Hunt Building Board of Trustees

The Hunt Building Minutes October 4, 2011 4:04 pm Meeting started at 4:04pm In attendance: Mayor Donnalee Lozeau , Charlie Matthews, Joy Barrett, Carolyn Mortellaro, Marilyn Solomon, Rosalie McQuaid, Tammy Crisp, Alderman Mary Ann Melizzi-Golja and Judy Carlson from Friends of the Hunt. Also, attending: Diane Veino, Program Supervisor Risk Management Department, Bishop Guertin High School student Tyler Crisp and Marilyn’s husband, Harold Solomon Lease Agreement: Looking at the function rental agreement. Charlie would like it more concise with the items that are not permissible in the building. For example: No Smoking is permitted in the building. And the burning of candles or other open flames are prohibited. Discussion of the fees in the document….notably, rental is $300 and damage and cleaning is $500 (this is returned if they are good caretakers of the Hunt). Charlie presented concerns about deposit and thought that it was too expensive. We will also require our renters to have liability insurance for their event. Range for insurance for renters to purchase is $60-$150. The TULIP program provides the insurance and Carolyn could assist renters to inquire about this insurance or a renter could us their own insurance carrier to get a binder. Discussion on trash and recyclables. We will need extra trash bins and recycle bins. We will include removal of trash in the cleaning bid. After a insightful discussion we decided on changing the rental structure to be $500 rental fee which includes rental and cleaning (plus trash removal). We will also ask for a $500 refundable deposit for damage. We will discuss rental of conference rooms, meeting rooms, etc. at a later date. A motion by Rosalie to make the changes to the rental agreement in fee and cleaning ($500 rental fee which includes rental and cleaning (plus trash removal). We will also ask for a $500 refundable deposit for damages, Seconded by Scot. All in favor. Motion carries. Lease Agreement for Office Space: Charlie will contact Tom Galligani regarding who would be a good real estate agent to talk to about more permanent office rentals. Parking: We need to discuss where our tenant can park. Need to look at business around who can provide spots (or we rent parking spaces). SCORE: Possibly getting business plan assistance from SCORE. Correspondence:  Office of Economic Development placed us in their newsletter.  Pat Francis donated $50 for the Hunt.  Acadia Publishing gave us $64.20 from the sale of the book.  Judy sent in Press Release Hunt for Hunt photo collection. Carolyn can be the contact, drop off at the media desk at the Nashua Public Library. Page 1 of 3 Discussion about the Hunt having a Post Office Box? Someone checked the mail at the Post Office who was not Carolyn. Caused concern over the security of our mail. A motion by Scot to get a post office box for mail at the Hunt, Seconded by Joy. All in favor. Motion carries. Secretary’s Report: Motion to accept the September 2011 secretary’s report (with correcting the spelling of Ed Lecius’ name and removal of motion regarding chairs) made by Charlie with a correction to change. seconded by Rosalie. All in favor. Motion carries. Treasurers Report: September Statement 2011 – 6006 Hunt Bldg. Charitable $0 Hunt Building Rental Income $0 Hunt Building Budget $28,237.91 – left (85%) $5,093.72 – used (15%) Hunt Memorial Fund $18,033.40 Ella Anderson Trust $981.15 Motion to accept the Treasures Report made by Donnalee, seconded by Tammy. All in favor. Motion carries. Administrator’s Report:  Ed Lecius has agreed to be Santa for the Holiday Stroll.  Carolyn talked to Friend Volunteers about the decorating of the Hunt for the Holiday Stroll. This year simple decorations due to the newly renovated space.  Please contact Carolyn if you need access to the building. No one is permitted in the building without permission.  The Hunt received a grant from the NH Charitable Foundation for 5K – Express Grant. This will be used for entertainment/programming. Motion to accept Administrators Report made by Joy seconded by Marilyn. All in favor. Motion carries. Status of Renovations:  Elevator was expected today.  Skylight is due the 2nd or 3rd week of October  Completion expected at October 28th? More reasonable date November 11th.  Painters have been in the building.  Carolyn dropped off some light fixtures (donated by Mortellaro and Barrett Families).  Still looking into the water issue. Water still coming into the building. They are looking at many different options to determine the source and then resolve the water problem. Events:  Ribbon Cutting – November 15th (tentative)  Winter Holiday Stoll – November 26th – looking for volunteers to volunteer at the Hunt  Private Rental - Dec 3rd  Two Old Friends – March 25th Page 2 of 3   Klezmer Band – Thursday April 5th  Gala Grand Opening Event – January 7th and 8th (Gala meeting on the 17th location TBD) Friends of the Hunt:  Discussed monthly fundraisers until June  February 13th a Valentine’s Day fundraiser  March – A Bridal Show  Several other events in the works Prints of the Hunt to use as a fundraising opportunity. Joyce Kingman donated some prints and gave us the rights to reprint 1000 note cards. Proceeds will benefit the “Restore the Door” Fund. Charlie and Judy attended City Arts Nashua to give a presentation and will look into other outreach opportunities like Rotary Clubs, Exchange Clubs, etc. Discussion of developing a process for the role of the Board of Trustees and the Friends Group. There needs to be clarity on the role of each group, expectations of each and a system in which to work together. The Friends may need their own liability insurance. The Board of Trustees are covered under the City policy for liability. Old Business: Hunt Building Name – a.k.a. the Hunt Memorial Building, the Hunt Library, the Hunt Building Charlie would like to propose to restore the name of the Building to The Hunt Memorial Building. It would need to be introduced as legislation by an Alderman. Might be worth having a conversation with SCORE about the name when discussing developing a business plan. Need to determine the consequences of a name chance in light of the marketing for renters. Charlie asked that we all consider this change since the timing is right with the renovation and restoration back to the former name. Still discussion needed. Additionally, the plaque on the Building reads Nashua Public Library. Frank is looking into adding the date when the Library was in the building. We will also look into engraving the dates on the granite. This might look better and be more cost effective. New Business:  Press Release – Judy is working on monthly PR announcements for the Hunt Building. Charlie will work with Judy on the PR.  City Arts Nashua – Interested in a gallery in the Hunt. Still needs more discussion. Rosalie moved to adjourn the meeting at 6:01 pm Respectfully submitted Joy Barrett Next meeting Tuesday, November 1st 2011 – 4:30pm - City Hall Room 208 Page 3 of 3