Ajo Historical Society Museum

General Meeting Minutes

May 22, 2025

CALLED TO ORDER: THE MEETING WAS CALLED TO ORDER AT 5:47 PM, THURSDAY, MAY 22,2025

ROLL CALL: OFFICERS PRESENT, PRESIDENT, GEORGE CUBIC; SECRETARY, JANET CUBIC; TREASURER, GABRIELLE DAVID; BOARD MEMBER KATHLEEN MACFARLANE; ATTENDEES, MIKE MACFARLANE AND MIKE LANE. ABSENT WAS CONCHA MONTES.

ADMINISTRATIVE NOTE:

 

SECRETARY: JANET PROVIDED COPIES OF THE OCTOBER 3, 2024, MINUTES AND APPROVED BY BOARD. SHE STATED THAT CONCHA MONTES’ PROXY VOTE WAS ASSIGNED TO GABRIELLE DAVID.

TREASURER REPORT: GABRIELLE STATED THAT SHE FILED THE 9-90 TAX FORM (NON-PROFIT) AND REPORTED TO THE AZ CORP COMMISSION, WHERE SHE IS LISTED AS THE STATUTORY AGENT.  BANK RECONCILIATION IS COMPLETED AND UNANIMOUSLY ACCEPTED BY THE BOARD.  SHE STATED THAT SHE HAD NOT YET PAID COPPER NEWS FOR THE MUSEUM ADS AND MUGS THAT HAD BEEN USED THIS SEASON.  SHE WOULD LIKE TO RENAME THE LIBRARY FUND TO PETTY CASH. IT IS PRESENTLY AT $140, BUT SHE WILL KEEP IT AT $150 STARTING NEXT SEASON. WE UNANIMOUSLY AGREED THAT IF OUR FUNDS DROP BELOW $25,000, WE WILL NEED TO BEGIN FUNDRAISING.

CORRESPONDENCE: THANK YOUS WERE SENT TO THE LIST OF PEOPLE THAT SUBMITTED DONATIONS THROUGH THE Q R CODE AND ON THE WEBSITE.  A THANK YOU WAS SENT TO DEBORA ZIEMBA FOR HER TWO DONATIONS. 

OFFICERS REPORT:

PRESIDENT: THE PRESIDENT REPORTED THAT HE DEPOSITED ALL DONATIONS EVERY TWO WEEKS AND REPORTED THE AMOUNTS TO GABRIELLE. 

WE ARE REGISTERED AS A CERTIFIED AZ HISTORICAL SOCIETY MEMBER.  SPECIAL THANKS TO MIKE LANE, THAT COMPLETED THE TOUR WITH THE OFFICER FROM THE HISTORICAL SOCIETY.

A YEAR-IN-REVIEW FLYER WAS COMPLETED FOR THE MUSEUM, EXPLAINING EVERYTHING THAT HAS BEEN COMPLETED THIS SEASON.

HE WOULD LIKE TO CREATE A READING SETTING NEAR THE EAST CORNER WINDOW WITH TWO CHAIRS AND ONE TABLE TO HOLD BOOKS FROM THE LIBRARY.  THE BOARD AGREED IT IS A GOOD IDEA. THE PRESIDENT HAS THE AUTHORITY TO MAKE A PURCHASE OF $500. 

THREE HUNDRED DOLLARS WAS DONATED BY THE PIECEMAKERS QUILTERS GUILD FOR THE GARDEN AREA. HE WOULD LIKE TO ADD COLOR FOLAGE TO THE POND AREA AND SOME SOLAR LIGHTS FOR THE BUILDING USING THESE FUNDS. 

 

LOWES WILL BE THE CONTRACTOR THAT WILL COME OUT TO REPLACE THE CARPET. HOPEFULLY, THIS CAN BE COMPLETED FOR LESS THAN $6,000 FOR BOTH ROOMS AND BE COMPLETED DURING THE SUMMER WHILE THE MUSEUM IS CLOSED.

THE THREE-RING NOTEBOOKS NEED TO BE REPLACED IN THE LIBRARY. THIS WILL BE CONSIDERED IN THE NEAR FUTURE. 

GABRIELLE AND JANET AGREED TO WORK ON GETTING THE GAETJENS BOOK REPUBLISHED.  THEY ALSO AGREED TO WORK ON THE REDOING THE BYLAWS THIS SUMMER.

GEORGE WOULD LIKE TO GET THE BOOKSHELVES REPLACED DURING THE 2025-2026 SEASON. 

MIKE LANE IS CREATING A GATE FOR OUR COURTYARD. WE HOPE TO GET THAT COMPLETED IN THE SUMMER.

 

VICE PRESIDENT:  NOT PRESENT FOR MEETING

 

COMMITTEE REPORTS:

 

 

OLD BUSINESS:   NEWSLETTER WAS COMPLETED AND WILL BE SENT OUT TO OUR LIFETIME MEMBERS.  WEBSITE IS COMPLETED AND BEING ACCESSED.

 

 

NEW BUSINESS: THE MUSEUM HAS LIABILITY INSURANCE FOR $515.00 FOR SLIP AND FALL, BUT THE BOARD AGREED TO ENSURE THE BUILDING WOULD BE TOO EXPENSIVE FOR OUR BUDGET. WE WILL ONLY CONTINUE WITH LIABILITY INSURANCE. WE DO NOT RECEIVE ENOUGH DONATIONS TO COVER THE EXPENSE OF THE INSURANCE.

JANET WILL BE APPLYING FOR GRANTS FROM FREEPORT MCMORAN AND PASSPERFECT SOFTWARE THROUGH THE AZ HISTORICAL SOCIETY.

ABRAHAM NEEDS TO COME AND ADJUST THE DOOR SO IT LOCKS EASILY.

JANET IS WORKING ON TRYING TO GET RID OF THE TELEPHONE LINE TO SAVE EXPENSE.  

MEETING ADJOURNED: CLOSE OF MEETING 7:45PM