 Does everybody get a chance to look through all this? Anything on the agenda? You would like to change or else? Well as discussed at the last meeting I had discussed and asked the board if they would want to bring my daughter in to do a presentation about possibly filling the thing on the house and that wasn't. Yeah it's number B. Six feet. Updated video discussion. Okay I apologize. I would propose moving that to after public invite if you heard. Exactly. We'll move it on. Yes I apologize I didn't realize that was was what it was and I've been a little discontented. So I invited them to come to public invite. Okay we'll get you in just a second. Okay so is there anything else on the agenda then? Can we add upstairs class of organization to the future agenda items since it slipped off of the future agenda items? I think we decided last time that was for the house manager. Now I said it would be a good idea to have the house manager in place before we tackle that project. Right. We want her in but she wants to. But it's something about having volunteers. She would be in charge of it. Oh yeah. But let's. So what do you want to add? Put it back on future agenda items upstairs class of organization. All right. Okay so now you're at point number three public invited to be heard. Hi. So my name is Melinda Coy. This is Jamal Page the owner of Black Star Media. I'm just going to pass her on these cards so we can take on each type of website and our social media and all of our information on that so you can kind of check us out more. We're a video production company out of four columns Colorado but we do work all throughout Colorado. My mom was kind of explaining to me that you guys were looking at redoing that documentary that was released and we were kind of looking at that and seeing ways that we could make improvements. So Jamal has me to pitch for you guys on this little computer right here in terms of trying to save some paper to help the environment a little bit. So I hope everyone can see but I will also email this out to you guys. Just let me know and I'll just kind of turn it over to Jamal because he has the real brass tacks of what we can kind of do for you and the finances of everything. So I know that you guys need to get with your brand things like that. Right. Well yeah so first of all just thanks for having us. Thanks for being here. I am as Mollie stated working with Black Star Media as the creative director and we do a lot of things in Northern Colorado I guess I should say just Colorado in general we kind of go all over the place and especially when it comes to cities and municipalities and kind of like things that they are involved with and support tends to be a lot of what our strong suits are in just our industry. So with that being said as it relates to the Callahan House, let me see if I can do this. No, I don't know. Okay cool. Like I said I would love to email this out to everyone too in case you need to repeat this. Yeah we'll email it. So the Callahan House I don't know why I'm telling you guys all this. I'm sure you know. Well I'm going to read it because I did some research on the Callahan House and as again I feel weird telling you guys this. Of course you know. But you know Mr. Callahan and his family obviously very influential to not just Long Island but Northern Colorado as a whole because as they came here and developed and established and became the booming industry that they were it led to not just Long Island but the rest of the region kind of going around that. Obviously one of the big selling points is the first automobile in Long Island. Not like the first one but the first automobile in Long Island being through the Callahan themselves just goes to show you how influential they were in bringing the future to... I was going to say four problems. It's a Long Island. Sorry guys. I didn't mean four problems. My brain just defaulted. Autopilot. Should they work out involved? So our approach with the documentary would be to first structure it in terms of what the story elements are. So we want to be able to highlight not just the Callahan family but the house itself because the house itself has so much history behind it just independently. So our approach would be kind of taking us like if you're the viewer taking the viewer through different areas of the house we can at some point figure out if we want to have a narrator or a host or what that can look like but that were the case like whoever that person is could be taking us through and showing us different rooms and as we enter different rooms we're trying to get history lessons and this is where the fun video element comes into play. As we're kind of taking us to the rooms that's when we start showing some of the old documents and pictures and maybe newspaper headlines of things that were happening in relation to what they were speaking about and then from the visual element of things just really approaching it in a I want to say almost an abstract way of really highlighting the intricate features like you know we would have some really nice shots and do like just like life fixtures or what the you know average the wood around the building all of those different features and the statue up front etc. the gardens exactly yeah you know something so it's not just like a broad hand of the room and that's all you get because you really want to see like what the room is about what the features are about and just what the house is about so that's kind of what the approach would be from a story element and a visual element as well and then we can dive into that more so as we get further on in the documentary now a little bit about who we are if that's our media we are located in Fort Collins and we've been Black for Media has been in operation for about five years now going on five to six years now and what we love to do is just tell stories and tell stories in a way that engages the audience and brings about change in whoever the story is either about or whoever gets the chance to watch the video we just really love to bring about social change and you know help change what our society is which is very applicable with the Helen and Alison the fact that this is meant as a place for women in Longmont to really congregate and so just showing that and spotlighting that especially exactly yeah so yeah I mean and we do it all so we do documentary videos with short films music videos whatever it takes to show the story get the story out no matter who the client is right so that's kind of what we do really well it's just the story elements a couple of our past projects have gone on to be pretty well received I don't know if this is, there we go a couple of our past projects have gone on to be pretty well received just within the filmmaking world right so sometimes you'll do a short film or a music video and you send those off to festivals just like your own country and if you're successful then you win awards whatever so we've been fortunate enough to just have success in that realm of things obviously that side is a bit different than like the more commercial business that we do but that just goes to show you with all this stuff how well rounded we are as a company and that if we had a chance to do that or if we had a chance to do a documentary about the Kalahann House it would be taken care of the same amount of like reverence and respect that we would have with any of our other creative projects and short films recent work, these are links so the problem I've been working on but we'll email all this to you Focotox, yeah so one of our recent projects at the top is Focotox so we've been working with F.C. Public Media for four columns for a new video series where that one is kind of based around mostly four columns as a community and just a bunch of different marginalized communities in there and what living in four columns is like to them and through that video series we kind of work through of course the public media but the town of Focotox itself this is a public broadcast channel that's on all the global TV stations and it's been a really fun project for us not just working with the city but work with the city on a project that is talking about the city and have that project also be something that's on public apps it also has that historic element that we'd be capturing with the Kalahann House as well so if you look at that link since we sent that out it has those similar features of what we would kind of look at like shooting this but featuring the documentation photographs everything like that yeah absolutely and the other ones are just it's better to click the links it's hard to explain they're commercial works but they just go off to show the level so Glass and Scrap is a local nonprofit and that link is just in there to kind of display the visual elements of what we can do that particular link has a lot of moving graphics and fun pocket images so that link is in there to highlight what post-production can look like the bottom link is our Safety Care Elections video that one was a cool one because that's a national campaign that we did as well and that link is in there just to highlight the quality of production that we can provide because that was a pretty large project for us it was a nationally funded campaign that went on to be everywhere so we were really dialed in on making that look really great so that's what that link is for show quality, plastic wrap this is to show what our post-production elements can do and then focus talks just to highlight the fact that we are familiar with city governments municipalities working within communities that we live in as well as historical topics now budget and cost so line items are now we're going to have to look at it so we've got our director grip sound post and rentals rentals has an asterisk because that's very project-specific sometimes we'll approach a project and we don't need to rent out equipment from anywhere else because we have what we need already to get it done so that one is always kind of a nice but these are these items are listed as if we're filming for two days for this documentary so this is what two days of filming look like budget-wise because everything kind of breaks down into day rates the way things really operate is there's either like day rates or there's kind of hourly rates and again it's very project-specific because one is more beneficial and the other I know what you're doing sometimes an hourly rate is better suited for what you're doing if you're going out to just shoot a corporate event you're gonna have like an hour to have two hours pretty easy setup but however if you do an hourly rate for something where you're like filming for eight hours that day that might be less cost-effective than just having like a flat day rate so that's why those are kind of itemized in that order and these are listed as what the day rates would be rather than hourly rates so we have in terms of crew director we have a grip and that just means the person who is essentially helping with the lighting they help just I think in this case it would be less lighting more like making sure that there's not a glare coming out of the window something like that but they're the person that like is rigging up all the sea scenes then we've got our sail mixer that's the person who's actually got the boom light that whoever the narrator is can turn really well into a really post-production and that's just that's just the way and for the narrator we can do a lot of different options in terms of the talent announced within that we want to have a board member, a director a city official which I think could be a really cool thing to incorporate them within this project or an actor who is outside of this as well which we get connections with in the kids that I'm working with I don't know what you're doing he'd be pretty awesome I'll try to make Paul he might be a little busy but I'm sure he'll be just kind of a great voice yeah, let's swing by do you do post-captioning? yes yeah once we email this to you I can send over links of other projects that have post-captioning examples just so you can get an idea of what that looks like yes, absolutely we do so for our options here total estimate, the top one is what pricing would look like just without rental fees because again sometimes we've collected a lot of gear and equipment over our years working so sometimes the rental fee is not existing we know someone not reaching that and we use that equipment from it's really in very special use cases where someone wants a sweeping crane shot of a thing and we're like yeah, we can do that we just have to rent the equipment from a rental house and those tend to be a bit pricey so that's why I just have the afterecks on there but in this situation I'm not sure rentals would even be needed so I would almost just go with the top budget item for this project Sam really yeah, he's good all right, if you guys just say they don't review your equipment and it's the I'm going to have my mom connect us with all of you guys so we can send out this presentation and truth I would feel more comfortable with it yeah yeah not quite sure but we'll make it happen I have a question about kitchen and placement of this video it sounds like you already have in mind PBS do you have good connection with them or does someone on this board so I have worked with PBS prior for a program so I have connections with one of their producers there that doesn't necessarily mean much in terms of us giving something to them, they still have to go through their review process but I do have that in issue connection yeah, and I do as well I know a couple other people who regularly have their projects certainly through PBS one of the big pushes that I know personally and the board knows this as well because we've received money from the Colorado state to start funding we would really like to be able to get it on the Colorado experience as from speaking with PBS in the past, the video that's in existence currently it's not standard I review that video and it's a little bit of there's some sizing problems when it comes to imaging and stuff like that and that's something that we would absolutely have fixed and corrected in the part of the video so all of that's sizing would be yeah, and I was going to say another thing with kind of going back to that Popo Talks project that we do with S&Pope Media, that's again since it's a publicly broadcasted project once we are creating that there are guidelines that we have to work with and just for broadcast guidelines sizing guidelines so things are fitting on every TV screen wherever you're watching it so when it comes to things like that and just that process of like making sure things are sized and appropriate and where they need to be in terms of just broadcast rules, that's something that we would be able to do in a lot of cases that was another question I had because we do have a little station channel 3 here which we do something very similar and we'd like to make sure that what we're doing it would be channel 3 as well and for the community as much community involvement as possible and of course that's just my own personal problem I have one question on the link I think the current one is between 10 and 15 minutes and I'm not sure if you exactly mentioned it so it was 36 minutes I believe about 40 to on the long end and it was rather robust, Dr. Medjord, would you guys want to keep it around that same length? One thing I like about the older and even though it definitely needs upgrading is that it's very historical not only the Hallingham hospital but it covers the history of Longmont and I think that's important too because really I don't know where else kids get it because as they see it on something like that I don't know if it's taught in schools but we do have a really vibrant history here too so would you also include absolutely? Yeah and one thing that I was going to explore with that and I didn't include it on this pitch because I'll just kind of put that in a more comprehensive format for you guys one thing that I was going to try to explore is seeing if anyone here wanted to learn their voice to the video as well whether that be like we sit down and do a quick testimonial and maybe one of you can speak about either your personal history in Longmont or just interesting facts that you know of Longmont if there's just anyone who would be like you know not even how you got involved with the Calhoun yet also in general did you see so much history? we can't eat a good because it wasn't history relative of yours who heard first-hand from what was the wife's name? Calhoun Mary Shine but we heard that she wanted to make this available too my husband's great-grandparent she's like bridged with Calhoun and then the great-uncle handled the deed I have a copy of a quick claim that was heard to my husband by great-grandfathers your great-grandfather didn't have to be JC Penney was he? do you know what you're probably doing? yeah they told you in the store right there they told you so they were businessmen on the evenings wasn't that the picture in the paper there was a store but you know what talking about that picture the fire that happened in the store was 1964 and it popped up on my daughter's whatever she had the article was right there and it said the fire at the A-C-H-E-Y clothing store that's our clothing store right away they changed it just like that so it was corrected before I actually printed it but it has Sarah not seen it now A-C-H-E-Y A-C-H-E-Y interesting yeah we'd love to get you on camera telling us about everything like that because that kind of goes into the documentary as well with the video I grew up here in Longmont as you all know and coming to the Callan Hand House multiple times going on tours here and visiting the other historic homes here in Longmont so I really want you to know that like if we are able to work on this project I'm very passionate about capturing this story and capturing the historic presence that Longmont and the Callan Hand House has because of the importance to not only myself but to the entire community and I do often see that I've been to four homes now but my first place I had I've never been to in Colorado I was in Longmont and I spent about six months here and then went back home to the home I'm from and it was only there for the year and then had the opportunity to move to four homes and I was like that's close that's Longmont okay then I have some other probably stupid questions but one of the other things that we is online that project so we work with we've got our QR codes and we I had hoped that at some point we could put QR codes up to link on and then possibly have a little presentation assessment and you can help us like a QR code that would be on say the statue up front or a different item and then when you're going through we go through that exact section in the video yes absolutely thank you for understanding my gibberish can you help me understand that so if somebody is walking through they scan the QR code and what the video is where so it would go so they're scanning with their phone correct and so that it would go to the exact video that we would have linked to it and then it would be like oh we're going to talk about the statue up front or we're going to talk about the guardians or you know we're going to talk about like the upstairs phone it would play absolutely wow I mean short videos so would you snippets yeah okay so you'd have individual vignettes like yeah that's the thing we can do because we'll have like of course the long like all in the same video from that we can take snippets of the independent videos so for example people using QR codes if they're not getting whatever the cool thing is they're just getting like just you know a 30 second clip of the very other thing I mean so like I was thinking ahead like I apologize I don't know like the phone somebody puts on the phone about the QR code they can just have talks about the phone and if we have an open house and let's say there is a bunch of people not enough to gather around and hear the whole schedule in any given room like presenter they could put that they could just go to that on their phone there might be a QR code for the individual room anyway put that out to the cost of the production it would depend I mean I think it all depends on scheduling right so we had like a two day shoot we could have one day be just kind of a walkthrough day where we are filming and it's just a very broad kind of scope of things and then we come back on day two and be more focused and like all day two could just be like videos of this room that would be more focused on our approach of things so I still think it would be doable in two days because the only thing that would add to cost or price would really just be the kind of days needed to film in terms of materials for those QR codes because I assume especially outside we want to do a plastic or something like that that's a very minimal cost as well so when you're putting together some kind of framework for us to review before you ever get to the point of filming and production how detailed would that be you'd have your script that we would be reviewing and shot sheet or whatever that would show the different things while the script is going and the script would be like a very collaborative process so you know we would maybe even write an outline of just like what would be cool to see and then maybe everyone else can contribute like the fine details of that outline just so that we're all on the same page of what's being communicated through what room through what story through whatever would there be a charge for that you're putting time into that introduction piece with that that would be part of that what about a day where you're just coming out here and smoking things out long before you even start that script or the first run through to shoot so that you I mean would you charge for that kind of thing possibly it wouldn't be a full day it'd be like a half day rate and that would only be for the sake of the film crew because it helps it helps for them to come out and get eyes on the property before the day of showing up and just like like everything right in there what about before you write your script that walk through where people knowledgeable of all these movements out of the house and of how we might want to bring the long life history into it whatever are here to take you through you the decision makers who are writing the script so that you know what needs to be you know generally what kinds of things need to be milled into it in that walk through it seems like that would be important yeah that'd be helpful and some of the nice things of kind of what our role is in terms of just the creative side is we take all the information we compile everything that the client or the business or whoever is wanting to communicate and maybe they're not so much a creatively minded individual but they know exactly what they want to communicate so that's where people like us come in and we say okay we hear what you're saying we hear what you're wanting to get out there to the world here's what we think is the most effective way of doing that and even when you're coming to do a walk through and learning you'll probably spot things that we wouldn't even think of that you could do in a video that would make it and seeing with like the different stories there's so much history here so we really want to be sure that we're spotlighting because you guys want to talk about it because there's so much going to all these different things we can talk with the Dickens family forever as well that's a whole other story in itself but we'll provide cool shot lists script and audio visual script as well so if if commissions do this work when would you anticipate filming could realistically happen and then what time frame after filming would if you had a fun product so I think somewhat in terms of like when we would keep filming would really depend on your guys' availability we obviously do have some pre-scheduled shoots on our schedule but it would be up to when you guys are not hosting an event or a wedding or you know the various different things that happen at the Hannah House so we would need to kind of confer with your guys' schedule to find two days that worked and they said late October I'm just throwing you a date it's late October so if you filmed in late October when would you have a final product if you filmed in late October we could have something to you by making a number so would it be possible to do some of the outdoor stuff earlier yes get all that footage and then it wouldn't even be an issue if certain indoor projects aren't done yet that we want later in October but get all that beautiful stuff outside while the flowers and the fountains are open and looking at our schedule we have September pretty open in terms of especially that kind of second week there and what's the peak for the garden you know August September or two end of September we can get frosts so we also have availability in August very flexible schedules but we could do that third week in September and then earlier I know kind of looking at this we could do any of those last three weeks in August for the gardens I wouldn't go for the absolutely and because Ann was a gardener she knows the gardens well September is iffy you know I mean it can be beautiful but you can't really frost with them this is Colorado it gets crazy it's still in September it's done then obviously with the weather this year all this are on that's right it's great that you all are still the plants the lord it's the nature of our business moving around shoots and having to kind of be flexible so yeah very flexible I'm just going to email this pitched to Sue is that the perfect email right there okay I'm going to do that and you know if we knew when you were going to come to do video out in the gardens we probably want to make sure the landscaping crew was not there that day but maybe the day before we have a lot of moving parts but for concept that's right now so if we're looking at August it would be really great just for our scheduling purposes if you wanted to send over a couple dates two dates that would really work for you guys in August in terms of like I said that you're not posting it and that's the extent of that slow down a little bit but I mean I love it so I'm nothing against it absolutely absolutely important we can look at a quick timeline I think it's a great idea and I think the details can be hashed out of the meetings so that we can continue the business for today and then I started putting it out there that we really are willing to come in whenever so whenever it works for you guys and whenever you kind of looked at things and said maybe this is something you seriously want to do or we're not going to rush just to bottom line this everybody is in agreement that this is a good idea this is very clear I would like to do that and get that updated I think the idea is leading it on to the Colorado experience and because it's really supported and we would really like in my opinion I think it's important that we highlight that we receive funds from the Colorado sort of preservation certainly fund and because they are very active in supporting that specific program on PBS I think it would be win-win for everybody we are fulfilling our grant obligations because we received a large fund for windows and drive driving driving more than I do in regards to that and that would be fulfilling our promise to them that we would acknowledge all the funds that we received as a seed what about I know this is a detail last little detail I'm going to throw out is when you're acknowledging not necessarily that part of the video or anything but at the end would you have some kind of thing similar to the list that we're trying to create you know you have donors you do that of donors yes yes yes okay thank you yes if you have any questions at all feel free to reach out to me in that email okay it's available so thank you so much this is exciting would you like me to put these chairs back in there yes thank you thank you thank you thank you thank you thank you thank you thank you okay that was really interesting do we want any more discussion on that or do you want to let it soak in for a little bit that was a lot of information guys more than I was even so I think we're all on everybody here is on board I think it's very appropriate this is not a ridiculous cause that's what I was worried about that would be my next thing sure we have enough money I need to dig into the money before we go too far we'll have to make sure so as we get to the manager report would we stop the online advertising for fellhand maybe in February because of the restoration that cost is not insignificant and I think the nine months savings of that would cover almost all of this if you guys are in agreement not to do any additional advertising until next year so that the funds that were allocated for advertising that were not used for a social media outreach would instead be transferred my question there is how are we set for a wedding for next year because if we stop advertising we're also going to stop getting inquiries well we we do need those funds too but the budget for next year occurs totally in the first year and so funds saved they'll use those and so and that is for 2023 and so for for advertising I don't want you guys to worry about that I don't want you guys to worry about that the big thing for me is that was the big unknown I didn't know numbers I've had this dream I've had this push that we do this but number wise was always that scary unknown that I had no idea what that figure was going to be and that's part of the reason why this seems reasonable to me and especially well get it I guess when they send that email out there's some links and we can see I think once we see we're going to sign the bottom one you guys take a look at the stuff we'll run the numbers behind the scenes we'll send out information on this because this is something we're not going to wait until the next meeting to go because we're all in favor of the idea of it I think we need to vote but first we really can vote I mean we want them to start but until we see their outline of what they're going to do a recommendation to forward but not yet to approve to look at the proposal that they come up with and my big thing is like you've been I was scared to death of that number I had no idea what that number was going to be and that's why I'm like okay we'll listen we'll see and then we'll go from there to me that number came in way lower than I was expecting so I'm and happily so can I just ask of the most of us have is anybody on the board here not seen the current video has everybody seen it I need to go back and review it some more I want to look at the old one first I think you can get it online it's on the city's website it's on the city's website I think I have a little page can you give us a little disk it's on my house it's on my house and then I had reservations about tossing the old one because I could not tell about half way through the presentation I wouldn't start with the QR codes I'm putting it on Colorado the experience experience and all the other possibilities that that one does not have built in then that that convinced me I mean history's not going to change the history of California and what we've got is documented in that first one but taking us into the future with all these other things whistles and bells and I want to the old video I think has its place and I don't think it should be going anywhere that would be very clear it's a very good historic information it's my big push was okay I took that I went and approached PBS with it and they said it was not a subpar quality I would not use it and I'm like okay so just like you that's kind of where I'm at I just think once a film is made it's just like any film if you remake a film you have the older film to go back and run so I don't think we need to go anywhere it's not going anywhere so I didn't know that you had I had to approach them I put the viewers out I just went out there and I spoke with the production people that was it I got some just very maybe 10 minute book haul type of thing and they said no we're very specific on how we do this we're so many years out and how we put something on and it has to be of a certain quality and they went on to the thing and I'm like this is kind of the wound debate the fighting moment but that was you know what's so interesting about putting something on the PBS or any place where you get a broader scope of viewers than you had before even just in northern Colorado we might find people who have history that's part of this that we didn't know about then whoever is out to a county so given that so I'm going to make a motion so given that the cost of this project is going to be reasonable and within means given the reduction of marketing and move that we separate the process and moving forward with this kind of project now you're saying that on a city level that's acceptable financially to consider to not we're not we're not on any contract to see what they can propose to us you're giving a motion to approve them to give us a proposal and to go forward with the project to look at the possibility well I don't want them to put a lot of money into it yet not want us to commit a lot of money just want to see their little proposal and I'm sure we'll go through with that but I think we should do this step by step so see the links so we move forward move forward you move that we move forward in our consideration of this project yeah that's that in our consideration we give them authorization to create a proposal for us I mean he had a little proposal there but that was more just an intro they were going to give us an outline I think he said well I think what he's providing to us that is their example of what they can do and then I think we at that point have to then we have to decide if we want to yes this looks good okay but how will then move forward with any kind of with this motion not with this not with this motion because if they're talking about some August leads maybe getting out to do some filming is that are we going to talk about this again which is August yes I know but I just didn't know the August dates or we could be giving them the permission to come and take a look at it that's we're going to have to see I'm trying to think how to phrase this motion so that we well because I also don't want that we want to be done decide to right the paintings are going to be completed as the weather stands so bizarre this year it's going to be less moral no control over that so these are unknowns right now let's start forward okay phrases I can't I can't even mention the phrase again so this Karen moves that we move forward in our consideration of this consideration okay so I second that oh favorite favorite I was trying to figure out if you have any ideas leave my mind leave my mind okay I'll ease alright well then let's move on that's the first time we've ever had a problem yeah that's nice okay um packet update can we go back to you approval of previous months minutes can we read them and everybody I just have one quick correction under number five old business in the third paragraph Brittany's name is miss I saw that I forgot to say old business old business number five yeah on the third paragraph that should be Brittany that's just a title having been there a million times mm-hmm can I have a few quick suggestions one can we add into the sentence the lettering under the paragraph numbering like it is in the agenda because then that's easier to reference well I'm walking back and forth with the template the template I will attempt to yeah just a quick show a lot of time messing with that we're working towards the complete a revision of our website and so a different way of we are moving in that direction formatting it is coming we had happened previously and it's part of the format was established for this before we established that that's exactly so that's in the future so then I've got a correction under paragraph two paragraph two number two the second bullet it was me that asked for a link for the public to access the California House of Minutes so and you can include that it was a link and for the public specifically that's for the public to access the California House of Minutes and then send the link out okay for clarification not for the minutes where do you want this link to be that's a good question how else will it's on time though now so someone went to the the advisory boards look at the California House they're all there the links are there the attachments are attached they happen historically so can we include that in the minutes just that links to prior California House of Minutes are located on the city's website under advisory boards and then California House just so that there's a base hunting for it so that it's written I remember you had to hunt for you know this is a lot of hunting this has been a common theme so grab okay I think if we can get a link to these other to the home pages that take us to directly to prime I'm not sure how directly we go but let's look at that was it about prime though nobody will know what that means no that doesn't have any I'm just writing myself so I can find it I didn't know that was such a thing it doesn't have any you've been in the city yeah but it's a system I can research that and that's probably not helpful to put in the minutes because you didn't know that information for the minutes but it can be something we can add to our these minutes and the corrections need to do that just for a simple thing we can add other it is for open communications easy easy easy access then the next item is under under number five under the curbing topic between the first and the second check marks refer to them like that so what number are you on number five curbing and I believe in between the first and second check marks probably should have one third piece of information that was included in the meeting but it's not referenced here in the minutes and that was that I had a question been about the origin of that historic landmark picture in the board packet in the copy of the Longmont city ordinance number 1229 designating Callaghan houses on the title of the office designating Callaghan houses on the landline and it includes the legal description of the property that was for purpose of identifying the accuracy of the description that's what the last one says when we visit the historic landmark picture in the board packet regarding boundaries that's pretty concise but no one would know why why he's going back to look at his accuracy and if you don't prefer to care provided the ordinance number 1229 which shows well I think the board minutes are to capture board decisions moving forward not necessarily providing all the intricate details of how a decision was made I think that we can take that information and include it in a later packet if you would like to have that historically captured well it's an action that occurred in me and discussion that occurred in me it's the final decision final decision not all the details involved I understand but I also it's a fine line I understand your point I also understand Karen's point I think it would just state that the ordinance was presented before the board and she made copies of the ordinance and gave them out to everybody and so where the ordinance is where we are looking at the boundaries from not from the picture that was came into us from then but the ordinance itself and in referencing the ordinance that's all it is in the statement my reaction would be to add to this last one about Ben revisiting this ask her question of I or do something I don't know how it's in here honestly I really don't long as it's submitted in there the ordinance was presented by Karen and I'm re-referenced because we were handed a piece of paper she's going to stay as part of that's one of my pet peeves it says ask her just say her okay sounds like aspirin well anyway the ordinance was provided to the board so that everyone could review it and the legal description is there and that's what you wrote forward to okay good catch there next number nine house manager will take us out I think that the intent was to take over maintaining the list because we have the list but where? house manager will take over maintaining the list because we put together the list which we incorporated and the board Karen I'm lost number nine number nine under review thank you got it it's just the house manager will take over maintaining the list and that's because the list is what we provided to the council with the board annual report for the last three years so it's the house manager will take over maintaining the list it's still something that I remember reading the job description for the new house manager but that was on there which is how I wrote it it's just a for clarity it's just I do find it clear the way it's listed but yeah at some point we have to kind of I think we really value the secretaries I think that's very important and when I think it's important to if the overall accuracy is there to let that go and move forward because it is really a summation it's not meant to be a historical document in and of itself the details can be found on the video recordings and that notification of that details are available on the signature pages they're available a lot of other places so I really don't remember that being a secretary to this board it's not a generous task because it carries the history of that on this board so if we could so then minimal changes is better what we probably do need to do in future agenda items because it's on the agenda it's actually on the agenda when the minutes are seeing the agenda the future agenda items are just those that are on the future agenda items list and so there are both points that have been added to it which were not on the future agenda items agenda I would like to move that's a tough one I struggle with that I struggle with that trying to figure out what needs to go under that particular section what you're saying is on the current agenda like for a thing where it has A for B listed as our future agenda items so those are the only things that I need to address them in the minutes in that this portion, this paragraph 9 number 9 of the future agenda items are only the things that you address that's what I'm applying to court and so we'll just remove policy so these last four they just need to be removed because they weren't part of future agenda items so all T policy, art walk, the news release I'll go however art walk that part doesn't need to be removed I'm sorry moved to paragraph 5 under art walk that did get discussed but was not included in paragraph 5 about moved to July or August regarding art walk house unveiling can I propose for clarification or just simplicity to move forward with that recommendation but leave this particular one as is to limit the amount of moving parts for the minutes it gets really crazy I think I'm not sure I heard dispelling I heard the recommendations would those two changes be acceptable to move forward with the approval of the minutes I so move I accept all in favor just something just kidding me I'm that is what is wanting wanting so the previous minutes in our crew we've done public invited so let's move on to the packet updates I never know what to say here it's just the the packet presented I am looking forward to Brittany starting next week and one of the items that I'd like for her to go back through is the year of 2023 update the number of guests to acclimate her to learn a new role and to see what kind of events have happened how many people are attending because there's just not the bandwidth at the moment to create those accurate numbers for you so just trying to give you just a quick overview of how things are moving forward our group is still meeting very well we've had a number of different revenue events perhaps a bit lower than pastures because of keeping those windows available for the restoration and work of the contractors the contractors have been working in May and June they've been here measuring windows they're doing a systematic swap-off of the windows of the two porches so I assume if you ever happen to look you'll see that these two windows are boarded up and then you come back another day these two were boarded up and also they're moving through all the different windows and getting things lined up for a lot of activity happening in July after this weekend we have an event this weekend yeah we are going to move again after this weekend yes there is I know them we know them our number of our inquiries are down in May and June I'm not familiar enough with it to know that's systematic because the people in May or June already having weddings or they're just getting engaged and they haven't really moved to the next stage and just a reminder that the venue didn't change their their marketing mission and they no longer provide leads to non-Denver so that's wrong so that piece is not there through no change of what we've done so on these is there anything that shows the future what's scheduled for next year's wedding? yeah we've got some new weddings that are booked on page 5 oh ok we've got a couple that are down and we are in conversations I think with two other ones that haven't yet commended this time so we are seeing movement and requests so they're still getting even without advertising I was a little concerned we're going to leave the advertising off all year long I think it's not all year it's the financial year correct our financial year is the fiscal year that's the work we're looking for the fiscal year I think you guys are worried about those particular dollars we'll figure that out we do want to start to have a presence as we get it done so we'll work on that we'll look at that and I'm also looking very forward to writing these scans and the views are going to be on what she feels would be the best way to move forward exactly exactly and I think having that project of trying to figure out what we've done this year is really going to be a good handle on that we'll be very helpful and by the way this little thing we're at the market yes absolutely so many other questions do city events is it common for me to consider a city event? I have no idea I think it has been in test records so April's city event will be at least one I see okay and then I have a question about the COI Inc. garden meeting that happened when we went recreation activity it doesn't show as a revenue generating event and I'm wondering why was there registration before the public attend participating in that I think your revenue did not specifically go to the public and house it was revenue generating in the recreation realm but many was not sure for this particular items to be drawn on so is there a standard for how the city uses the venue for other revenue generating events that can also benefit the county and house and not just the other department does that exist? possibly this particular one was a garden only activity so it was in a just showcasing this particular piece so in some respects the garden is open to the public I believe that particular event had 22 to 25 participants so as far as the marketing and getting something down there is another piece I think there's an opportunity to explore that as we move forward that the county and house is an integral part of recreation services and we don't charge each other to play nice right then the department the same pocket in the one apron correct but they didn't charge us for the bar meeting to meet at the aspen room at the marlin building there were no charges for them assessed to and so this is not a every day thing I know this is not an every day thing and it's wonderful that it was garden and that's great but just thinking for the future just because I thought do we even have a meeting like that do we use our facilities for public meetings so anything within the city it is not charged unless they use a consumable if they clarification wise unless it's consumable it exists and I'll do a little bit of a but if we have ongoing things that can affect potential with a particular facility then we do have a ring some of the senior centers for example where we have an involved agreement with them about some revenue because they take in some and we take in some for programs that are within their facility and how that gets shared so when we have something that's involved with something so small that it's we never have that agreement so it's something that's ongoing that's what we want to connect and the diagrams were closed to the public so people could still walk through they wouldn't have seen a lot of painters so if we ended up having a Tuesday afternoon painting set in here it was through recreation that would be one that would look at that revenue that makes sense or maybe it's just runs a calendar I don't know but just trying to give an example of something that one of the things there it's just not worth it it's just not worth it also on here we have the calendar house because Eva went shed yes are there any other questions with the the manager report itself the pages whatever 4 or 5 I like the format and I'm very looking forward to having your new manager here shut up she's looking forward to it first one I see that you better leave it we mentioned so the number of guests that should be recaptured yes the fun part about the Ezebo shed I gave you pictures because I was asked in the email to share this with you and short of all of us running outside I actually could look and see what color the Ezebo is because I had no clue on a quiz I got looking at it and actually it's very beautiful from here right now it's a bright white the colors are bright white and this project of painting the Ezebo shed are outside of the grant they are not historical in nature they are just on the ground actually the same people who are painting this will be painting that from a different pocket of light so it's going to be seamlessly done at the around the same time and that is one of the questions I want and I'm very excited to know that they are being included as part of the overall aspect of the whole it'll all be refreshed at the same time refreshed they didn't want to get clarification on the colors they want whatever they want that today so can I ask something quick while I appreciate the idea of Ezebo white I'm questioning about the colors of the storage shed I might suggest that that go ahead and go all white and the reason is because it is not historic in nature Ezebo represents what was once there it is not the original house so I would suggest that we stay white because is the shed viewable from the window here it's in that porch right now we can walk out there I bring it up because it's probably something you don't want to stand out to it blends in whatever that might be whatever it's up against is what I would want a man to paint a compliment whatever it's up against it looks like it's up against a brick wall let's take a quick look at it can I take one exercise sure we had our seven minutes so we haven't seen the sun in how long it's just we're going to see it for a few suns baking we haven't seen the sun for how long I have relatives here so anything here we need to go on yes we will have to go on so I guess what I say is that the Ezebo we start this bright white that's suggested and that the storage shed be the light green the terrain has painted a solid all second all the theater oh ok I don't care she doesn't care so we've got our colors and we haven't volunteered right guys thank you ok moving right along here I believe we can move on to old business so starting with that I believe I'll turn it over to you here or is that you? been the status of the SHF grant well we are we're waiting to restart and my understanding is this has been the plan all along so this next week and they're ready to go they have been continuing to do this right so everything should be ready to go I will add on to since I'm talking about this I talked to you guys about the small projects around the house and I met with Kevin on those the contractor including this and so I'm going to get back with him he's up for it a separate thing so my plan was well to get through glass and council meet but then get right back with him there's a list then so so yeah we're going to look at trying to get it's a number we talked about but then there's more of a piece broken off here and we have a whole little list of things which we must not fall out would be great so that's what I'm working on with that and we should be on target to finish by September we have a career on that Mr. Clinton it's not just on the wall here but that's what we talked about that's what we talked about when will they actually start on the page and I'm talking to you I'm not going to say it's going to happen but anytime you're starting next week I understand you had to put the live date so I'll do it okay okay moving on to art walk we're looking good there we've got all the artists we've got six we've got four indoor and two outdoor we've got music so everything's going good we do need to make sure we know how the art is going to you know UG tables are out there and Brittany is new and I think Kathy is going to take care of that but we'll have to make sure there's some tables and tablecloths out in the yard for people who wanted to sit out there and enjoy the music here's a bottle of water and I apologize I've had a tremendous amount of things happening this month in my family so I am going to be working on giving all the historic aspect of possibly giving somebody upstairs in the rival room so I forgot that or me of having somebody with a display oh yeah okay the dress and stuff the historic clothing the historic stuff we have one issue that might come up since you know we have the four indoor hopefully let's all count on moving weather because we have two outdoors and I don't know if we can pack everything up but I think we can if it rains get them all up on the porch because we've got the music and we've got the live art as we knew of and then there's one with a stained glass who was going to do out the yard yeah I think that's pretty big but for rains I think we could squeeze them in on the porch so I have a question if it rains can we not use the auto house in a minute I don't know I mean I would like to use that we also have the portico here if it rains let me give you another portico I think we should find these isn't there a stove sitting here to see the auto house we need to use it we should before our work then we should make you walk through there I think it hasn't been cleaned up it's been used regularly oh it's been cleaned let's use the auto house let's use the house the back up plan B plan B is auto house I just want to make sure it's clean absolutely but I think we've got it because if people want to see it you should use the auto house yes it is very cool okay that's plan B news releases for grant project that's you Karen well it's me but I'll share with you and then hand it over to Sue Ellen I was preparing what would be a proposed draft for everyone to review and approve and then go on through the city and all but Sue Ellen checked with Jeff and there is a protocol that the city follows and it's all news releases are created and submitted only by the public information staff and so and I would like for some collaboration there because while the public information staff I'm sure is fabulous at what they do the specific nature of what we're doing in the history of how we got to where we're at as far as why the projects are I think they would be without that information so if it's possible for some sort of collaboration among the staff and the board if they're going to draft something up can they get it back to the board so the board can say oh yeah we forgot this can we mention this and then take it back to the staff and then the staff can go oh okay I'm going to craft it that way however that is to be here I think it would be best if there's collaboration are we not another advisory board that divides what's listed can we submit it to them and see how it goes and then ask very highly about the submit it to our board before it's released to the public that's what I would be okay the direction that I receive we can receive from Jeff as we can definitely provide with information and there was some great questions that you asked for I think are very appropriate to provide the answers to the people who are cracking the news releases the timing of the news releases I look at it as far as a much bigger picture for example you wouldn't want the news release for the Callian house to come up the same day that City Council decides to put on the ballot these specific items because we'd be very you'd get very so the idea with having this one central group is to make sure that things are put out in a way that you don't have everything on a Tuesday and then nothing for two weeks and everybody lost what was going on so given that nature we can provide information for the crafting of the news release the actual approval of the news release will not be able and the timing wants to come back for approval and timeframes and it's not what they do it's generally approved by staff to move forward because the timeframes aren't such that it loves itself to come back it is a reward so as an advisory board can we at least advise and advise me suggest that these are the items yes so Karen could put her list together or actually write it out and say this is what I suggest and I think that's kind of what we as a board were asking for to do in any way when we were talking about it at the last meeting but then you weren't here but that was what we were going to do anyway and you were going to look at it and see if that's what we wanted to do so really moving forward it's not like this changed that much in the sense that it's just going not to even but to the well yeah and Karen did submit some questions that are very appropriate to request information to be included in that but she was not able to provide her that information that she needed in the time frame that she needed by and that was just by for today so that I can have something for you to see but we can get the information before she submits it to the possible there's a lot of input that's happening right now we can get your teams on a specific timeline right now I can work with Brittany to get the answers to the questions that Karen asked they are very detail oriented and so requires some I don't want to miss speak to provide inaccurate information and I can work with Brittany to help bring her up to speed on the project to help keep those answers and she starts on Monday and she's got a lot of stuff to do and she says just be with the full time fully to see how long the project creation services so you don't want to I want her to stay don't be all okay so to only concern I guess timing wise it sounds like it's not going to be something that can be done any time soon how will you when the grounds will be limited for example when they're going to be doing work on the concrete imagine for safety you'll probably block off access to the garden to the concrete they're not walking they're not stopping access to the garden right but when they walk in they walk in on the driveways and that's part of this so the only in and out is the west sidewalk okay just I think as long as the public is aware of that it's important to be transparent because all I'm trying to say is that it's always nice to tell people okay this is what's happening and this is why and this is going to be a temporary vacation oh okay 12 hours so it's nothing alright I would say that's what I'm saying that's what my house it's conference very quickly we'll set up additional things please we're going to be living in Oregon you see that we don't like regular hours we don't like regular hours we don't like yeah yeah let's go ahead and close the gates maybe a little silent yeah okay moving on the fall to October 1st 1 to 3 p.m are there any updates you want to mention there just briefly we did meet and put together a quick provision to what we've used in the past years as far as invitation and second paragraph specifically with regard to what the update is I can just read that one short paragraph to you if you'd like and then we can talk a little bit about the short change and it will be that the current board members are pleased to have created a framed acknowledgement putting all of the ladies' names who have served on the Calvin House Board from the very beginning in 1938 to the present as well as a photo display of all the House managers through years these, along with the most recent restoration and preservation projects completed with the grant from the District of Colorado will be showcased during the team so that's the one change that is going to happen to set the whole the team like this we'll vote so you don't have to but it's just a quick we should what's happening with the House in there yeah, that's all you got it we just took out the old just took out the old paragraph you know, we recently received the grant application we did a grant application we received the $180,000 this is what it's all about we changed out the paragraph with that final version that would be included in a packet as a later coordinating sure because it's not until October yeah, can be for next months because we're going to give the invitations out earlier rather than later one of the comments Carol received was last year they wished they could have come but they had other plans so it was they asked for more so they said let us know more in advance more in advance and that was several of the ladies actually so I don't plan to meet again before this month to write the the envelopes and include the invitation printed as it is in the same little stationary car and very soon to the ladies so that's one of the things we need to go upstairs and get more of the cards and the other aspect of it we said we were going to need to follow up with the, you know, reminders about the upcoming G or in the following back room and just a note just for the secretary she can just note a change was made and then in the later when we put the invitation and people will be able to see the change she doesn't need to note a change okay I just wanted to bring up one thing, I know it's my year but don't forget about this I checked the schedule and there is a Bronco game that day it starts at 11 11 anybody want to move to 130 they're playing Chicago we've had it two to four would you like to go to the report? I was trying to go in the middle one to three okay because advance request, I suggest that we move it from two to four for any of those people out there that are because I may not be the only person who watches I'm just going to throw it up then I don't think it's a whole range of stuff we move from two to four that would be great to talk about it me I'll make a motion I make a motion that we move the t-hours from two to four I second it all in favor? thank you well I was looking to just get to who that might prevent some people from coming to sign you don't think I might come later one other great thing that we talked about in our past meeting is how you would like to report refreshments in the past year it's been done by House Steph and I tried to find what the cost was on that because I was curious too I asked even last year what's this going to cost because we need to be mindful of that that wasn't clear but what I found from the financials from April of last year is that there were charges like $172 for pastries charge $10 for grapes some charge that I can't tell what portion of it but it's trace it's referencing a name of a memorial that is held here and Calhann House teeth I don't know what portion of that was so I don't know what the cost was to do by staff here to the Calhann House so an option that was talked about is something for everyone to consider is would we as a board as current board members instead of having House Steph there and have our expenses would we like to individually plan to bring something in particular for our caring kitchen we have to use we can't bring in we can't bring outside food because of the status that we have in this caring kitchen if you move the whole team upstairs you could do that but if it's down here it has to be catered or purchased so we are limited by our doesn't need to have no problem so then we'll just go back through that's my understanding is that reflect your understanding that's right but we just said a little bit like so are you saying that people are not allowed to come into the house and use the house for an event of theirs and bring their own unless it's upstairs unless it's upstairs they can't be downstairs that is my understanding would if I volunteer in my caring services I don't know if I think I would have to go through that with the because I have all the certifications and everything that people are willing to volunteer in my caring services as a certified chef with all the food safe serving certifications and everything that I could do I don't want to put anything more on staff I'm concerned with starting to bring this gear off it's a simple enough thing that I can let me research that in a formal way and thank you for that option I don't want to put anything in jeopardy and my knowledge is I do not want to portray everything I don't know anything about it I know enough to be cautious I don't want to step on things that I don't want to do these things I understand let me find out how I can volunteer my services and all the donation of foods just one quick question I totally think it's down here versus upstairs is great it's beautiful in here but how many people normally come how many would you be inviting do they all fit around the table no we sit at the table we sit at the table this is where the food is and then we deliver all kinds of food and that being said I do think we probably have to pay the additional cost for tea and coffee but then I could cover food costs otherwise and then we do it in a catering manner and keep temps and do whatever else we need to do for reference that's the point wasn't that you know how do you know how we all make our donations in the ways that we can so you're always possible okay generally you're all okay with the same sort of light favorite foods see how Karen described this yeah this is just like not too many sweets a nice balance that everybody has a little sweet it's basically about the I don't watch stuff in my face with cucumber sandwiches oh I might stop I can do cucumber sandwiches she's gonna have lunch again thank you I was kidding so that's the update okay well thank you already it's coming up soon here July 26, 5 to 7 since it's only 2 hours no 5, 6, 7 2 hours I guess whoever can make it we won't do shifts it's a 4 hour thing we kind of do shifts first shift whoever can make it to help try to make it yeah you have signed yeah so and like I said all of us that should be funny to people then so you know just kind of ties it with the information I was requesting to be able to write the news release it was all set to be included in the sports that I was being prepared to bring to you today so that you could look at them and prove them for use at open house they don't have that done because they don't have that information so I'm going to go to the site because for July okay open house I would like to just suggest that I know and I have complete confidence in caring and your details and your efficiency and your attention to details that you just go ahead and move forward if you can get those boards done because this is an opportunity for that people to be aware of it I personally think if the board approved we move forward and just allow you to get those boards ready through the best of your ability through the open house I hate to think that we miss this opportunity simply because we don't have the time to visually see it here at this meeting I personally trust that you will have accurate information because you wrote the grant along those boards I can do it with that information I won't have updated information unless it's well and unless I can have the information that I've asked whether or not you'll be able to get that level between now and next week to have that update included if you want to pair that down to some I'm not sure but this is as far as showcasing the county and the house it's still a county and the house it's still the county and the house whether it's empire construction and the revolutions versus not new to that it's still not relevant so contracting they don't need to know including just so you know including that in the news release it is important, it is how a lot of Arkansas information has been gathered through all the newspaper articles that didn't include the companies out of Chicago that came and did the revolutions so having that information in the news releases is important for that purpose and to be able to have it on a display where people can see how that's the purpose behind the meeting those kinds of details so we can always actually afford to have that information but with that you know that's true so I would like to put a motion out there that Karen that Karen sorry it's been a long one that Karen move forward and do the boards and have them available and ready to be set prior projects at least for the open house to the best of our ability with as much information as we can can I just ask how are these actual boards or are they tan board or how are they going to be supported is that a presentation board similar to the size that I showed you so I mean is it something we need to try or is it something even just a table try that's what I'm going to call it or if you're a medium floor tripod well I mean if it's not how big it is let me see table tops so it's kind of like a big poster board a big fun board or something somebody that's stiff and it collapses but if they fit on a table top they'd be here so they are basically they're 22 inch by 28 inch project boards they're a nice pleasant gray which is kind of a vintage gray which looks very pretty but I have four of those so that we can properly display with pictures each of the areas of tasks within the great project that I'm so what would the dimensions of the board 22 by 28 inch by 2 inch by 28 inch project and they're lightweight they're very lightweight and we don't need to try this well I mean actually one of the floorys I'm going to be the floorys you may not need a floory or maybe just a table top these all as long as the tables the floorys will take up a lot of space well what we'll do is this allows us to be flexible and I'll have to see which one works best and then we'll work under a new because it's going to be an open house and we don't have other vendors in here with that this gives us the ability to be flexible and see what works best you just like it I don't think she's made it yet yeah go ahead your favorite okay then we can on a side note too once you actually have the chance to look at them if we want to do or change things up please let's do I don't want to be the this is what it's going to be this is us this will be their Michelle Brun right yeah I think this is great go forward moving along to item F donations and contributions I think maybe we can finish up on this but I you know you've presented a better I guess we wanted to finish it today I guess I have a quick update because obviously the partners transition manager she invited us to continue on as a committee and wrap it up and I said no it's really important that we all continue including you I like inclusion more in eyes on things better our objective is this we do have the donation policy and guidelines prepared and it's just a simple front and back page for this the purpose of this document will be for us to use as guidelines for donations and then the other document that we're questioning about is the donation agreement which we use the same setup the same format that Eric Mason uses for the museum but we have to meet one more time to talk through a little bit more about the process and then also there's the question of do we really want to keep the donation agreement a donation proposal agreement to just items like a service set and then any monetary donation just goes directly through the retrac or however it is that donations are being paid and then we've discussed about is there some sort of where in a significant amount is where we stop and take a pause to really acknowledge that it's one thing if somebody goes on and scans this QR code and says oh let me put in 20 bucks and it's the other five but I don't know what the special is but financial contribution we use that policy it's 10,000 and so we incorporated all of that too but we're talking about we talked about we talked about something well below we're thinking we're thinking anywhere from 500 to a thousand in the sense of people then getting knowledge for that specific amount of time we just said thank you we mean it more personalized and then how we're going to acknowledge that we're going to do a donation list how we're going to keep a donor list this is still something to work in progress so we have it quite clarified and we recognize that all of this is going to have to go through the city but we've been very very diligent in going through what the existing city policies are incorporating those and incorporating with other or other like the museum like the white minded group within the city has done and referenced to them but you know there's a difference between donating $500 and donating $20 exactly we're going to go about doing that and then how does it show up on the website and then it also was that came into question is how then does that show up within our financials do we need to have a specific line? is it specifically you know is that one that's in existence already or is it a pot that it all goes into? it's like a lump sum, we did 10,000 last month or is it individually listed? you know how that we used to have that one page California House budget and I was talking about California's that the line item donations was recently added because that's what we asked to have done and so my guess is that all donations all financial donations were identified in the column for that given month so the question was is there any way that we could have it from people coming in with a QR code and just donate $20 additional code or say larger front items and I think there's a way to do it I know there is but is it something that is user friendly doesn't make too much work for somebody and yet I personally think it's just a quick fix within that kind of system and you can have a line and differentiate between the $20 donation and the more higher donations I have a system needs to make a difference there is a way to do an email notification to a staff member if something is done and I think the human being could easily assess that so we're looking at it simply on our reporting line so we as a board can acknowledge and see it and then that way we know who needs to have the version thank you notes all that kind of stuff it's really essential that we keep acknowledge the gifts that we have written thank you for that gift and to do that now we're not going to write $15 thank you for your $15 that's just to come up with the threshold to go ahead and figure that out and sure we can figure out a way is there any way on the QR code is they put their email address and they could get an automated thank you automated thank you automated thank you does that happen so A, I don't know if you've received any donations to this time so that would be A B their information unless they do it anonymously which they have the option to do would be available to staff when they make that decision so the staff would be able to do a generically approved email to folks could do whatever you want to at the moment it's not a burning fire with lots of people doing that if it was automated it wouldn't involve somebody actually doing it it would just kick out a I think that the volume that you're currently experiencing just a staff member could it could be even as simple as a thank you emergency and then when we can do that piece can happen so if there's a verbiage that you would like to have can that comes on that you see for a specific purchase of that and then as that is said I'm anticipating future volumes to increase I love it I love it we're thinking well for this I guess to clarify part of the reason why we're bringing it back to the board is we would like the board's input is there a specific threshold that the board overall sees that we should be starting at is it 500 is it 1,000 what is it the board thinks I'm just going to throw up a sense we know the volume of contributions isn't real high right now I say everything should be acknowledged once we reach the point where we're getting 20 a month then we can talk about we're getting too many it's never too many but now we're getting a volume and we have a headcount problem we don't have something to do well with I understand where you're at but we're trying to get a policy in place so it's very important to me that we just get the policy in place and then the policy is in existence we don't have to rehash this right I think there's two levels of acknowledgement like everybody to be acknowledged and this is a rarity right if somebody gives 500 plus dollars and that is a physical very big physical note I would lower it to 100 I think you would get $100 and there's not very many of those there's not very many there but if I donated you'd always change it that's exactly why we were bringing it back the other thing is we did find out through dealing with this process when we went in and punched in and looked through the website so we got directed specifically to doing a bench yes to do a bench there's a little pick up there there's something to pick up on the line we know exactly where they got it that they should be able to donate a bench oh a bench it's a website because the website needs them directly to it oh yeah if you scan the QR code right now let me pull let me pull it out the option or shows it as an app or it's a refused one it pulls it right to that that's why I felt horrible and you wonder that's where exactly where they got it they were doing the right thing it says right there that we can do it if you want to scan it on your phone if you want to scan it on your phone use that QR code because it's really quite interesting it doesn't take you to the opportunity to put in funds like here's 20 bucks now it's like here donate the memorial bench and it's like oh no that's not right we don't want that and so I felt horrible that we turned them down and went back to it in a lot of ways they saw if they saw that or not but that was not their it was not their own way to set up something changed something changed the pick up somewhere along the line because last year we did a beautiful job creating the QR code and then getting the donate button on the website and then we talked about okay the donate button went on the computer has to be at the top but when you scan the QR code on your device it needs to be you know right you know pop up first and so and then when we did that we went through the process it was a little cumbersome we had to kind of jump through the hoops to get to alright here's yes I want to make this no I don't want to use my city account or yes I do and so there was a little process there but it was always pointed to how much I had to use the QR code and the link and I got to the account so if you don't need you have to go through the process it didn't change the process so if you make a donation make a donation on mine I clicked that so there's a lot of ways people can come in if you find the area that you see because I'm looking on a phone and I'm looking at a link and I'm using my personality like me or you I wonder if people can get halfway there and I wonder if people are really creative and do something totally different than you would do so if you're looking at a different location where I clicked let me know and you'll work on that Brittany had it on her Macbook or laptop whatever so when you two get together she can show you because she's the one who went through it she's like wow this is a problem so she can show you because I don't see it with this with my phone let's find out my big thing is I don't want to have to I don't want to have it out there once it's part of the venture once it's talented they're all in an online store but anyway but if there's a link area let's get it absolutely if you don't know about it we can't fix it that was an aha moment for us that we're like oh very good more discussion on the contributions we'll do it we will need it on the next agenda next month because we will be meeting Brittany after she's here I'm going to ask you to say it's almost 11 o'clock we have interviews at noon and I've got some stuff I did want to mention one other thing before I go about we also are on the right on the edge of hiring program supervisor that will oversee Brittany and I have a number of other I'm excited about that that's what the interviews are for that was yesterday today's the museum oh the museum that's more all I can say so that's very exciting to get we have two internal candidates they're both excellent we're very excited between Brittany and getting this going we're going to be able to do that with these two can I ask that at the next board meeting maybe we can share with the board how the structure is laid up within the city because the museum literally everything is relative we've definitely gone through a minor restructure we've gone through a major restructure last year and just internally we've gone through it's more beauty adjustments so anyway it would be helpful just to see it and I appreciate it we can put that on the next meeting thank you everybody sorry okay I I want me to leave it to Tim I think we can wrap this up both of us under new business I don't know we should talk about the scrapbook I think we can not talk about future agenda items so let's just finish up Karen do you have anything did you say scrapbook? yes Kim Sandell did I met him showed him an example of the scrapbook and he said okay yes this is something I've done before and he said normally I charged him $20 per file $20 per file he said and to explain what a file is that's the photo so he said one image itself is $20 but he said with your project and the quantity that you're doing he said I'll charge $10 per file and I said okay what that means and what we get for that it is absolutely professional quality photo that is very large by all means it is really good quality that you could take a blow up into a poster if you wanted but it's a rectangle he's aware that the scrapbooks are 12x12 and he said yes but I would take a picture he said I could provide it to you in its raw format and it would be rectangular it's a full size file and then you can modify it to the size that you want your image to be in your electronic project and so that would take some work on someone either on the board or within the city if there's resources within the city that can help us to do that kind of thing we would be the person who would know or be able to find out who in the city would help us once we had those raw files sizing them properly to an electronic scrapbook does that make sense? so it's a full page that was clear because I was thinking the individual that's what I was looking at it's one picture of the entire the 12x12 page so as you give a little understanding of sizes the early years it only has 30 pages and that's been one of the smaller scrapbooks and so just to give you an idea for quality so and he said it would take him and I told him it would be about 9 or 10 books and he said it would take him about 2 weeks so that's the turn around time you know I didn't you know I will count the pages of the scrapbook so that I can give you an answer as your main number I'm not ready to go forward I'm just reporting updated news and we don't get more updated and I believe that the information can be presented the cost of the scope of the project can be submitted and the actual move forward with those funds that is not an advisory board is not able to cover those funds for the city to move forward can I just clarify something maybe I misunderstood last month but I thought you were going to do it I mean I that's what I understood I'm sorry maybe I have something to say I said that I had heard about Ken Samble from Eric so you were going to talk to him and that I wanted to see what he would charge and how he would approach this project because he's a professional we're going to pay a professional image now I'll turn it to having a professional do professional images would be me that's what I understood from last week 12x12 now I don't have a machine that scans 12x12 pages but does the city and you know the museum right now they are trying to find a new director and those are the people that would be asking I know the kind of scanner that they have it's an 11x17 from Eric from like last year when I was there doing something I asked him how could I scan the pages they only have an 11x17 scanning capability there at the museum and that's when he said the Denver Museum Denver Library has a scanner he said you could go down to the Denver Library and use their full scanner and that was on the discussion that we would do a field trip we would go field trip and then it was a matter of well we can't go do a field trip I mean this was whole lot of stuff I mean is that something I just felt like it was last week that you were last month with me I am but I did say last month more but I wanted everyone to have better options and while I am willing to put in any amount of time necessary to get this done I don't have the equipment it would be nice to see what it would cost wise if we went with FedEx so if I go to you think they have a scanner at FedEx then I can you can have printing done how about how about because we are on a time crunch here so how about we move forward in the sense of we check we do our research and let's move forward in the sense of let's check out FedEx or wherever else that we can get an image done we should contact the library endeavor what the cost of the pages are would be if we came down there and scanned it then then we can also look at this because of the cost prohibitiveness about maybe we consider and this is just a suggestion for people to think about maybe we break this project down into sections so we do two books one through three as we can and then we move forward with the project but within a smaller scope this is over $3,000 as is right now and 300 if you would do it 30 x 10 that's 300 but then there's two sides that's why I say if we break it down with only two books or three books at a time and we break it into a more affordable aspect the other aspect is we can consider doing a specific fundraiser specifically for this project why don't we all think about it bring it up we'll put it on put it on to old business now we will keep look for ideas look on my I mean if next time we bring it up if we're going to say well okay so here's how much this cost or that cost somebody needs to check certain things out so FedEx I'm talking you scan it yourself they might have that option you know how much is that machine you put in a credit card and he starts scanning things I believe it would work that way what do you do like what do you call those blueprints you know like drop-home or something then you've got those kinds of stuff there's a couple of aspects that we need to do and I don't want to put this all no you share I don't want to put everything on you would you Sydney be willing to go and check out FedEx do you have any do you know of any alternative for how to I'm just wanting to get everybody just to think and to look at things I don't know if we have to start assigning jobs or anything the machine at the Memorial Building when we scanned in the stationery it at least took the the label size because we've heard of tabloid is it can also shrink stuff I just there's a lot going on right now especially if you're looking to move forward with the project I think maybe we don't want to discuss or assign jobs here so let's go ahead and get a committee together to work around that can I suggest that we I would like to put forth the motion that we would like to second that obviously I'll leave that because I'm a historian my favor I have a committee to work on this I have many days I have many days who else I'll be willing to work on the committee I will can we ask the committee and thank you I'm not sure I'm going to fit in things on my personal agenda I'm out of here okay alright we've got a committee you guys can work together and figure out what you want to be I've got Marine Cindy Karen alrighty so let's if you guys want to can we forego the future agenda items I have a quick question which ones stay on here house manager picture project public fair review future house restoration county annual speed last past and present board member austere's organization I saw a G digital that'll be that'll be as old as this okay thank you can we talk about anything from staff and I was really bored but since we're running pretty late today we can either record that unless somebody has I guess I have a question regarding what's at the bottom of the minutes did we decide we didn't need that on the minutes page that's correct it's on the signature page which I have right here I guess we should start this so it's on the back you don't need to have these on your minutes do you want us to sign them when you're can you include that single page in the packet long at the end of the minutes it's submitted with the signed minutes that go in I know but in the packet in the packet that would you mind including it in the packet at the end of the minutes why would we need it why would everybody need it anyone who makes a packet online would not know that that page exists would not know that the references at the bottom of the page exist I submit the signs after and they will all have this on it only one month our current month won't have this side piece of paper does that make sense it doesn't have to be signed it just can be blank showing that it exists anybody wanted to go in and print the packet like not necessarily us but as a member of the street can we just include it I sure can I'm not just print it for your packet no you don't just include it for the packet just post it for it's not it's not for the current meetings the minutes when they finalize it so do you know things are also right here on the agenda you want a blank page with it again it's part of the document it's part of the document it's way too much it's just part of the document can you guys take a vote tell me how to word it I hear Karen I heard a request to include a blank signature page for the purpose of so that it's on the packet it's not in the packet it's the first page of the agenda and that appears all along before our meeting no one would ever know the signature page exists if they're pulling up the packet before our board meeting so before today's board meeting if anyone went online and looked at, because you can look at all boards, agendas and packets online all the way up to City Council and all of the documents of the packet are visible for the public the signature page is part of the minutes and while it is un-signed it shows that it is un-signed in other words it is it's not the final I think that at the conclusion of the minutes you do not have to add it I'll put it onto your minutes at the conclusion I'll put it into the packet it will not be printed before the board members so we don't need a motion on anything correct any other things we need to talk about I think there are things that need to be on next month's agenda but how would you like to send your email? send it to the agenda I will not be at the next meeting so I do need someone to launch your next meeting don't look at me I've already had that conversation Karen do you want to do minutes do you want to pick up I'm willing to do it I hope I can do it in a way that meets the standard for the format it's actually a simple thing it's a summary and I think that's very important to maintain a summary follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up follow up what should be addressed in our next meeting? I think at the moment, for information, it was leaking. Yeah. The initial solution was to remove the pictures entirely, rendering the scene inoperable. They provided something right now. And it's not in stone. It's temporary. Yes. Yes. As far as I know, pictures are not to fix with super glue or any sort of permadication. We are operating once that we're down. We are trying really hard, folks. And we're really trying hard. And I guess if we're missing the boat and conveying to you our commitment to your board and commitment to the Carolina House, I'm at a loss. So please be patient. Know that things are not permanent. No walls are broken down. Nothing was done in the sense that it was just made functional. Well, we understand temporary first. That's my mission. We don't want anything waking or anything problems like that. And then you just place to wash their hands. Yeah. When they're upstairs. Absolutely. And the big thing is, OK, do we need to restore the process? So that's my mission. Are they able to be repaired? Because restoration is key here. So I need some help with prioritization of what you guys want. Because if we're doing, please think about that. It's not going to degrade, damage, destroy. Do you want to focus on marketing? Do you want to focus on where would you suggest that focus of energy be spent? There's not the bandwidth with the new employee training, with new supervisors training, with the grant fulfilling, with all these different things. There really isn't enough time to be mindful on that piece. I'm not saying that it's not worthy. It's very unworthy. But it's not at the top. It just has to be on the list today. The big thing is, if we just make sure that it's unlawful, I understand that if there's a leakage flow, you've got to put a bandaid. It's not going to be. I completely get that. We just need to be aware of it. If something is needed to be fixed, we need to be aware of it. OK, that's all I'm going to do. So you can go on the permanent historic piece. And I think that that's OK. That's key. And then if any things are going to be fixed or repaired, just for example, off the top of my head, the flooring upstairs in the kitchen, if it's going to be fixed or repaired, then we look overall long term for historic purposes. I think that's the core needs to be aware of it. That's it. We don't want to put it in a temporary bandaid that is permanent. Permanent that doesn't, yeah, that's not permanent. That actually hinders anything that we would do over. That's it. I think that's it in communications. So nobody's panicking that the fixture got thrown away or anything like that. There were very specific things not to. So that's just, I think, if we just discuss it. It seems like an appropriate piece to put on the list for restoration and renovation. And if it's not priority, I get it. I did this. OK, cool. So as far as putting stuff on the agenda, you said something that goes out to any email to everybody? Or does it just go to you? You could just send it please to me. And then I can file it. And then, like normal, we look at the overall agenda and see if we want to add something to it. And then we may have them talk to the people. And you're working with someone. Yes. Create an agenda. Yes. And we try to create that honestly in the next two weeks, just so it's fresh in our minds. So maybe two hours. Yeah, so it's. But yeah, and you do work on the agenda, right? It's not disturbing. Absolutely. Me and I, a lot. She is. She pressed me quite good. Cool. She didn't ask me. Yeah. You're close. Yeah. OK. And you, Ann, I keep on looking at you. Oh, that's Ann. She's got hair. I don't like it. I love it. Can I get a motion to adjourn? I just said, I'm 11, 20, I'm going to adjourn. I'll sign up for a second. Go ahead. OK.