Roundhouse Preservation, Inc. Minutes of the March 9, 2009 Meeting.

The March 9, 2009 meeting of the Board of Directors of Roundhouse Preservation, Inc. (RPI) was called to order by President Linda Orrell with the following directors present: Dee Ann Blevins, Kate Piskorski and Roxie Devers. Also present was Kay. Christie and Carroll Schroeder.

The minutes of the February 2, 2009 meeting were read and amended to state that it’s a toothbrush holder, not a toilet paper holder, which was donated to RPI. The minutes were approved as corrected.

Dee gave the Treasurer’s report, with the balance in the money market account being $37,163.92 and the checking $6,045.87. She’s paid the newspapers for advertising the Valentine’s dinner and has several deposits to make.

The first item of business was the election of officers. Kate made a motion to retain the current slate of officers. Dee seconded and the motion carried. Dee advised everyone that she would remain Treasurer this year, but would not hold the position after that.

Roxie then reported that she had a call today from Clark Roberts with CDOT requesting another cost option for the roundhouse. She had previously sent him three, the first showing the funds available from State Historical Fund (SHF) grants, the second adding Transportation Enhancement funds to the first, and the third being complete enclosure of the building and a majority of the interior work. The option requested today was for construction of a new roof over the eight bays, showing costs for both rolled roofing and the original coal tar pitch roof. Roxie submitted that to Clark, who is confident that $500,000 of stimulus funds will be awarded towards the roof on the roundhouse.

Roxie reported that we received an extension on SHF grant 2006-01-017, which was for construction of the roof over the two north bays. We almost had a problem since the letter stated that work had to begin on or before March 23, 2009 and when she contacted Nan Rickey she was told that meant we had to have a contract in place. Roxie told her this wasn’t possible, so Nan called back later and they had a conference call with Bill Kraich, a contract specialist with the SHF. After explaining to Mr. Kraich the situation with the stimulus funds, he felt that we were working on the project and had met the date requirement. He asked that Roxie keep Nan and him updated on the status of our progress. With no further discussion, Dee made a motion to sign the contract with the SHF extending the deadline on contract 2006-01-017. Kate seconded and the motion carried.

The members then discussed fundraisers for the 100th Anniversary to be celebrated on May 16th. Roxie provided information received from Becky Thompson and Discount Mugs on the costs of cups. After reviewing the various options and prices, the Board agreed to order 72 mugs, RH-MUG11K, which is a white deco mug with a black rim and handle, at a cost of $5.00 each. The picture Kay. had taken of the roundhouse at sunset and the wording “U.P. Roundhouse Hugo, Colorado 1909-2009” will be placed on the mug. Roxie will contact Becky to clarify if $5.00/cup will include both the picture and the wording.

Dee reported that Richard Meier would sell us the engineer caps at his cost of $4.85. The embroidery, which is Hugo U.P. Roundhouse 1909–2009, will be $2.50/cap, for a total of $7.35. The caps are adjustable and come in both child and adult sizes. It will take Richard 10 to 12 days to get some of them done for us. The Board asked if we could order both adult and child sizes and was there a price break on the child sizes. Dee said she would find out since she didn’t ask that.

The members discussed the annual audit again. Roxie said after thinking about the decision made at the last meeting, that we have to do an audit annually since the prior year numbers are compared to those of the audit year. Dee said she would contact Don.

Roxie reported that she had spoken to Heather Peterson at the SHF about applying for designation of the roundhouse to the National Register. She was told that the State Review Board would not consider this until the building has had all renovations completed. We could start on the application, but one requirement is pictures of the building as it was historically.

Roxie reported that Mark Morrison had approached her about RPI serving the meal at the EMS Appreciation day to be held on May 16th. Since this is the date of the 100th Anniversary celebration, the Board decided to decline since members would be busy with other activities. They asked Roxie to suggest the VFW Auxiliary to Mark.

Under other business, Dee reported that two banners have been ordered for the 100th Anniversary celebration, with one to be placed at each end of town. One has a picture of the roundhouse and the other the little brown church. Kate said Joe Clark had contacted Coors and they are donating a flag. He also requested one from Budweiser, but hasn’t heard back from them. Linda reported that the 100th Anniversary Committee had received a $1,500 grant from Cooper-Clark Foundation to help with costs.

The last item of business was discussion of having a fish fry around Easter. The date of April 3rd was chosen. The time will be from 5:30 to 7:30. Adult tickets will be $10 and Dee will check on what we charged in the past for children.

The next Board of Directors meeting will be April 6, 2009 at 5:30 p.m. at the VFW.

With no further business to come before the Board of Directors, the meeting was adjourned.

Roxie Devers, Secretary