Board members in attendance: Bonnie Burroughs, President; Nathan Ainsworth, Secretary; Gale Morris, Treasurer; Dottie Brooks, Ray Dahlstrom, Carol Foord, Executive Board; David Buswell, Curator

First thing on the agenda was the issue of vacant office posts. Bonnie announced that all the board member terms had expired and no vote had been taken since the expiration. Since none of the board members had been currently voted on, it made executive matters difficult to handle.
All attending the meeting, approximately 30 in all, unanimously approved reinstatement of all posts.
One change in post was for treasurer. Gale Morris is replaced by Ginger Brownell, who also lives in Freedom.
Additionally, Bonnie announced that the vice president’s slot and one executive board slot are still vacant.
David also took the opportunity to step down from his curator post, a position appointed by the president.
Also, Bonnie said that a program director is greatly needed, although a subcommittee would be even better. One of the big issues is that, while the society runs several fundraisers (including the penny auction, month-long raffle and yearly calendar) and programs (such as the Halloween Party and the Stroll Through Time) throughout the year, the same small group of people end up working on them.

The main focus of the meeting revolved around funding issues. Bonnie explained that the historical society is in great need of finances for building repairs. The board had received ball park repair estimates from Steve Woodward on these repairs.
One of the more immediate concerns is the sill in front of the barn, which has a real possibility of failing, compromising the barn as a whole. The rotten sill and main carrying beam would have to be replaced and a catch basin with a metal grate “drainage ditch would have to be placed underneath to prevent further damage. Such a project has a ball park estimate of $6,000-$8,000.
Second, the barn roof is in question. Bonnie said the back side of the steel roofing had several small holes visible where the nails had missed the rafters. The temporary fix has been placing golf tees in those holes. Not planning to open a golf course on the roof, the board received an estimate on replacing all existing metal roofing on the Mill Pond side of the barn and meeting room, new valley flashing and replacing any rotten sheathing as needed. Ball park figures on that project are between $16,000 and $22,000, quoted by Woodward on November 8, 2008.
Third, the front porch of the Allard House has a rotten beam which compromises the structure. Woodward suggested repairing or replacing the rotten beam, post and trim as need on the front porch. He also advised removing the kitchen chimney to just below the roof line, patching in roof metal as needed and sealing the front chimney.The chimney leaks badly and is never used so this was considered the best option. Repairing and painting damages or stained interior ceilings and walls would also be needed. Ball park figures on that whole project are $7,000-$8,000.
Fourth, Woodward said that the meeting room did not have a proper fire exit. While there are two doors, both lead to the barn and there is no route going directly outside from the room. He suggested putting in an emergency exit door and ramp from the meeting room to the front of the side yard. Trees would likely have to be removed in order to accomplish this. That project would be around $5,000. Additional cost of putting stairs and a door on the back wall of the meeting room would be approximately $2,000.
Fifth, Woodward recommended replacing the roll roofing over the bathroom area in the Allard House, as it’s in rough shape. He estimated $1,000 for that project.
All of these cost estimates were based on current material and labor costs, which are subject to go up with time.
Another small concern has been the copper piping in the house. Ray has sent a letter to Bonnie on that subject, in which he said that the piping is old but would likely last another 10 years with minor repairs each spring. Replacing what is currently there would be a minor job at an estimated expense of $500.
Overall costs of these projects are in the range of $45,000.

This brought up the question of current funds. The last financial report (Jan. 1, 2008-Oct. 5, 2008) showed that the society took in a total of $6,387.19 from dues, donations, books, calendars, calendar ads and Stroll Through Time tickets.
For expenses, the society spent $5,883.54, which includes post office box fees, web site establishment and maintenance fees, printing costs, utilities (electric, oil and water), insurance, postage, repairs, filing with the state, supplies, speaker fees and acquisition of a display case (at a cost of $121). This leaves the society with a grand total of $503.65 profit to date. All of these figures were current as of Oct. 5.
The largest of those items was insurance at $1,336. Gale mentioned that someone from the insurance company drove by the building and said that the society was grossly uninsured. He estimated it would cost $895,000 to replace the house, since it’s such a lovely Victorian. He also said it would be a good idea to increase liability coverage.
The other fund the society has is the Henney Book Fund, which has $6,113.96 currently. However, the money was given to the society specifically for publication costs.
Gale said that there are grant programs available, although the society would need to find someone familiar with grant-writing who was willing to do the work. She said it would be a good idea to talk with grant-writers, if we can find some.
Bonnie said that there are options of capital fundraising or a town warrant article, but both have been met with opposition in the past.
John Shipman said that capital fundraising may be the only way out of the financial crisis. Although, he said the society might consider asking the town for money specifically for the sill, as it’s the more immediate concern.
David asked if the town had made any proposal to the board about taking over the current town office building, but Bonnie said that no proposal had been made. He felt that, if the building was available, it might not make sense to put more funding than necessary in the historical museum.
John did mention that the cost of heating at the town offices are roughly $8,000, while the society paid $121.37 for oil this year. The main reason for that is the localized and brief heating periods at the museum and the year-round heating at the town offices.
John also suggested using the Henney Fund to produce a limited edition book available to people who make sizable donations (similar to fundraising on public broadcasting).
A capital campaign had some interest, as Lee Fritz said the library was able to raise a great deal of money for the expansion. She mentioned that the library had installed a plaque with the names of every person who made donations and something similar at the society might help.
Nathan suggested placing the names on the new sill, although he felt people likely won’t want their name stepped on every time someone enters the building.
John suggested putting something on the town warrant for $10,000, which would be about 20 percent of the overall costs, so the society can get a jump on these mounting costs.
Bonnie said that she can talk to Karen Hatch at the town offices to see what the selectmen need to make a decision. If they require a breakdown of costs or more accurate estimates, the board can work on that.
She said the society had not gotten more accurate estimates, because most detailed estimates from contractors would likely cost money, although we may be able to get additional estimates for comparison if needed.
Sylvia Carney made a motion to put a $10,000 warrant article on the town warrant. The vote was an unanimous yes.
Bonnie said she will talk to Karen shortly and work up a warrant article.

Finally, Bonnie reiterated that the society could use a few people to line up programs and set up a schedule. In the past the society has listed their schedule on cards, magnets and place mats, any way it was possible to get people out for these events. We are currently working on our 2009 schedule.