Debra Thompson suggested we need a new Archive Chair because Chris Farley and Jeff Gardner are leaving. Jeff Gardner suggested we do “Archive Training.” 

Garden Club: The meeting for February or March will be hosted by Tonya Kimbrough. The topic will be succulants and carnivorous plants. There is currently no host for January. The meetings are held the 4th Thursday of the month.

New Business: None

Announcements: None

Adjourn: There was a motion to adjourn the meeting by Tim Howe, and seconded by Jeff Gardner. Motion Carried.

Meeting Adjourned at 8:27 P.M.

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December 12, 2017

SIAA Board Meeting Minutes - December 12, 2017

No Meeting this month due to Holiday Home Tour preparation.

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November 14, 2017

SIAA Board Meeting Minutes - November 14, 2017

No Meeting this month due to holiday.

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October 10, 2017

SIAA Board Meeting Minutes - October 10, 2017

Present:  Jeff Gardener, Lena Castro, Chris Farley, Tim Howe, Annie Howe, Adam Halstead, Debra Thompson, Julie Rider, & Shannon Elian

The meeting was called to order by Adam Halstead at 7:05 p.m.  Adam asked if everyone had reviewed the minutes from August. (Note: There was no Board Meeting in September due to Hurricane Irma). The motion was made by Tim Howe to accept the minutes as presented. Jeff Gardner seconded the motion. Motion Carried.

Treasury Report:

Lena Castro made the motion to accept the Treasury Report as presented. Annie Howe seconded the motion. Motion Carried.

Signs for the Home Tour: We have some that we use, and SPAR also has some. There was some concern that some may have been lost due to Hurricane Irma, but we believe SPAR took those signs with them when they moved temporarily.

Use of SIAA Building: Debra Thompson had an idea she wished to present to the Board. She contended that weddings are made well in advance of the date. Some Springfield residents may want to rent out the building for birthday parties, and events such as that. If they were planning something like that, and the date was within 4-6 weeks, and available, she wanted to offer a “last minute discount” to those residents. She called it a “Springfield ½ Price Special.” For instance, to rent at the last minute on a Saturday, would be $375.00. This way, the building would see more activity.  Most were receptive to the idea, however, Chris Farley noted some concerns about it. She brought up a member who used her discount to rent the building, and then charged those she was actually renting the building for.  Adam read what the current by-laws say. Annie suggested forming an Ad Hoc Committee to review the by-laws. Tim asked Adam what his thoughts were. Adam and Chris both described the work that is involved with the rental of the building. Adam said it may be more work than it is worth.

Committee Reports:

Rentals: We have 3 new bookings since our last meeting in August.

Membership: We are continuing to collect annual dues.

Building: No Report.

Grounds: No Report.

Archives: The tour books are still being catergorized. An inventory is being done. Kiley finished the uploading the 2001 survey photos. Jeff acquired file drawers that we can use for larger papers. This brought Chris to present the idea that the Bride’s room is too large. We could shorten the Bride’s room by a little and expand the archive space. In Jeff’s words, “Archives need to be dedicated to archives.” Debra Thompson made the motion to get an estimate to enlarge the archive room. Annie Howe seconded the motion. Motion Carried.

Garden Club: The meeting will be October 26th at Chris Farley’s house at 6:30. Debbie will put the meeting on social media.

New Business: Chris Farley has been working with FDOT to put the trolley tracks on Main Street. There is a lot of presentation, and ultimately, the project may not be approved. She would like to work with the city and HPC to investigate putting the monument in the park instead. Chris made this a motion, and Lena seconded it. Motion Carried.

Announcements: None

Adjourn: There was a motion to adjourn the meeting by Debra Thompson, and seconded by Tim Howe. Motion Carried.

Meeting Adjourned at 7:48 P.M.

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