Roundhouse Preservation, Inc. Minutes of the October 19, 2009 Meeting.

The October 19, 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: Kate Piskorski, Becky Osterwald, Dee Ann Blevins and Roxie Devers. Also present was Lian Emmerling and Kay. Christie.

The minutes of the September 14, 2009 meeting were read and approved after the following corrections were made: the balance in the checking account is $50,880.79, not $50,889.79, and Kate said she would pay Madonna Noah’s dues for 1 year and it was Becky who suggested she be given an honorary lifetime membership.

Dee Ann gave the Treasurer’s report, with the money market having a balance of $47,486.02 and the checking $3,725.73. She made a deposit of $833.50 into the checking account, which included $560 from Reid’s wedding rehearsal dinner and $201 from homecoming sales, and paid a bill of $3,435 to Martin/Martin Engineers from the money market. Dee presented bills of $259 to herself for the pens and $2,290 to Martin/Martin Engineers that need to be paid. Also, she just received $13 from book sales, $25 for membership from Jason Midyette and a $25 donation from John Diamond. Dee Ann also reported that more checks are needed for the money market account.

Roxie gave an update on rebuilding the roof on the roundhouse. The bids were opened at the September 17th Commissioners meeting and they selected the second lowest bidder, Sprung Construction, to award the project to. They preferred their method of removing the existing roof, plus their greater experience in working on historic structures. However, CDOT would not give a concurrence of award because there was nothing in McCauley Constructors bid that was in contradiction to any specification in the bid documents. While there was a mathematical error in the bid and several items appear to have been underbid, McCauley said they would stand by it. As a result, the Commissioners awarded the bid to them at their September 30th meeting. CDOT gave their concurrence and the Notice of Award has been sent to McCauley, who is working on the agreement at this time.

Roxie then reported that a grant application for the State Historical Fund’s (SHF) current cycle was not completed since Joel Sydlow with Spectrum General Contractors was not able to put an estimate together in time. Roxie added that because of CDOT’s requirements for what needs to be included in the bid documents, the engineering fees in both of our SHF grants have been used. Dave Wittman with Martin/Martin Engineers said that more fees will be needed for construction administration, and maybe more than was originally anticipated, because of McCauley’s limited experience on historic structures. Roxie said she would be checking our other grants to determine if engineering fees are included.

Under fundraising activities, Dee Ann presented a flyer from Ken Noah for the Rocky Mountain Toy Train show at the Denver Merchandise Mart on November 28th and 29th. She understood that we could have a free table and that those sponsoring the show are very interested in history, including photos as well as articles. Dee Ann said that Terry and her made a DVD on the history of the railroads in Lincoln County, but it was one of their earlier efforts and the song they used has a copyright, so she didn’t feel comfortable using it for the show. She said that Madonna will have various items to sell, Ken has some railroad cars, and she will do a display board. Since none of the Directors will be available for that weekend, Becky said she would contact Jim Ozmont with the Colorado Railroad Museum to see if he could include our items at his table or watch ours.

Old business followed, with discussion on Dee Ann’s letter of resignation from RPI, effective December 31, 2009. Dee Ann said she hadn’t intended to run for reelection anyway and thought December 31st was a good end date for audit purposes. However, she will still help with roundhouse activities. Kate then made a motion to regretfully accept Dee Ann’s letter of resignation from the Board of Directors, effective December 31, 2009. Becky seconded and the motion carried.

Since Lian Coman is a member of RPI and would like to serve on the Board of Directors, Kate made a motion to appoint Lian Coman to the Board of Directors, effective January 1, 2010, to fill Dee Ann’s unexpired term. Becky seconded and the motion carried. In order to fill the vacancy in the office of Treasurer that will occur, Becky made a motion to appoint Lian Coman as RPI Treasurer, effective January 1, 2010, to fill Dee Ann’s unexpired term. Dee Ann seconded and the motion carried. Becky then made a motion that because of her service to RPI that Dee Ann Blevins be made a lifetime member. Roxie seconded and the motion carried.

The next Board of Directors meeting will be November 2, 2009 at 5:30 p.m. at the VFW.

The Directors briefly discussed the annual meeting. Dee Ann said she asked Dr. Chuck Brantigan to give a presentation on the Como roundhouse. Everyone thought this was a good idea. Also, due to some conflicts, the meeting will probably be moved from the second Sunday in March to the 21st, which is the third Sunday.

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

Roxie Devers, Secretary