Minutes of the Centerville City Whitaker Museum Board meeting held Wednesday, February 11, 2009 at 6:00 p.m. at the Thomas Whitaker Museum, 168 North Main Street, Centerville, Utah.

MEMBERS PRESENT
 Richard Davis
 Richard Henrichsen
 Dean Layton
 Doug Romney was excused at 7:15 p.m.
 Paul Thomas Smith, Chair

STAFF PRESENT
 Lawrence Wright, City Council Liaison
 Melissa Hogan, Museum Director
 Connie Larson, Recording Secretary

MINUTES REVIEW AND APPROVAL

Richard Henrichsen made a motion to approve the January 7, 2009 Whitaker Museum Board meeting as amended on page 3, lines 11-14.  Dean Layton seconded the motion, which was passed by unanimous vote (5-0).

MOVING AND STORAGE OF MUSEUM ARTIFACTS

Richard Davis reported he talked with Spencer Jones of Bailey’s Moving and Storage about the moving and storage of Whitaker Museum artifacts during construction.  Mr. Davis was told the artifacts could be moved and stored at a reduced price during the fall months, but not during the summer, as this is the busiest time of the year for their business.  Mr. Jones said he would be willing to donate the boxes for the artifacts, and he would like a firm date of when the artifacts would be moved. He would then be able to determine how much money he would be able to donate. 

DONATIONS FOR MUSEUM CONSTRUCTION PROJECTS

Dean Layton reported he has tried to get a contact name at Wal-Mart to ask for donations for the construction projects at the Whitaker Museum without success.  He said he will keep trying to get a contact person.

Melissa Hogan, Museum Director, reported she recently talked with Shandell Smoot about the donation the Smoots were intending to give towards the construction projects at the Museum.  She said Mr. Smoot is not interested in meeting with the Chair or Vice Chair of the Whitaker Museum Board, and he said his parents will not be able to help with the construction projects at this time because their money is in property.  Mr. Smoot said if the market has an up-turn in a few years, then they will be willing to help. 
 
Melissa Hogan and Dean Layton took their presentation to Scott Marquardt of MTC, but he was not available.  Melissa said she will try to contact Mr. Marquardt’s personal assistant to see if MTC would be willing to give a donation, and she said she will contact other possible donors. Melissa said she will also follow up with Blaine Lutz on applying for a grant from the Save America’s Treasures Foundation that gives grants for renovation of historic structures.

Chair Smith made a motion to approve Melissa Hogan’s recommendations regarding the perusal of these grants that appear to be potentially fruitful, as well as addressing other foundations.  Doug Romney seconded the motion, which was passed by unanimous vote (5-0).

PROPOSED MISSION STATEMENT

Richard Davis reported his daughter, who attends Brigham Young University, has done research on other museum mission statements and he distributed the proposed mission statement for the Whitaker Museum.  The Board reviewed the mission statement and made corrections.  The mission statement reads as follows:

“To preserve, restore and interpret the Whitaker home in order to commemorate Centerville’s past, celebrate its present, and anticipate its future.  The Thomas Whitaker Museum seeks to cultivate pride for Centerville’s rich heritage and create links between our lives and the lives of those who have passed before us through restoration and preservation of the Whitaker home and its artifacts, and the design and implementation of educational programs and resources”. 

Richard Henrichsen made a motion to approve the new mission statement for the Whitaker Museum as amended.  Doug Romney seconded the motion, which was passed by unanimous vote (5-0).

DISCUSSION OF THE 2009 ANNUAL PLAN

Melissa Hogan distributed a revised copy of the 2009 Annual Plan for the Whitaker Museum.  Lawrence Wright, City Council Liaison, said he will be meeting with the City Council on March 3, 2009 on the goals for the City Council for 2009, which would also include goals for the Whitaker Museum Board. The Board discussed the 2009 Annual Plan and agreed to have a long-range restoration plan that will be separate from the Annual Plan. The proposed 2009 Annual Plan is for $15,000, but it is hoped there will be grants approved that will help fund some of the projects. Melissa will prepare a presentation of the 2009 Annual Plan for Chair Smith to present to the City Council. Richard Davis said he will work on the Museum budget and tie it into the annual plan. 

At 7:15 p.m., Doug Romney was excused from the meeting.

PROPOSED PRESENTATIONS FOR WHITAKER FAMILY AND CENTERVILLE CITIZENS REGARDING THE MUSEUM MASTER PLAN

Chair Smith said May is National History Month, and he would like to have two separate presentations given in April on the Museum Master Plan. One presentation would be given to the public, and the other presentation would be given to the Whitaker family on what he has learned about Thomas Whitaker.  Chair Smith said it is hoped there will be an emotional bond with the Whitaker family members, and that they will want to donate money, labor, and artifacts to the Museum. Lawrence Wright suggested engaging the Centerville Community Foundation to help in soliciting the funds needed to help with the restoration of the Museum. City Council member Justin Allen is the chair of this organization, and he will be contacted to help with contacts and collection of funds. 

DISCUSSION OF PROPOSED POLICIES AND PROCEDURES MANUAL

Chair Smith reported he read the Proposed Policies and Procedures Manual, and he said the Whitaker Museum Board would be in trouble legally if the Board was required to meet the recommendations, because it provides a plan for a full-fledged, larger museum than what the Whitaker Museum is.  Chair Smith suggested Melissa take out of the manual of what the Whitaker Museum is capable of doing at this time, and then add other policies to the manual as the Museum grows. Richard Davis recommended creating two separate documents that would be one section of policies and procedures, and another section to be the administrative plan. Lawrence Wright suggested changing the name to Policy Guidelines and Procedures Manual, so that the Board is not stuck with a specific policy.  Chair Smith asked Melissa Hogan to remove the Administrative Plan Section from the manual, and have it incorporated into the presentation for the City Council.

Richard Henrichsen made a motion to remove the Whitaker Museum Administrative Plan from the Policies and Procedures Manual. It will be a separate document subject to editing and formatting. Richard Davis seconded the motion, which was passed by unanimous vote (4-0).

NEXT MEETING

The next Whitaker Museum Board meeting will be held on Wednesday, March 4, 2009 at 6:00 p.m. at the Whitaker Museum. There is a possibility there may need to be a meeting before the March 4th meeting to discuss the 2009 Whitaker Museum Budget. 

Chair Smith made a motion to have an adjunct meeting to discuss the proposed 2009 Whitaker Museum Budget. Richard Davis seconded the motion, which was passed by unanimous vote (4-0).
 
MISCELLANEOUS      

Melissa Hogan reported that she has talked with Margaret Dayton who is a direct descendent of Elizabeth Whitaker.  Mrs. Dayton is a State Senator who lives in Park City and was excited about the museum presentation that was given to the State Legislature. 

ADJOURN

At 7:40 p.m., Richard Henrichsen made a motion to adjourn the meeting.  Dean Layton seconded the motion, which was passed by unanimous vote (4-0).

_____________________________    ______03-04-09________
  Paul Thomas Smith, Chair                                Date Approved

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Connie Larson, Recording Secretary