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September 11, 2014 Minutes

Working Men’s Institute Board of Trustees Minutes

The Board of Trustees of the Working Men’s Institute met September 11, 2014. President Fred Frayser called the meeting to order.

Those in attendance were Mr. Frayser, Vice-President Nathan Maudlin, Treasurer Melissa Peerman, Secretary Tom Cullum, Trustee Connie Weinzapfel, Director Ryan Rokicki, Margaret Scherzinger and Jeanne Maudlin.

The Minutes of the August 14, 2014 meeting were presented. Corrections were made. Mr. Cullum moved to accept the minutes as corrected. Mr. Maudlin seconded. Accepted.

The Treasurer’s Report was presented. Mr. Maudlin moved to accept the Treasurer’s Report and hold it for audit. Mrs. Peerman seconded. Approved.

Mr. Rokicki presented the claims. Following discussion, Mr. Cullum will call Lewis Heating to question their invoice. Mr. Cullum moved to approve the claims, with the exception of the Lewis invoice. Mr. Maudlin seconded. Accepted.

In Old Business

Maclure Room Punch List ~ Mr. Frayser and Mr. Rokicki presented the list of jobs which need to be completed for the room.

Archival Storage ~ Tri-State Storage presented a quote of $59,000 to install storage in all three of the Archives rooms. Mr. Cullum will contact Tri-State Storage for a quote for structural support work in the Lily Archive.

Discussion then followed concerning implementation of the archival storage project. Ms. Weinzapfel moved that the proceeds of the Jeanne Miller Fund should be moved to the Reserve Cash account as they become available, but not to exceed $70,000. After discussion concerning the type of shelving and the company that offers that shelving, Ms. Weinzapfel added that Mr. Rokicki should make the call as to which system and company to use. Mr. Maudlin seconded. Approved.

Time Capsule ~ It was decided that Ms. Weinzapfel, Amanda Bryden, and Mr. Rokicki should decide what should be included in the WMI packet for the time capsule.

New Business

Status of the Treasurer ~ Due to her position at Fifth Third Bank, WMI can no longer use Mrs. Peerman’s signature on bank documents. She may still hold the position of Treasurer of the Board of Trustees, but another Trustee will have to sign the signature card for WMI. Mr. Maudlin will be added. Richard Maier would like to use QuickBooks as the accounting program and will check with the State Board of Accounts to make sure this is acceptable. Mrs. Peerman moved to have Clem Dassel & Company install QuickBooks and provide training for its use. Mr. Cullum seconded. Approved.

In an attempt to correct accounting mistakes, Mr. Rokicki made a personal deposit to cover penalties assessed to the WMI account. Following discussion, Mr. Cullum moved to reimburse Mr. Rokicki for the penalties. Mr. Maudlin seconded. Approved.

It was also found that WMI has provided payment for Mr. Rokicki’s family insurance coverage. To correct that difference, Mr. Rokicki reimbursed the difference of the individual and family coverage. He will also instruct Clem Dassel to correct further paychecks.

Budget Appropriation ~ Mr. Rokicki met with Robert Norris. The budget appropriation can go up $6,000. The budget has been advertised.

The Budget Hearing will be October 9, 2014 at 4:30 p.m.
The Budget Adoption meeting will be October 21, 2014 at 7 p.m.

The Board of Trustees will meet immediately following the Membership Meeting.

Director Rokicki made his report ~ see attachment

Ms. Weinzapfel read a personal letter addressed to the Board of Trustees ~ see attachment. She also wanted to let it be known that she was dedicating her service on the Board of Trustees to Gene Culliver.

Mrs. Maudlin mentioned that 76 videos of the Oral History Compilation have been made to date.

The meeting was then adjourned.