Heritage Village Board Meeting
January 17, 2010
13 Present
Officers: Vice President-Dale Helms; Treasurer-Marilyn Egeland; Secretary-Julie
Jensen
Board Members: Karen Useldinger, Leon Krueger, Donna Schaffer (acting
Recording Secretary)
Members: Darren Nelson, Arlene Krueger, Carl Gaber, Joe Borgen, Kim
Nelson, Mike Devine, John Schaffer
Secretary’s Report:
A copy of the November meeting minutes was passed around to be read. Karen
moved to approve the minutes, Donna 2nd. Approved
Treasurer’s Report:
Copies of the check register were distributed. Christmas Party realized a
profit of $298.61. Current checking total as of January 14th, $29,173.22.
All bills have been paid. Donna
moved to approve the report, Karen 2nd. Approved.
Dale brought up the idea of getting a Check Card (Debit) or Credit Card to be
used for purchases such as those online. Darren gave examples of
times he had used his own credit card to pay for items when getting a check was
not practical. The idea would be for Marilyn to be in charge of the card
and only a limited number of people be authorized to use it. Anyone
needing to use the card would have to call or contact Marilyn, telling the
purpose for the purchase, amount and business and then she would give them the
needed information. Discussion covered the possibility of starting a 2nd
account to be used only for that card, a credit card vs a debit card, the need
for detailed information for purchases and a purchase limit on the card.
Julie moved to approve the used of a credit card. No 2nd was requested and
the topic was tabled until Dale and Marilyn meet with the bank to gather more
details.
Communications:
Port-a Mix Christmas Card; Eastside Travel Plaza Christmas Card; Verona
Burkholder passed away and Frank sent a thank you for the flowers we sent.
Old Business:
Christmas Party
Profit of $298.61 Bake Sale was a success. Everything went well.
Both wagons were busy all day.
Maintenance/Grounds, Job description-Carl
Carl stated that, after serious thought, he would work with the farming & crops,
take care of the roads & ditching, the Landon Building, and help Leon with the
Barrett Building. Discussion covered what the intent of the appointment
was with the idea that there needed to be a “Go to” person on the grounds that
those in charge of buildings or projects could go to for supplies, help and
approval. Tabled until Bernie comes back.
Projected costs for the farming & crops is approximately $2000. That would
include everything from seed to fertilizer. Last year was a good year for
donations, but we cannot always count on them. We made over $6600
last year. We have 16.3 acres and usually farm 4-5.
The Barrett Building: The door on the north side needs to be fixed or the
building will be unusable. At this time it will not easily open far enough to
get the lawn tractor in and out easily and this is the building that holds all
the tractors. He went to LumberMart and talked with their engineer
on a plan to fix it. It will take 2 1/4” x 22’ flat plates.
They are going to try and jack up the existing beam. It will cost
$1500-$2000. Leon Krueger, Paul Larson, Wendall Landon & Carl Gaber will
be working on it. The price of steel is raising almost daily.
Storm damage: Dale states that he is still waiting to hear from Halls
Building Center in Red Lake Falls, MN to give us an estimate on the building
damage. The insurance adjustor wants them to give us an estimate on what
needs to be done to fix it.
Road & Ditching Project: Carl has talked to a number of contractors.
An excavator will cost $500-$1000. The pipe will cost about $5/foot.
The project will extend from the 4-H barn towards the Bier Building. We
need to fix the drainage to eliminate water problems caused in the spring and
during times of heavy rain otherwise the grounds turn into a swamp. We
will need to take that fence down in the west end in 2 different places.
We will need clay, dirt, landscaping and other work. Over 2000 yds. of
dirt minimum. Cost will be around $5000, maybe a bit more.
Some materials and equipment will be donated along with labor. Need to
take the fence down in 2-3 places.
Discussion revolved around maintaining what we have as well as adding new.
Julie moved to fund the farming costs of around $2000 and to pay for the
materials of approximately to fix the door in the Barrett Building. A
budget of about $4000.
2nd Karen All approved
Carl: We will need about $2000 for gravel and road maintenance and that
will be needed annually. Agreed but tabled for spring.
Carl would like to have someone contact the 4-H to keep them apprised of what is
happening. Discussion about inviting them to a special meeting. Dale
state that we needed to contact John Mankie at Valley Truck about the 4-H barn
and other projects.
Budget: Marilyn Egeland expressed concern about having so much money in
just a checking account. Karen stated that in the past we had
purchased CDs but that the interest rate was so low right now that it might not
be worth it.
Grants: Laura was not present. Discussion about possible grants to
help with the drainage project.
Budget: Tabled until Bernie can explain what he wanted
Display cabinets: available from the Myra Museum. Bernie will pick them up
in April.
FundNite: Friday, April 15, 2011
No letters have been sent out yet for bids. Dale has them ready to go, but
we had not acted on them yet. Dinner hours 5-7. Dale will send out
bids to the Legion, Vets and the Eagles. He will give them a week to get
the bids back and bring the information to the next meeting and we will vote
then. Discussion: Who was in charge in the past. No one really
in charge. Lots of people just had various jobs.
Discussion about whether we are being fair to the businesses and if we are
giving them enough time.
FundNite needs a theme for this year.
Bookkeeping: Marilyn Egeland and Donna Schaffer visited with Judi West at
Drees, Riskey & Vallager about our current accounting system. She strongly
recommended that we stop using Quicken and use QuickBooks instead.
They said that Quicken is not designed to handle our type of accounts and that
doing our 990’s costs more because they have to dig through the program to get
what they need. Quickbooks is designed to handle our type of accounts.
Laura Munski, from the Dakota Science Center has loaned us their QuickBooks Pro
to use for our accounts. Judi also felt that we should start the program
as of October 1, 2010 and not to import the old files. She also
stated that the receipts need to be itemized so that we can put them in the
right category.
Karen felt we were already doing this. Marilyn said no, that many
receipts come in without much information.
Discussion about the way things were handled in the past. General
agreement to go ahead with the new program but that no vote was necessary.
New Business:
Insurance Renewal: nothing received
Heritage Days Dinner: Tabled
Heritage Days Director/Coordinator: Dale has been Director but he feels it
is time for someone else to take over. He will not take the job for this
year. No Volunteers at this time. Suggestion to ask Frank
Burkholder was made. Dale says he had talked to him but that Frank had
said he won’t take it.
Discussion: Is there a committee? Should there be a committee? Dale stated
that, in the past, people just volunteered for the various jobs and it all got
done.
Arlene Krueger has been in charge of the program for Heritage Days, but is
resigning. She believes that Laura Munski might take over, but has not yet
agreed to it.
Key Inventory:
Bier Building: Donna Schaffer, Julie Jensen
Arlene Krueger-Keys to lots of buildings
Dale asked that everyone make a note of the keys they have and bring it to the
next meeting.
Teletype Machine: Donna Schaffer mentioned that she and John have already
arranged a donation of several machines that will be moved from Montana when the
building is finished. Storage may be an issue. Dale suggested
that John and Donna work with Bernie on it.
New starter on John Deere: Darren Nelson
Discussion: Cables, alternator works well, with new mags hopefully it will
run.
Discussion about other repairs needed: the New forklift needs brakes
Axle at Thief River Falls for $300. Donna Schaffer moved to purchase
necessary parts and repair. Leon Krueger 2nd. Passed
Joe Borgen stated that the clutch on the road grader of Sondreal's may go out
again. They keep resetting it but it does not stay. Discussion:
Tabled.
Joe stated that he will be adding a new DVD on the 10/20 to the collection in
the filing cabinet.
Marilyn asked about the electrical meters and stated concern about the bills.
Meter 14153: runs the sump pump, heater in the back room and the front
electric heaters in the Amundson building. Monthly bill is around $270.
Discussion about installing the gas furnace in the Amundson building to reduce
costs. Work needs to be done by a professional. Suggestion that we
find someone to do it. Tabled.
Discussion about using the Amundson building for meetings.
Meter 15003: Church-basement heat minimal, Hagen building, Town hall, Bier
Building
Julie Jensen stated we can pick up the donated copier at LM Windpower. Bernie is
to pick it up when he returns.
Sealing the parking lot estimate is about $13,000.
Marilyn asked who to go to with building projects. She stated that the
Country Store needed a new threshold to make it accessible for wheelchairs and
that the ceiling lights were now hooked up by extension cords and that it was
not safe. Dale suggested waiting until spring and those problems would be
worked on. Discussion about placing such needs in the 3 ring binders
available for each building and then whoever is in charge of maintenance would
check the books. Marilyn talked of the need for very itemized receipts for
such work.
Dale has cleaned out the storage closet. Very old paint buckets fell
apart. Sale stickers from Archies for $1.99/gal.
It looks great.
Those in charge of the buildings/areas were listed:
Barrett Building-Leon Krueger
Bier Building/Kitchen-Joe Borden
Amundson Woodshop-Dale Helms
Maury Building-Norm Vanderpan
Sherlock House-Bernie Hoggarth
Landon Building-Carl Gaber
Hagen Building-Darren Nelson
Country Store-Marilyn Egeland
Town Hall-Arleen Krueger
Blacksmith Shop-Rick Hagen
Church-Tom & Cindy Barrett
Solberg Barn: Lyle Rose
Tractors: Darren Nelson & dad
Farming, Roads, Ditching: Carl Gaber & Leon Krueger
Horse Arena: Dale Helms
Next meeting February 21, 2011 @ 7:00.
Marilyn Egeland motioned to adjourn. Julie Jensen 2nd. Passed
Submitted by Donna Schaffer, acting Recording Secretary