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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