DRAFT MINUTES OF
PLYMOUTH HISTORICAL SOCIETY
April 28, 2012
Call to order: 3:10 pm at Mike Clarke’s house
Present: Melissa Lynds, Bob Lambert, Pat Lambert, Michael Clarke, Annie Clarke, Betsy Tonkin, Barb Lurie, Robert Fishman, Dee Beckman
Secretary/Treasurer Report:
March 11, 2012 secretary’s report was approved as written.
It was decided that the secretary will email draft minutes to those present at the
meeting, not just the officers
A list of local historical society members, active and inactive, will be circulated
to local active members of the society. It was suggested that member-wide
emails should include a request for feedback as to whether to remove a
name from the email list.
Treasurer’s report: as of 4/28/12- $2,564.42 in savings
$1802.62 in checking
Income Donations
$100 Michels
$200 Vermont Country Store (Weston)
Debits: See treasurer’s report
Total- $323.20
Membership:
1 family and 1 sustaining since March meeting
27 membership units as of 4/28/12
Old Business
1. Update on the Howard Coffin lecture: Mike, Melissa and Betsy met on April 11th to organize the advertising effort for the lecture since the regular meeting date of the Historical Society was too close to the date of the lecture (May 6th). Newspapers, websites, chambers, post offices, libraries, food stores, inns, town halls, and other prominent posting sites were identified in Plymouth, Bridgewater, Woodstock, Killington, Ludlow and Rutland. A flyer provided by the Vt. Humanities Council describing the lecture on one side and dates of Historical Society events on the other was printed and mailed to postal customers in Plymouth by every door direct mail. Flyers were posted at the above mentioned sites by Mike, Melissa and Betsy. Betsy emailed the flyer to the member-wide list. Betsy will put a reminder in the Plymouth Press this week.
2. The town hall has been reserved for May 6th. Betsy will have a key to open the building at 11:30 for set up. Bob Lambert has offered to help with setting up chairs, three tables (refreshments, book signing, and Hx. Soc. Souvenirs), and PA system. Melissa has purchased lemonade and cups. Barb, Betsy and Dee will bake cookies. A donation jar will be placed in a visible spot (refreshment table?). Robert will create a poster to put with the donation jar requesting contributions towards the purchase of the Past Perfect software and a lap top computer. Dee offered to help at the tables, handout evaluations and supervise the sign in sheet.
3. A yearly calendar of events was printed on the flyer that was mailed to postal customers.
4. Follow up on the expo: Melissa will reconnect with Ann Rose about materials related to the Civil War at the Tyson Library. Melissa also described her “finds” on the www.VermontCivilWar.org website connecting many Plymouth residents to the War. If a large reproduction of the 1869 Beers map can be obtained, it will be used to illustrate where the war veterans lived in Plymouth. Bob will see if the Ancient Road committee has a map. Mike will check with an architect to see if the map can be enlarged. Dee recommended a printer in Ludlow too.
5. The tri-fold brochure highlighting spots to visit in Plymouth still requires “tweaking.” Wyldon has been working on this project with Willow Bascom. Bob Lambert provided a list of sites around Plymouth and their locations. Mike and Bob will do drive-bys to help determine which ones should be put on the map. Considerations include private property, ease of finding the site, variety, etc. More sites can be added each year or can be type- specific i.e. kilns, farms, cellar holes, etc. Eventually, a written description and signs will be created. All members should be thinking of other sites that might be included. This project will be revisited at the next meeting.
6. Willow Bascom has looked at the CollectiveAccess website and thinks it is straightforward. However, since the Vt. Historical Society offers classes and support for Past Perfect and many other historical societies and the state use Past Perfect, it was decided that the society should pursue purchasing the Past Perfect instead. Melissa reported that the cost was around $1200. However, a discount might be possible if other societies buy together. Betsy will check with the Vt. Historical Society. It was mentioned that our current computer would not support the Past Perfect software and a printer/scanner/copier would also be needed. Barb guessed that the total cost for everything (software, computer, printer/scanner) would be about $2200. The hope is that through donations and funds from savings, the cost could be met. Digitalizing will be a long term project. Melissa suggested that an intern might be found to help with the cataloging. Mike will ask his Dartmouth professor about this possibility and where to go for assistance. The Vt. Historical Society may also be a resource through their mentoring program.
7. Betsy will obtain the certificate required for tax exempt status.
8. Melissa presented the foam board photos. They will add to the growing collection for use in the building as well as for mobile displays at events.
New Business
1. Robert presented a hard copy of the changes to the by-laws. There are minor typographical errors to be corrected. A motion was made and seconded to approve the bylaws with the corrected typos. The motion was passed. The bylaws should probably be put on the website and also submitted to the state.
2. Mike and Melissa volunteered to be Event Coordinators and Betsy volunteered to be Membership Coordinator.
Other Business:
1. It was decided that the Historical Society building will be open on Saturdays from noon to 2 pm during the summer and fall. Dee volunteered to take May 26th. At each monthly meeting, volunteers will be determined for the following month.
2. Robert volunteered to investigate purchasing an “OPEN” flag to put roadside in front of the building on Rt. 100. Dee mentioned a store in Rutland that may also have flags. Bob stated he would figure out how to mount the flag or insert it in the ground.
3. Melissa presented a request for historical information on a Nichols family- primarily land records. Mike volunteered to research the records and make copies of any documentation found. Bob will investigate a stone marker with “A. Nichols” on it at the top of Reggies Rd.
Next Meeting:
May 20th at the Historical society building. People will meet at 2:00 pm to clean and organize in order to have the building presentable for opening. Betsy will contact the select board about turning on the water. The regular meeting will begin at 3:00 pm. The purpose of the meeting will be primarily to schedule volunteers for the month of June and construct the exhibit for the Expo.
Adjourned: 5:10 PM
Betsy Tonkin, Sec.
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