Callahan House Advisory Board - September 2026

All right, I'm going to cut our fun talk short because it's now 9:30 and I want to respect everyone's time and let's be really um good about getting through our whole agenda. It is a packed agenda and so >> by 11:30 >> we are going we are going to be finished by that time for sure. So um bear with me as I I take us through this agenda. If things start to um roll out of timing of of talk, I might just say let's um pause on that. We'll come back to it another time. Does that sound okay and fair? I don't want to cut anyone off, but want to keep us on schedule. All right. So, um, we're all here. Um, has everyone reviewed the agenda? Has everyone okay with it? Is there a motion to approve the agenda? >> Jeff, thank you. Is there a second? >> I second. >> Okay. Thank you. And all in favor? and we're all unanimous. So, we'll move on. And um the minutes of the August 12th advisory board meeting um has everyone reviewed them? Is there any question or are there any other suggestions for changes or additions? Okay. Is there a motion to approve them? Thank you, Julie. Is there a second? Thank you, Jeff. And uh all in favor? And that's unanimous. Thank you. All right. We'll move on and there's no public here to be heard. So, we'll move on to old business and that starts with the digitized scrapbooks. Jeff, you're the lead. So, what is your update? Um was the last meeting a month or a month ago we had finished book number one and since that time uh Angela has taken the books and she has gone through the next five and has numbered all the pages and also gave kind of the one line just >> sorry that was >> happy I recruited my husband to help me he was a big help so thank Yeah. >> So, I presume you have some questions as far as the next step with them being scanned. That >> I've highlighted all questions in blue. So, any page that needs attention that has a postit I'm not sure about, >> um, you can go through the index, see where it is, and flip to that page. >> Right. Um, well, so obviously we need to continue. Are you willing to continue doing some of this? >> Yeah, I was going to take two more. >> Okay. So, if anybody else wants to do that, welcome to that. Uh, it seems like maybe we should have a committee meeting, maybe brief meeting to kind of summarize where you're at, see where your questions are, see if we can answer it if there any comments. I can have you doing this, but >> sure. Good. Schedule a meeting >> later in this meeting. >> Okay. All right. >> Thank you. >> Okay. That covers scrapbooks for now. >> Yes. >> Okay. Thank you. >> All right. We'll move on to patrons of the Callahan House. The ad um was in the constant contact email to the Callahan House email group or I should say not the ad but our invitation was emailed um in the August 21st email to the Callahan House email group. >> I don't remember what the date was but yeah. >> Yeah. Yeah. I got a date. But and then the um the ad in the Chamber of Commerce e newswsletter was in the August 26th edition of their e newswsletter. So those two reach out were completed and that's good. Um I did recommend we have anyone who could attend the before and after hours events of the chamber before the 15th. And the only one that that is is September 11th and I don't want to push anyone on that day. So, um I think at this point it's it's up to you if you will choose to register and go to that event. Um I personally will not, but um just wanted to give an update on that. Um our uh committee meeting was held on uh September 1st. The logistics were discussed. Um we do need to set another committee meeting to be um preparing displays, finalizing details. Um but we will get to that later in this agenda. Um that covers patrons for now. We do have u more patrons who have signed up which is good. But um we'll move on for now. Um the restoration and preservation. Britney, do we have any updates? >> Yeah, so we did actually get three new bids for the fountain. So, that's exciting. >> Wow. Wow. >> Yeah. And the couple of them are significantly less than the original. We did get one that was more than the one that we've been that we've had for a while. So, it's good to see the range. Um, we're in talks with the parks office to see if we feel comfortable accepting the lowest bid as is the desired city process. Um, and so we'll we'll decide about that and then share that, you know, share whichever bids I guess we're considering um with you all. But I'd like to see if we can get that work done this fall. >> So like late October, early November. >> That's it's good that we got some more um so yeah. Um >> is the May I ask the quick question? Is the expertise um kind of equivalent to one another of by the biders? >> Yeah. Yeah, I think all of the all of the companies that that bid are appropriate for the project. We're just making sure that we feel comfortable with the lowest bid in terms of what needs to be done. And so I'm I said referring to the parks expert because they they know the fountain better than I do in terms of the ins and outs. So um yeah, let's wait to hear back from all of them and then go from there. >> So yeah, I think that's >> Sorry, I didn't mean to derail you. Was there something else you wanted to say? >> Wisconsin is done. camera was finished at the last meeting, but it's totally reinstalled and and good to go. So, >> that's great. >> Yeah. So, the fountain is >> is the big thing. Um Yeah. >> That everything. >> Mhm. >> Great. Thank you. All right. We'll move on to the formal garden plan. Um the letter of intent was um timely submitted and um uh there was acknowledgement uh by the the executive director that he'd received it, the executive director of the um the foundation. So it is the guard the Colorado Garden Foundation. Sorry, I just had a mind flip. Um anyway, we're waiting now to hear if we are allowed to complete an application. And in the meantime, we are working on um a garden plan and Scott, the expert from CSU, is putting that plan together. So, we're waiting to hear back from him with that plan. Um I think that covers everything for now on that. >> Yeah. Yeah. Anything else that you >> I did want to share that we kind of got the go-ahhead to move forward with getting quotes for lawn leveling for the spring. Um and also part of that is like a pretty complete overhaul of the irrigation system. So we'll start working with purchasing on getting bids for that. So I'm excited about that. >> Yeah. >> Cuz I think we need >> for a lot of reason. So you spent some time walking around there. No, I just drove them in this morning and I thought one of the sprinkler heads was damaged. >> Oh, okay. Cuz there were tons of lines, you know, like little spaghetti lines disconnected and everything out there. >> I think it's exciting. I'm really glad we're making progress to move forward. So, thank you. >> Will that work to have happened in the spring? >> That's the plan. So, yeah. So, yep. That's excellent news. Okay. All right. The room by room tour booklet and the QR code tour. Jeff, I think >> uh the booklet has been approved uh content format and cover and it's presently being printed and should be done by the end of the week. >> Yeah, they by Friday if not sooner. So, the first 50 copies. So, we have those for our walk. So, that's exciting. Um, in terms of the tour, the online the QR code tour. Um, so I had reached out at the end of July about that and finally was able to connect with somebody. Um, anyhow, so they they were looking into it for us and and what came of that is that the Callingham web page in general needs an overhaul. Um, so in order to create another page to host the tour, basically it gets kind of too embedded into the page. They want to keep it so that we're only people are only searching like two to three pages in instead of going like four, five, six pages in to get to certain content. Um, and they want to make sure that the content is not repetitive and and all these things. So anyhow, um, and then the I think I don't know Jill is head marketing person. Um, I have a meeting with her, but she wasn't able to meet until next week. So we're not going to have the QR code tour for ArtWalk, unfortunately. But, um, we're going to meet and with uh, a marketing person and also the and Ian Beltter who does the website portion of things to kind of overhaul the Calian page in general. and then after that decide how best to host the QR tour. So I think I mean it's a good thing. We're not going to have it for ArtWalk, but I think this will help clean things up in general and make that a little more streamlined. So we'll get it done as soon as we can get it done, but it won't be for this weekend, but we'll have the booklets. So, >> will board members be included in say beta testing of this new setup and design so that you know we can kind of all then click through and look through and go okay yeah I love the flow of this yeah that works that makes sense or oh we've forgotten whatever. >> Yeah I think well so the content you know will be what you all created. Um, so once we streamline the pages and get that set up, then yeah, you can take a look through it and see if we need to make any changes at that point. Um, but it should be fairly simple, you know, once we just decide the initial sort of overhaul of the Calam pages in general and then it'll be easy from there. But yeah, so they'll set up the page for me in the QR and get everything linked up and then I'll take the content that you did and fill it in, you know, within the format of the city's web page and and then we can take a look. >> Sounds good. Thank you. >> Okay. So, um, going forward, are we okay with removing this item from our, um, agenda and and giving updates as needed or do we need to keep the QR code tour on the agenda? What What's your preference? >> I'd say maybe just keep the QR code portion. >> Okay. >> Until it's done. >> Okay. All right. And, um, if that's that's all of that, correct? >> Yes. Okay. All right. Then we'll move on to event committee updates. So, like I'd mentioned, we did meet on um September 1st for patrons and the fall event as that's a combined um matter at this point. And we narrowed those potential dates for the event down to two that work best for all of the board members. And then of those two, I checked with Dan Sts to see what his availability is and October 28th is his choice. So I would like us to agree that we'll move forward with October 28th as our date for the event. Um during the committee meeting, we discussed the hours and and while we were keeping it among the 7 to 8:00 p.m., we honed in on two hours in particular. We'd like the event to be of help. So 6:00 to 8 on October 28th. >> 6:00 to 8. >> Mhm. >> So the event date and time is October 28th, 6 to 8:00 p.m. And that's for all of us to be present at. And we'll be um setting up setting up a committee meeting to continue working on preparations for the event and um and communications that go out beforehand. Um okay. What I might suggest at this time then is let's go ahead and look at when we can meet next. >> I just wanted to share regarding the fall event. I did reach out to Joanie. I haven't haven't back yet, but >> um might give her a little more time, but then I might start reaching out to catering. >> Yeah. Okay. Um would it help Candy? Would it help if you or I reach out to Joanie? I'm happy to. Or if you spoke >> Yeah, she spoke with me. So, okay. Yeah, then um I'll I'll go ahead and also just do a quick reach out to her. Also wanted to say a personal hello anyway. Um but yeah. Okay, then let me do that in the next day and two at the most. >> Okay. Yeah. By the end of day tomorrow. hear from her by next week or or if you haven't maybe I'll start during next week. >> Okay, sounds good. Thank you. >> Yeah. >> Okay. And it is determined it is a reception of course. So let me know that. >> Okay. All right. So for the meeting uh for committee meeting can we look in the week of the 21st? So, not next week, but the following week, the week of September 21st, what um Britney, are we keeping are we keeping to a Tuesday, Thursday, the Wednesday? The only thing that's going on on that Wednesday is one club between 10:00 a.m. and 2:00 p.m. upstairs. But >> I think we were wanting to look more at when clubs are here in the evenings >> if we could, but I don't know that that's a possibility. So I I can't I can't tell everyone that um that it's going to be required to be a meet an evening uh meeting. So what kind of options do we have on that Tuesday the 22nd, the 23rd, and Thursday 24th? So we're staying well within the center of that week. Tuesdays, kind of like the normal time frame, 9:30, 12:30. Um, yeah, Wednesday, they're just going to be upstairs. So, ideally Tuesday morning or no, Thursday morning, I'm in an off-site meeting. Um, so Tuesday morning is ideal just to keep things open for tours, but um otherwise Tuesday later I have to finish by like 3:00 or Wednesday kind of whenever. Um, Thursday is a little tighter. How How much time do you think you need for that one? a good two hours. >> Okay, >> this is going to be a lot of work. It's >> We have a lot of prep meetings on Thursday. So, I think like Tuesday, Wednesday would be better. >> So, times on Tuesday are from 9:30 until up till 300 p.m. >> Yeah. >> And then times on Wednesday are >> Yeah. Same thing. 9:30 to kind of whenever on Wednesday. >> Okay. How are those times? >> Wednesday works better for me, but I could do do Tuesday. >> And this is to do >> all of the displays, all of the work that we're going to have to get done for the reception. We're going to be doing the task work. >> Is there a time that works better for you, Andrew? >> Do Wednesday morning. >> Okay. >> Wednesday morning sound okay to everyone? at 9:30. >> Y >> and so downstairs >> we would have to be down here. Yeah. >> Which I think can work as long as we're Yeah. As long as we have the full um length of the table to work on, that would be helpful. And then potentially a table in there. Yeah. >> Okay. >> 9:00. What you said? >> 9:30 to 11:30 is what I'm putting in on for our anticipated me time. Okay. So, Wednesday, Wednesday the 23rd, 9:30 to 11:30. Okay. Okay. Now, um let's see. other committee meetings we need to set. Um Jeff, you mentioned and need a meeting for scrapbooks, >> right? Um I presume that'd be better to do in the evening. Um is the house available at all in an evening? >> Yeah. Um when we like we have the evening clubs here, that works well just cuz it's already staffed. And um what is there a certain week that you're looking at or >> uh if we're looking at the same week, 21st, 22nd, or 23rd? We don't have any evening clubs that week. >> As long as it's after 4:30. >> Okay. >> We don't have any evening clubs that week. Um but if you guys are interested in meeting offsite um or we can look at when uh the next evening clubs are. >> It's a scrapbook we're talking about. >> Yes. So evenings sound a little bit challenging. What what hurdle do we need to clear to be able to do have more availability for evening meetings >> when the clubs are here? Um or or considering off-site locations. So there's the >> still building um >> yeah the memorial building is staffed until 7 or 8:00 p.m. >> their conference room their conference room would probably always be open after 5:00 p.m. because it's in the back hallway and it's locked after 5:00 when we all leave. So >> but then you're lugging the scrapbooks um >> no >> around >> speak to >> I mean >> I don't see that as being a problem. Well, the next evening clubs after this week are October 7th. >> I'm sorry. >> October 7th. They're evening clubs in terms of after this week. Um, >> and I guess I don't know. >> I mean, we're going to entertain evening meetings for things other than committee meetings as well, and that would include board meetings. So, I think we need to open up availability at the house. Now, whether that means you're on site or not, um Candy, a long while ago, chair the chairperson, you had a key to the house, had access to the house, so it didn't require a staff member to be on site to open or close the house. Is that a possibility to do something like that? Um what do we need to do to to clear the hurdle to open up space and time for meetings in the evenings here at the house? I think that's something I'll have to discuss and just make sure it's fine for volunteers to be on site without city staff. So, that's something I'll have to find out. >> Okay. >> But >> Okay. I think I mean I could see for the scrapbook since there's materials on site, but I think we need to be more open to other locations as well. >> Well, Barbus is serving on this board is well two things. It's to it's for the benefit that of the house. We have this house the venue available for the benefit of the community. We serve that >> find out if it's okay most appropriate >> to be able to use. It'd be like telling city council you can't use council chambers for your meeting for something where even the historic preservation commission uses that that way. I mean, we've opened up a lot of time for committee meetings outside of what was agreed upon. And so, I'm trying to be as flexible with that as possible, but also need to maintain a certain schedule for the house and for myself and making it available for tours and all these things. So, we're doing the best that we can right now. We'll find out about if volunteers can be on site without city staff and go from there. What about the carriage house and just kind of dedicate it to where the scrapbooks are housed and that space to be a place to work on those scrapbooks? >> That could work >> potentially. My only concern about that is, you know, people use that for rentals and there's not really a way to like lock them up in there. um right now I keep them in the office, but um you know we could put stuff in there and then if you know you guys have a key for that or I mean I just need to find out some more information we'll go from there. But trying to be as flexible as possible. So appreciate a little more flexibility on the back end as well. There's only eight books left and I'm taking two more home today. So, we're talking about six books that need to be indexed and um numbered. So, we don't have too much more time. Maybe we should work on getting those done and then have a committee meeting >> to questions, go through questions and proofread. So, maybe we should focus on that first. >> That makes sense, >> Jeff. That makes sense to you. So, you're comfortable that that there not any major questions you have that would inhibit the work that you've been doing so far? >> Yeah, I think we need um I'm making notes on the index where we have questions or where there's kind of an unusual page. I also think we need to go through them and uh edit, make sure pages line up and everything's spelled correctly. So, um maybe we can meet here and do that. I think that would be but I kind of like taking the books home and numbering them at my house then it's it's just >> that makes sense for that process taking you know 2 hours of my time and coming here >> that makes sense for that process. Absolutely. Yeah. >> So then does the 7th feel like an okay time to have between now and >> the Yeah, that works to meet at night. >> Hopefully we can have them all done by then. I went by when >> October 7th was the date of course the house was open after 5 >> we want to have all the labeling done by then so that we can just go over the questions. Okay. >> Maybe some other folks are willing to help Angela take take some of those home I think. Yep. Okay. >> So, that's October 7th. And what are the times with the time schedule again? I'm sorry. The time your timing to uh get here. >> I don't think I have anything scheduled to October 7th. So, um, so >> it's a week before the next board meeting and >> probably around >> if we could take that late time slot after after 5. As long as we have a room here, that would that would be >> 6:00 would probably be best >> if that works. >> 6 p.m. on the 7th. Well, how soon can you get here comfortably? >> Um, I can be here by 5. I'm thinking of >> Yeah, we usually takes a break between like 4:30. >> So, what are you suggesting? 5:30 6 >> I think 6. That's when the clubs get her. So, she has to be back by then. Um, and it would have to be either like in the library or in the auto house. So, whatever's more comfortable. >> And then they're here till 9. So, you could however long you want up until 9:00. >> I might suggest the um I might suggest the library for the choice of location just given the the hours, >> okay, >> of this meeting, an evening meeting inside the main house. Okay. So, that's October 7th, 6:00 p.m. till up till 900 p.m. Okay. All right. In the library. All right. Okay. Um, let's move on to the manager's report. It's the Q2 um complete report, which is great. And I want to see if anyone's had the chance to review it. >> Sorry. >> Did you need a patron's meeting? >> We have that one. >> That was the fall event. >> Yeah, patrons and fall are combined. >> Yeah. >> For the um >> we'll come back to um item J after. Let's let's move on to this so we can get through it. Um let's go ahead and look at what um what you're seeing. Does anyone have any question about what you're looking at? I know that um Angela for you this is a first time to see this quarterly report for the house. >> Yeah, I went over it last night. Um, makes sense to me. >> I have a question. >> Okay, Julie. Um so on the the table that you have the year to date totals and the first column the house fund in March it's 10 105,000 and then in April it drops as the ending balance and then in April it drops down to 89 but when you go across March we had a net revenue and so I wondered why the and also April had a net revenue. >> That's when the table got paid for. >> Oh, okay. >> So that the fund balance went down. Okay. >> Sorry. That's cuz those funds, you know, were put into the 2026 budget. Um but the but the house fund, but they were paid for in April. So >> at that point, >> yeah, it fluctuates throughout the year. >> So that makes sense. >> And which line item is the patrons of the Callahan House? Um within that's going to be the donations revenue. So what you don't like. >> So April was 50, >> June is the last one, >> May was 2,000 >> private donations. >> Okay. >> Pat other Yeah. But yeah, but that's where patrons go to. the pictures that rolls into that. Okay. And let's see. Do we do we have any documentation that illustrates um how the booked weddings heard about Callahan House? >> Not in this, but in my um inquiries tracker. Yeah, it's all tracked how the stuff comes in. Can we start to include that in here somehow? So that >> I mean you can see the inquiries. >> Well, inquiries don't always equal bookings. So I'm just the reason that's the reason I'm asking. >> You just want to know how many weddings are booked, >> right? How many Well, I want to know how they are hearing about the Callahan House. I want to know um how it is they they learned about the Callahan House as a wedding venue, >> wedding pro mostly. Well, I don't I don't know if that is complete or if that is a a guess or I mean we don't have anything >> inquiries coming in from Wedding Pro. >> Okay. So, can that be included in the quarterly report going forward so we can see because as you're listing, you know, things coming up, which is great item, but I think it might be if that's something you want to see, it might be good to do like at the year end summaries which weddings were booked and what the what their inquiry avenue was. >> Well, the reason I >> wings get booked out a lot further than quarterly. So I think >> right >> there could be a summary at the end that says these are the weddings we had and these were their >> avenues of inquiry >> right um so you're doing tours for potential >> um um customers or clients um and of those tours are you documenting how it is that they learned about the Callahan house and then Okay, so that's done like weekly anytime anytime any tour is coming. Okay, good. >> Whether or not they tour, >> all of that information is documented, >> right? So, that would be on any month um capture of >> I think it's a yearly. Yeah. >> It's going to fluctuate and I would say some of the tours that you're giving are from Wedding Pro. Like when people reach out then Britney schedules a tour with them here. So, she already has that information. I know we've talked about this before and I do think it's appropriate if you want the information that Britney can wrap it up at the year end. It's part of her daily job to get people to book here to reach out and that is that is her job to do here as a house manager. And so I think if we want to include it in the year end report, I think that's fair. But I don't think we need to re be reporting as fine detailed as, you know, if Britney had concerns if people weren't booking for months and months and months, we would be having a conversation on what was going on and how we can get the word out more. It's it's a part of her job and I just think that a year- end report would probably serve just just the need that we need. >> The way that those numbers build, it's not going to reflect in a way that makes sense to see it from month to month. The way that when people are reaching out versus when they tour versus when they book. So, I can share where the inquiries came from for weddings that get booked for each year that take place within that year if that's what you're wanting to see. Well, it all does tie into financials and since we are reviewing financials once a quarter, um, having it in a quarterly report seems appropriate, although it will fluctuate from month to month and quarter to quarter and all throughout. >> But it's not match up to a quarterly report weddings years in advance. I I know it won't, but when we're what it and this will tie into the next agenda item. When we're talking about increasing marketing budget for a specific company like Wedding Pro, how are we justifying that? And that's really the question that we need to be able to answer. And if >> which we've answered more than once in the past that Wedding Pro is bringing in the lion share of our inquiries and our revenue from weddings justifies the cost of Wedding Bro. >> And this request was made in a prior um board meeting where David Bell was present. We were upstairs in the meeting room and he said that seemed like a reasonable request and I think it seems fine to include. So I don't know why we haven't included. >> What are you wanting to have included? where are coming from for booked weddings. >> Yes. How how about this? How about if I go ahead and and send you an email to include everyone and say here's what I would like to see request would like to see included in the quarterly financials and we can go from there. It does tie in. >> It makes sense. It sounds like a year end would be the most appropriate to fully grasp the numbers of the taking place in a year. This may be hard to to wrap your mind around right now. I understand what you're asking the way that it's going to be best to make sense to review the numbers. So, feel free to send an email and we'll see what makes the most sense. >> I think that's a good plan. Let's let's do that. Okay. I'll also need to be meeting with you anyway going over numbers to make sure they're firming up for our next annual report. So, but that'll be separate. So um anyone else have any question or uh about the financial report or anything other regarding that is on topic and with >> moving forward that we do these as the reports are available which might not be exactly lining up with the quarters so that we don't have to have it in here for three months and and just to have it like as June was available then it gets reported rather than having the port reports be a month behind with the financials or or being added to and included in the packet several times that they the reports come out as the financials are available for each quarter. >> So that sounds like it puts it off how many months beyond the quarter? >> It depends. They don't they don't come out necessarily with regular timing, but um it seemed like it was important to have the June one in here, even though up until now we've been a month behind, but instead of doing that moving forward, we can just the reports can be available as the financials are available so that we're reflecting on the three months that we're talking about instead of being a month behind on the financials every time. I think it's fine to have the other information even if the financials are lagging. >> I think it's going to be a month behind every time. >> The financials. >> Yeah. Other reporting information. >> This is what it's going to be. We're not going to >> put it in again for three more months until it catches up unless we want to change to the reports coming out as the financials are available. >> Okay. Well, let's move forward that way. So, the um one quick question I've got about our preferred vendors, can you explain a little bit about that partnership? Is it a partnership or is it a contract? How does that work? Because it sounds like we have preferred um vendors >> are catering and the only time they're required is for weddings. all other vendors. We have some suggestions based on vendors that we've worked with that we know do a good job, but they're all up to the client's discretion other than wedding catering because we want to make sure that caterers can fulfill our venue requirements and make sure that the client has a good event and work within the procedures of our historic venue. So the only preferred vendors that are required in any circumstance is wedding catering. Any other types of events people can use. What other catering doesn't have to be preferred, but I do approve their catering before they book them >> because I want to make sure that people know what is required at Callahan House. And vendors that work here reflect on us because if somebody has a vendor that they work with that isn't up to par, it reflects on their event at Callahan House. Well, that's why we're specific about our catering vendors, which is very common at any wedding venue >> to require certain diners. Mhm. So then aside from caterers, the other I don't know what you're referring to them as, but um for example, we had a few in our patrons list that were removed by you and because you said we that's a preferred vendor, we can't contact them for um participation in the patrons program. Why is that? What kind of relationship or partnership is that preferred vendor? I don't want to name the company names. I don't want to do that. Obviously, >> with caterers and things like that, we >> have a working business relationship with them and >> not caterers, but other >> those were the ones that were removed from the list. >> One was a liquor store. >> I'll just put it like that. >> They are. >> So, they're not list as a suggestion to clients to work with. Okay. >> So, if we're promoting them for clients to work with and then also receiving money from them, that's a conflict of interest. >> So, we're promoting them and then we receive money from them >> as we want to avoid that. No, >> we want to be receiving money from them and then promoting them as someone for clients to work with. So, we've chosen to promote them and >> because >> what is what is on our end of this um partnership of >> because we want good vendors to work here at the house for people's events so that they have successful events at Calian House. >> Okay. >> What is your question? Um because I'm wonder I'm trying to understand the limitation of who we were able to include in um >> inviting patrons wasn't there >> and then >> who we weren't and that some of them that weren't are bigger companies here in the city probably and I know I've seen them sponsor >> taking money from people who we are >> suggesting our clients to work with. So, >> okay. >> Okay. I have to Yeah, I just kind of have to think over that a little bit, but All right, we'll move along. Um, any other questions about the manager's report or anything? Okay, then, um, regarding the Cal, the next item is the 2027 Callahan House budget request to city, um, which was in last month's packet. And so what I would like to ask is, and this kind of ties in with what we just were talking about. So you requested to remove funds from five different line items in the financials and um you want to add that total that you're removing from those line items into ads and legal notices and in parentheses wedding pro. Does that mean that Wedding Pro's subscription has increased? >> Just like everything, it increases every year. We have a contract each year. >> And so the contract has increased by $3550. >> We're just trying to put as much money in there as we can for areas where I don't spend other money. And to be clear, it's not a budget request. We didn't request more money for 2027. This is just a yearly thing that everybody can do within their budgets. If you're seeing a pattern over a few years that you're not spending money in certain areas and spending money in more areas that you can move those funds around, in the end it doesn't really matter because everything rolls up into one fund. So if we overspend in a certain expense account and underspend in another, it all rolls up to the same place. So there's no actual budget request. It's not considered a budget request. But that's all that happened with the 2027 budget. some things around which we do every year. >> Just shifting of funds from certain line items to others. So >> um so I know that we used postage significantly for the patrons program >> and that was a question of concern before we began and and did and follow through on that. And now I see this reduction in postage and it does raise a flag for me to wonder are we are we going to take a hard stance on that when it's time for a mailing >> again because to say well that's not in the budget >> to overspend in a certain area. We can do that. You know this is kind of a not a regular expense that we expect on a monthly basis. So if we overspend in that area, it's not a problem. >> Well, that's not necessarily a monthly expense. It's probably anticipated to be an annual expense now because of the program and the likelihood of >> continuing to see how that will reflect. >> Yeah. So I just don't want it to be a hard stop and say because I think that that was the the resistance that I felt we we were dealing with was well we you know we really can't spend that much in postage or we you know we can't spend that much to to start and get going with this patrons program. I would hope that that that um approach is is going to change and and be more flexible going into the next year and as the patrons program can build and grow, it may take postage to continue that. So I don't want to see that, you know, come back at, you know, next year to say, well, we don't have that in the budget, so we're not going to spend that much. see see where my concern is. So, okay. Any other um thoughts or questions from anyone about the budget request? Okay. All right. We're now to the November meeting date item. So, since um the November date is currently on a holiday, Veterans Day, we're hoping to reschedu that. And we're also hoping to try to reschedule it for an evening um meeting if possible because that's our attempt to try and open up our meeting for availability of of other individuals who might want to be here or consider the board for volunteering. How are we feeling about evening meetings? And this comes back to we're going to need to be a little more flexible. We can't just meet here on >> Yeah, we were the ones that brought up the idea of having an evening meeting. So, >> right, but it can't just be limited to the >> however many times I'm on the one. >> Yeah, this is different than talking about the committee meetings. >> Y >> Okay. So, how do board members feel about evening meetings? I think the plan is to try out one for this November meeting and then talk about a meeting time for January and beyond and then at that point evaluate if that works for the 2027 board. But then that way for recruitment people can see that we are open to an evening meeting so that we can hopefully get some better recruitment. So, it doesn't have to be Wednesday. Evenings would work better for me. Kristen, I know that they're not as good for you. >> No, it's fine. I kids with my husband for a couple hours. >> Um, would we meet the following Wednesday? >> What do you mean by the following >> in of Veterans Day? >> Oh, yeah. Veterans Day. >> Um, that one's a little tough cuz this space and the upstairs space are being used by clubs. Um, what about just moving it to the 12th evening? >> Thursday. >> Yeah, that that works for me. >> Same. >> I'm fine with the evening meeting. >> The 12th Thursday the 12th 12th. >> Amazingly, yes. Well, >> no events. about the schedule you won. >> 12 works for everybody. >> Yeah. >> And what time? >> What timing? What works for you, Angela? >> Uh like any time after 5. >> Like 5:15. Is that sure? Okay. Or is that weird? Do you want to start on the hour or on the 30? >> Take your time on like >> But I think first we bring our food. Yeah. That kind of thing. I was going to say to avoid the dinner hour, I think it would be >> polite to consider that for not just us but others in the community who might want to consider that time. >> Perhaps we stay outside the dinner. >> Council I mean all of them meet during the dinner time. You just one time a month. >> So do we meet at >> after as possible. >> So >> I think as soon as after 5 cuz people are going to then choose to go home or like if they don't live here like so. >> Yeah. So, no later than 5:30. >> 5:30 to 7:30 on Thursday, November 12th. >> Yep. >> And 5:30 is late enough for people who are working during the day to be able to get here. I know, Angela, I know that works for you, but I'm just making sure to think >> think for others. Just trying to >> plan ahead a little bit as best as we can. >> Next year. >> Yeah. Just thinking forward. if you're if you're dealing with a if 5:30 is too early uh in after the close of a business day for some people that may be a challenge. So, it's something to to consider. >> If we decide to go to evening meetings, we can adjust that time >> depending on people's schedules. >> Yeah. >> We need to keep in mind then that meetings need to be kept to >> two hours. Two hours. >> Yes. >> So, okay. So, we'll be set for November 12th, 5:30 to 7:30. Okay. All right. Let's move on to the board member binders process. We need to set the committee meeting. So, coming back to setting a committee meeting for that um binders process. Britney, do you have something in mind? Well, I mean, I guess for that, if we need a committee meeting, I was just looking for feedback about the binders and how we want to move forward with that process. So, if it's easiest to talk about that in a committee meeting, we can do that. >> I do. >> Does that work for everybody? >> Okay. Well, what is there a certain date that we're or week that we're looking at or it's mostly just something that needs to happen before the end of the year? So, if we want to like focus on, you know, patrons and more upcoming things right now and look at that later, we can do that. Or we could set a date now for like November. >> Second week of November. >> Uh yeah, let's see when how about the >> Well, like on the >> What were you thinking? >> Um well, what kind of is there a date that works better for you? anything about this. So, I'm just trying to help put a date. >> Yeah. Um, well, I'd like to be at this one. So, >> is there a >> is there a deadline that you want to have this done by >> just by the end of the year? So, we know cuz it's more about like what do we want the process to be moving forward? >> Yeah. We're starting to get into the holidays cuz >> that's a good point. >> Uh, Thanksgiving is the next week and then it's a blur after that. Yeah. Is there a weekday where you could meet around like 4:00ish or >> As long as I know in advance, I can meet. So, uh, this is a couple months in advance. So, sure. Um, >> or five. I mean, five. >> Yeah, I can do four week of the 16th. >> So, we're looking at >> November. >> 16th of November. >> Yeah. O >> I mean we can >> I can't well >> meet before that if that is not good for folks. I think Thanksgiving is the following week but >> Yeah. >> Mhm. >> What about the first week of November? >> Yeah that that be better. >> Yeah it's a little day that's >> I just can't do the fourth. Okay. So like 2, 3, 5th. >> Do you know what the day of the dead is? >> I can't do the third. >> Okay. >> Second to the 5th of November for like a late afternoon. >> Celebratory. >> Second work. >> You know what? Right. Okay. >> I both days are available for me. So >> this second. Are you sure that works? >> Sorts. Yeah. Y'all go. Thank you. >> What time? >> Four. Okay, thank you. So, that's Monday, November 2nd at 400 p.m. Okay. Okay. All right. We can move on to new >> in terms of the agenda for that. Does that need to stay on here with any further followup later or we'll just we got the committee meeting. We'll decide the process and then that's what it'll be. >> I think that's fine because we don't need to keep having this on the the board meeting agenda. >> Okay. Um but we can go through the task work and when we have it scheduled and then we can follow up as you know in December. No, even in November we can follow up on during the November board meeting and say okay this is what we've concluded and that then makes it official because it's reported at a board meeting. Sound good? >> Yeah. >> All right. Okay. So, technically tableabling it till the November to bring it back up, but it doesn't need to stay on. Um, new business is ArtW Walk. That's this Saturday, 4 to 8. Anyone who's available to arrive early, if you can, that would be great. If you can arrive at 3 or maybe a little beforehand, that's great. The artists will begin to arrive at 3. Yeah. >> Um the booth downtown needs to needs a person to help set up. I think Angelie, you mentioned you were going to be able to do that. >> So, we did get one more staff member. Um so, it's myself and two others. So, I think that Erica and I just did this for unity. All the stuff is still in my car. So, um I think perhaps her and I or Betsy and I will go get set up over there. Um, and then, uh, a board member can come over, whoever wants to hang out over there or or you guys can trade off Pway or whatever. Um, and then Betsy or Erica can stay over there. I'll come back to the house and maybe we'll switch. But we will start setting up over there, I think, at 2:45 or 3. So, I do need some people to be at the house to help >> here at 2:45. >> Okay. Yeah, whoever can be here at 2:45 is ideal. just so we have as many because all the artists are coming at 3 so so we have as many people as possible getting them to their locations and then I'll be back um you know a little before start from setting up over there. So, >> okay. Yeah, I of course will be here at 2:45 or even earlier if need be, but um the um Candy, were you able to reach any of the former board members to see if anyone was available? >> Nobody can. Yeah, >> they're all tied up. >> Yeah, that's okay. No, thank you for trying for staffers and everything. >> That's good. >> Yeah. >> And Ron's gonna come help, too. >> Oh, cool. >> So, he'll be around. Come with me at 2:45 and I will put him to work. >> He's He's so cheerful. I like that. >> Going to make him an honorary >> Yes. >> board member. >> Well, um, so that leaves the that's it's the six of us that we will all be here, right? >> Okay. >> And we'll have one either Betsy or Erica will be here. So, I'll have everything. Okay. >> You know, the check-in table and all that stuff will be all like ready to go and um so they can help facilitate anything that needs to get set out. I mean, we can do the artwork, our artwork and everything ahead of time, but anything that needs to get set out, we'll be ready to go so staff member can help with that. And then me and another staff will set up over there and then we'll be back to for startup event. >> Okay. >> So, all right. So, >> I I'm not available. >> No. Okay. So, it's the five of us. >> And are you out of town? >> Um, that trip was cancelled. All right. Um, so I will come up with a plan for how we'll place them and then the board members and and then be able to cover things and then we can shift around and and um exchange locations. But realistically, I don't think that it's good to have any board member on Main Street for this this time. Um, given our numbers. So, our our board members are our dosent and the dosent need to be on site. We don't have >> somebody to do the credit card. >> Yes. Yes. Like you or one staff member. Yeah. >> Well, we've got an extra staff member so that we can have two people here at the house. So, it would be good to have a board member. And I mean, you don't have to be there the whole time. we can switch off. But um or we can have one person over there for a little while and somebody can just go over and give them a break >> if that works best. We don't necessarily have to have two people. >> Can we start out Okay, if we're going to do that, can we start out with um two staff members on Maine? And the reason is because our numbers dwindle over the time of an event and I think >> of Main Street and I'll run over there and give them a break. >> I'm saying we can switch them out. But given the fact that and you've done a great job of of of capturing this that every event we've held the the major numbers come at the beginning and toward and then kind of dwindle from the the from there on >> and to have all of our doses on site for the beginning is is ideal and we can then switch out a little later if that's okay. I'm trying to say I'm I'm being flexible here but I'm being reasonable with >> having >> I hear what you're saying. Okay. >> The booth and we'll just give them a break at some point. >> Yeah. >> Um, one of the artists asked me what the unloading process uh will be like. Uh, and I just told her that there are we reserve a couple of parking spots on Terry for that, but I don't know how many spots we have. Well, there's not necessarily reserved spots, but in the email, I'd ask them to park along Terry to unload and then they need to go move their car over to the Times call lot. >> Okay. So, it'll, you know, >> I mean, just like it was for Club Affair, it gets a little busy, but we'll just do our best to help >> get people in. And it could be helpful for somebody to be out >> kind of, you know, directing cars um on the street there getting people into parking spots and and and then >> directing them down to repark their car over at the end >> at the end of >> at the at the times call out here at the corner of Fourth and Terry. >> Okay. just up the block, half block up that way. >> Okay. >> And it will be a good thing to, you know, for the welcome desk, we can at that point when we're greeting them and they're coming in to say, "Okay, I'm here to set up." We can ask them, "Okay, where have you parked? Have you parked along this street?" Okay, great. Or if you've parked in the Alberg, you know, parking lot, you can't be parked over there. We we can help kind of direct that from that station as well. And then we can get them set and moved in. And then we can remind them, okay, just go, please park up the block, a half a block up this way into the parking lot. >> There will be music that night. >> Yes. The whole time. We have two different bands that are playing um within the the whole block. So, and they will be they will be arriving around 3:00 as well to begin to set up. So, yeah. Um, after the meeting, um, Cindy and I are going to run out and do a quick last little check and then I'd like to give you the updated map because I don't have an interactive map to um, provide. So, would that be okay if I do that with you afterwards? Okay, great. >> Well, I have a training after this, but if you guys want to put it together and send me your final map, then I can make a digital version. >> Okay, we'll do that then. >> Okay. Um, so that pretty much covers Walk Portwalk. Um, >> and thank you for sending out the very nice um email to I'm guessing that went out to all of the um Callahan House email group, Britney. So, did you all receive this too? I'm hoping you all are on the same. Did you get it, Angela? >> I did. I did. >> Can we make sure Angela's added to our Callahan House email group? And the reason is because it's all the people who have signed up to receive information about the Callahan House and then Britney sends out a a group email to all of them to give them a heads up on activities and events happening here at the house. >> Okay. So, all right. Um, let's see here. So, we have um the next item on new business is the Callahan House Club survey. The reason this is in here is that it's usually provided to clubs via Britney in her um kind of a letter, a renewal letter. Is that what you send it? Yeah, we a club letter every fall just >> reminding people about >> use of the house and >> encouraging them to sign up next year and all that. >> Yeah. So, so this goes in with it for two reasons. when we're we're checking in with the clubs to make sure um that they're they're satisfied that they're happy and if there's anything else um we should know or if they've got suggestions um we can be hearing from them at that time. The results of the survey are included in the annual report that we file for the Callahan House at the close of the year. So that's also another reason why this survey is necessary. just said that the feedback was favorable because generally we get maybe one or two responses. >> Yeah. And the and the reason this is in here is because I would like everyone to take some time uh between now and say close of business Monday, September 28th. And for that day or by the close of business on Monday the 28th, if you wouldn't mind email, you can email the whole group of us. um the any thoughts you might have about the questions that are on here, any suggested changes you might have. I think just having a quick review of it with um with fresh eyes and and new eyes on the board too is really helpful for everyone to contribute to. Are we are we serving our clubs well and are are we asking um uh for their input? The ne the other thing I would like to do rather than um or I guess I should say in in addition to it going in your renewal letter Britney that you send and you send it in October right >> usually. >> Usually so sometime in October I would also like to attend each of the board or each of the club's meetings just briefly for a quick five minute introduction. Hello and please complete this survey. it is your voice that we're trying to um gather to share with city council that the purpose of this house is being served. And so I'd like to boost responses that way. And I think having just a quick hello, this is the reason for this survey. Yeah. Are do do people like to fill out surveys? No. Is it important? Yes. because we're fulfilling the gift of this house and and um just having that feedback is is going to be important to include in the annual report. So, if you don't mind, would you check and and send an email to the clubs and say, would it be acceptable for a board member or two? And I don't know if anyone would want to come with me for something like that, but would it be acceptable for a board member to just to to be there for five minutes at the beginning of your meeting just to say a quick hello and and talk about the club survey and that's it because I don't I don't want to impose but I would like the opportunity to have just five Okay. And so for board members, is this a reasonable amount of time for you to review this and email by close business Monday the 28th? So that that way we can just make sure. Is there something we're missing that we maybe we need to change something on this survey? Maybe we need to add something. >> Sounds like you have something in mind already. >> I don't necessarily. And so that's why I'm trying to just be very open. I I don't have an agenda of my own other than are we serving the clubs? Are we are we honoring the gift? And that's it. So, and I'm happy to put together some thoughts as I put put them together myself and share them in the email with everyone just like everyone will everyone else will do. So, okay. And this survey, Jeff, did you have a question? I was looking. >> Would the survey be done by paper or by on online? >> We give them both options. Yeah. And it can be done anonymously or not. >> Yeah. And so when it's done online, it's sent to just the contact for the club, right? >> Yeah. And we ask them to share it with their members. >> Okay. And if they email and if they use electronic means then that works for them. But for anyone who doesn't then um that might be a good opportunity for me to be able to bring copies that are paper format to hand out to whomever would like them. >> Sure. >> And make sure we're we're reaching everyone on whatever communication level that they prefer. Are there any other questions about this survey for right now? No. All right, we'll move on. Thank you. Um, so items from staff, Britney. Um, so some marketing has gone out for both of the video releases. Um, we're planning more marketing for the next couple of weeks. Um, I don't know what the museum numbers are like for their sign up. Um, but so far for the 10 studio, it's not great. >> It's not great. >> It's not great. Um, so we're hoping, but the thing about that one is you don't have to register ahead of time to come. Obviously, we're encouraging registration ahead of time. Um, but some people might show up at the door. And um you know the the studio owners and myself are also planning to you know invite our personal networks and get some uh butts and seats as it were. So um so yeah I what I would like to so and we I had also reached out about um the panels. So Jeff and Cindy have offered to serve on the panel for the October 8th showing. Um Karen Reed, who's a former board member and also featured in the video, and Connie Buswell, who's the Questers president and also featured in the video, uh have offered to serve on the panel for the museum showing. >> I said I'd do that one time. >> Yes, you did. Thank you. >> The museum one >> Thanksgiving. >> Yeah, I can be available for the museum when I'm just not available October 8th. >> Okay. And then uh Angela has also offered to help at the October 8th event. Um maybe not necessarily on the panel but helping facilitate the event. So thank you all for offering to do that. Um, I guess what I wanted to talk about and maybe, you know, we talk about it a little bit and then and then, well, it's September, so I guess we need to I was looking for um some feedback on what information to share during the panels. Um, I mean, I think all the information is there. I just, you know, kind of want to see if anybody has ideas on what to focus on or how to set those up. I think the idea was like some time for Q&A with the audience and then some time to just kind of share about like maybe your experience with Callahan House, what you appreciate about it, some of the history tidbits, things like that. Um, and the October 8th viewing at 10 is meant to focus a little more on how the house is used now by the community and the and the museum showing is going to focus more on probably the history of the house. Um, so I know what the best avenue if if anybody has ideas that they want to bring forth now for a few minutes or um, >> so I have a quick question about the difference between the two viewings. Um the one at the museum I can understand because I've seen um and participated in you know events that have happened before there where something is shown on the big screen in the Steuart auditorium auditorium and then thereafter um the participants in the panel are up on the stage seated so that um they can face the audience and then auditorium >> not in the auditorium and so >> where will it be? >> I think it's in concert. Okay. So, it's in one of their meetings or classroom meeting rooms classrooms. Okay. >> And it will be shown on a big screen. >> Yeah, they have a big projector screen >> projector screen. Okay. All right. So, same sort of setup, smaller venue. Okay. So, I understand how that works and I think it would be helpful to have any questions come from um I don't know if Elizabeth would be interested at all in putting together some questions because being the curator of history, she might put together a list of >> question the curator. So, she is planning to kind of like help facilitate that panel. >> Okay, great. Um, >> and so that's how that one will work. But I'm not familiar with what your thought is or what the setup would be for the October 8th. >> Pretty similar in terms of the setup of the the video viewing itself. So at the studio, they've got um a large a very large LED screen also. Um, and then they've got like higher chairs for the panelists to sit at. So, the idea is people come in and we have kind of like a a happy hour for a little bit. Um, where people can get some some refreshments. Um, and there's going to be a DJ playing music during the happy hour who will also help facilitate the audio for the video because it does fluctuate throughout the video. So, they're going to help try to streamline that during the viewing. Um, so happy hour video panel and it's it's similar setup in terms of like what's going to be at the museum with the large screen chairs set up facing the screen panelists on higher chairs by the screen. Um, and there's their capacity is about 40 people including us and staff and whomever. So um, so yeah it's it's an intimate event. Um, their space is of course more modern, but the idea is to kind of and it's like happy hour timing and whatnot. The museum showing is during the afternoon. So, the idea is to get um, you know, a newer audience that may not be as familiar with Calam House and talk about, you know, some community like the um, we're talking about the the folks, the NOCO boss babes that are helping us with the clothing spot potentially being on that panel. just some contemporary events and people that we partner with and talking about how Calhan House serves the community today. So that's >> what would you say the order of activities are at the tent? >> Um happy hour film film showing panel. >> Okay. >> So who's going to be facilitating the evening there? >> Um myself and the studio owners. So, I think the 10 owners will um introduce themselves and what they do because they're doing this for us. Um and so giving them an opportunity to talk about what they do and then kind of introducing us and then I thought I might facilitate that panel. Um >> so, >> so I presume that these people don't know anything about the county house. >> Maybe some yes, some no, I would say. Yeah. >> So would you give a brief summary of a Kalahhat and house history? >> Well, I think >> what it does prior to the movie >> so people at least have an understanding >> to some extent. I mean the video kind of >> video about itself, you know, >> I have to rewatch it but be nice a brief introduction >> for those who know a little about the house. I think a very brief introduction of like the you know the video and why we made it and what we do but I think the video kind of speaks for itself and then um so that is one thing I want to keep in mind is not being redundant about the information that's in the video during the panel um but maybe sharing some more like >> the patrons >> definitely the patrons for could be shared there >> yeah anything that you know is in addition to the video or um personal experiences, events that we're you know currently doing, programs, things like that. So that's kind of the idea. So, I don't know if if everybody could maybe contribute a little bit of ideas towards that or >> is there a way to put this into a a blurb that we could all share with our Facebook friends and stuff? >> Um, >> like you did with >> Yeah. Well, there is there are socials postings coming out being worked on currently for that. So, I can share >> that with you when those are out. Um, but yeah, but yeah, I guess I'm just looking for ideas for the panels. If there's anything in particular that we want to share or excuse me, have all the board members already seen this film, >> every over and over, >> every millimeter of it, >> one second at a time and then stop and replay and Yeah. No, that's a little extreme, but yes, in in and very thorough. >> When did you actually start it? 2020. >> I think we were talking about it when I s and I first started on the board. >> Okay, I will share it with you. Sorry about that yet. >> Finished about a year ago. >> Okay. >> Now, is it It's It's not on the website yet, right? >> No. And we purposely have not put it on there. In fact, the marketing team was like, "This video is kind of old. Maybe we should think about a new one." And I was like, "Funny you asked." Um I was like, "We have one. We're just waiting till after these release parties cuz I don't want to put it on the website and be trying to promote these events." So that'll get added after >> right >> after October. >> I was guessing that. >> So is it accessible now to us to preview again? >> Um I can re Yeah, the link was sent out, but I can just reshare it with everybody so that everybody has a refresher. I'll just share and that way Angela can see it as well. Um, so yeah, I mean the first showing is the eight, so we're not going to have another >> Yeah, I think you touched on a lot of very good points that of of talking to um when you shared earlier you'd like to hear from board members about their experience ser, you know, what they're enjoying and um things about the house, little known facts, you know, hey, do you You know about Walmart? Well, guess who Sam Walton's mentor was? J. C. Penney. You know about J. C. Penney. Guess who his mentor was? >> Tom. I was thinking. I mean, these are kind of some fun. >> Yeah. Some fun. >> But then I thought, okay, we're going to be talking after the video. So, some of those will already have been, you know, that time that I sent those Colorado postcard type >> blurbs to you. I realize if they're going to watch the video first, they're going to hear about those things. >> Yeah. >> Outside the box. >> Yeah. I think maybe can I know we'll share the video with everybody and if you can take some time to review it again >> and then think about any, you know, anything that we want to add to that. I would just really appreciate some extra input for what we want to focus on for the panels because I think having a little bit of time for just open Q&A, but I don't want to have half an hour and then nobody asks questions and we're just sitt some stuff ready to share. >> Like if they don't ask anything, we're still going to tell them something. >> Yeah. >> Well, yeah. So, board member experience, some information, interesting tidbits, and um the patrons program. Those are definitely three key talking points um about the house. And then of course you can follow up with these are all the types of events that um we host for the community. They're good for the benefit of the community. But then on top of that, these are all the different types of events that that are held at the uh at the property because it's it's a beautiful venue and it's for special occasions and you know just >> I think there's >> yeah talking points are great. >> All the information there. Um, >> yeah. >> So, I'll share the video and then Yeah, I'll share the video again and then if anybody and and just kind of lay out what we just talked about and then if anybody has anything to add >> um that'd be great. >> I have one quick question for you. Um I know you said that there Tend is doing their own um advertising and obviously the museum has and of course they're on top of it. Can we send can you send like an email about the both of these? Yeah, it's coming out this week >> for like the >> for the for the recreation. >> Yes, it's >> and for our palahan house email group >> for all events. >> Okay. >> Yeah. So, our walk and the swap have gone out. The October stuff is going out. Um and then yeah, November, September, it's all perfect. >> Excellent. That's that that'll get the word out more. >> Yeah. And then we can team are working on socials with some crossover. So, >> yeah. And so, however, socials can be shared with us for our whatever our networks are too. But those emails, if we're on those emails, we can also forward those emails. So, that's really helpful. >> Yeah. >> So, can we back up and refresh ourselves on the purpose of these showings so we as board members can kind of prepare our thoughts ahead of time that's going to support the purpose of the showing? Yeah. as opposed to miscellaneous talk. >> Yeah. Um well, the purpose of creating the video was to kind of update because it, you know, the the video from 10ish years ago longer >> longer probably. Um >> you know, dives really deeply into the history of the house and a lot of those details. uh which is great and and this video was not necessarily meant to replace that, but just to have kind of a little bit more of a consolidated updated version for newer audiences that might not be familiar with Callahan House. Um and to focus kind of more on, of course, it talks about the history and and whatnot, but focus on what we do now with the house and how it's available to the community. So those videos are the information is meant to be sort of paired, but really this one is going to be the one that we'll show moving forward after these events at open houses and and things like that and they'll be on the website. But the release parties um originally we had hoped to have a viewing on like PBS, but with all of the government funding cutting and whatnot, um that didn't happen. So, we we thought that this was a good way to let people know there's a new video, inform people about Calhan House who may not be familiar, and have like a fun way to engage with the information. Um, and kind of focusing on a hopefully a little bit of a diverse audience with like the afternoon showing and the like happy hour style showing. >> So, it's just the video needed to be updated. So, we did that and now we want to show it off. >> Right. So the purpose is why are we showing it? >> Why are we showing it? >> To let people know that we created a new video so that they can view it and get information about Callahan House and >> hopefully have a fun event where people can engage with the information. >> Okay. So we look at information well few things we've talked about. One is the P it's a a a moment that we can discuss the Patriots program. >> Yes. So that would be would be one one >> sorry about like ideation for the panels >> right it's promote the patrons >> yeah and I think volunteerism >> okay volunteer and potential >> talking about your experience on the board >> and potential board members right yeah so new new volunteers >> I think sharing like your experience of being on the board um >> and but we specifically either directly indirectly would want to recruit new board members >> so that should be clear >> in our evening event timing for that because at least the 10 showing um recruitment is open through October 16th. So >> yeah, >> and I presume we will discuss our open houses to get people here. >> Yeah. Events um you know I think like the the clothing swap will have happened, but I think that's like a an interesting group that we're partnering with on that and showing like here's the kind of events that we can partner on and the kind of offerings that we do for the community. And >> so pro promote promote our >> promoting events. Yeah, I think like personal experience serving on the board, promoting events, patrons, um volunteering with us, fun fun history tidbits or experiences that you've had that aren't already in the video or expanding on things that are in the video. Um, so that was kind of the idea, but if anybody has any like specifics that they want to share, I think that might be helpful too. Multiple panelists like, oh, I was going to talk about this thing and to know that somebody else already planning to talk about it might be good to kind of have some idea of what what we want to share. Um, and then I guess maybe I'll formulate, you know, some some questions for the panelists and then And then we open it up for audience questions for whatever question. >> So the panels are only half an hour each. So by the time everybody speaks for a little bit and we open it up for a few minutes for questions, it's really not a ton of time. So it's not like we need to fill, you know, an area or anything, but >> let's make sure we know what we're doing, what we want to focus on to present >> and share with the audience. >> Yeah. Well, I think this week I'll send out the video and kind of summarize what we've talked about and and maybe put together a few questions and then we'll get some feedback um and maybe put together some more direct questions before uh before which will be here before we know it. So, sounds like a good plan. >> Okay. Okay. And then um what about the um uh the the next item from staff? Um do you do you want to do you want to talk about that now? Um what what do you want to do? >> When does when you just said it closes the 16th? So when is this next cycle of >> Yeah. So the recruitment opens Monday um for the 2027 boards. So it starts Monday and it closes October 16th. So I do think it would be good to set like an intended January or 2027 meeting dates and time so that we can so that the whole point is for it to be known during this recruitment cycle so that people know that um an afternoon or early evening meeting is available and we see if that is helpful for getting more recruitment. So we kind of need to >> is it ex >> decide something now that said that doesn't just because we decide a 2027 meeting date now >> doesn't mean that in January if that doesn't work if we don't you know if it doesn't make sense for everybody that we can't change it at that point. I just want to during the recruitment period have >> in the wording that it states >> like a more of a late afternoon evening meeting to see if that helps us get some more folks. How about I don't know if we can be this vague, but if the city will allow it, um how about we put it together as the board meets during daytime hours or evening hours as necessary. That way you're not you're not that way you're not going down one or another to say to say it's going to be the setup is and application platform and all of that like it it states a meeting time. This is when we meet. So what we've done in the past is we've had the meeting time and then >> in the additional text or whatever we say like this is open for changes as needed. >> We addressed this already. >> We have um but it hasn't seemed to make a difference. So, I think that's why we want to say this is when this board meets and have it be a late afternoon evening time and then see if we get more applicants and in January if the time that we decided on doesn't make sense. It doesn't have to stick. But, um, >> can can I suggest something then so that we kind of meet um or bridge the gap between the two four to six? Yeah, I was kind of thinking something along those lines. >> Can I share some times from what's already happening in the city? So, Crab Parks and Rec Advisory Board, which is um Parks and Rec, uh which is what we fall under, but uh so they meet the second Tuesday of every month at 6:30. The Historic Preservation Commission meets the first Thursday from 5:00 to 7:00. The library meets the 3rd Monday from 6:00 to 8:00. And the museum is the third Monday as well from 4:30 to 5:30. So the museum, that's what I just did in a quick search. So >> museum's the earliest at >> 4:30. Okay. So >> So how many boards are there with the city? >> Oh my gosh. A lot. >> A lot. That's just like ones that I thought were close to maybe what other people would be. >> I just wondering whether the majority gone that way >> or >> I think we are like >> we're the only one that meets business hours. Yeah. >> Yeah. So maybe more like a 4:35 time frame, start time. >> I feel like 4 is early, but like how you mentioned people getting off work. Um it's different for me cuz I work here. So >> yeah. >> Or for people who are not interested in doing evening meetings and don't want their dinner interrupted 4 to 6, they can do it. >> It seems like it's happening successfully in other areas. It is one day a month that >> so 4. So So then maybe go with 4:30 then if 4 is too early. at 4:30. I'm just saying I know from people I talked with who were here and and visited with me about volunteering. A good majority of them are interested in daytime, not evening. So daytime can be the 4:00 hour to even squeezing up to the 6:00. >> I I think Britney uh talked me into applying to this board. I had to really think about it because I originally applied to the historic preservation and that time worked for me and I was like, "Okay, well, um, you know, I need to get involved with the city. I'll try to make this work." It wasn't it wasn't a great time for me, especially any working professional who has 8 to five job. >> It's really hard. Yeah. >> 8 to 5 job. Yes. But knowing in advance and it's a once a month meeting if they could cut out of work early by an hour and do a 4 to 6. >> Yeah. I I don't think I would have even applied to this if I didn't already know somebody to be honest. >> Yeah. And I think we're trying to expand the diversity of the board a little bit and um you know get some um so that maybe that includes people that are working full-time um and need that later time frame. >> Yeah. I mean prep's pretty late doesn't even start till 6:30. >> Yeah. >> So it definitely >> Yeah. But that's which board >> if parks >> and rec to not be during the workday so that working like full-time working professionals can still serve on this board then then probably 5 5:30. >> We are a little unique in that we've got to work around the clubs too though that meet >> also. So that kind of affects some of our meeting times. But I definitely see We need to be flexible. >> Yeah. And this is, you know, like I said, it's give it a try. See if see if that helps with this recruitment. See if um you know, but if if not in January, we can always revisit the meeting. >> We used to meet at 9:00 for this meeting and then I think it was this group that chose to meet at 9:30. So it >> can change even for January. But >> so what's your best guess on appealing to more people? >> Probably 5 or 5:30. >> Yeah, I'm kind of thinking like 5:30. >> 5:30. >> Mhm. >> Because I can get off at 5, come here at 5:30. >> I'll have a snack if I need something. >> Seems to make sense. >> So the purpose is that's what we're trying to do is be be open to >> that would be the schedule. Yeah, I think that would open opportunity for a lot more people. >> So 5:30 to 7:30 is you think >> what day? >> Yeah. Um I think the second Wednesday still works in terms of club schedule cuz they don't we don't have late clubs on this day. Let me just double check. Yeah, we can still We can still do second Wednesday if that works best for everybody. >> That that would be good. >> Okay, >> that work for me. >> Okay, >> anybody else? >> What's the recruiting period? >> It sounds like it >> applications. It's when people can apply to >> What are the dates? >> It starts on Monday >> through October 16th. >> Starts on Monday, right? This coming Monday. >> Yep. and goes through >> October 16th. >> And will you go ahead and and um September, would you mind emailing us? >> We'll send it out when it's open. Cuz right now there's >> Right. Right. Right. when it's open next Monday. If you can email that to us, then we can forward that email out to anyone we know in in our networks and 5:30 7:30. >> Yeah, I think so. I won't be here with you all next year. But I do wish you well, of course. And I'll be around, but >> Julie, will that work for you? >> Okay. >> You missed my car club meeting, so we're good. >> Cool. >> Oh. um the nominating committee for for recruitment. We need to two board members in addition to Kristen and I to be on the nominating committee for 2027. >> That's to interview. >> Yes. Thank you. Anybody else want to I might suggest Jeff or Angela. I'd be happy to do it. I mean, Jeff and and Julie were kind enough to to do that um last, but >> those Cindy, do you have any interest? >> Okay, >> so Cindy would be wonderful then. And she just said she could do if you're okay with it. I don't want you to be pressed into it if you don't want to. Okay, >> that's fine. >> Cindy and Katie. >> Cindy. Yeah. >> Okay. Thank you both. and we can schedule those um you know based on our availability and the availability of the candidates and then also I think I'm assuming Mayor Halgo Fairing will be with us again I'm assuming so cool okay thank you that was the last thing I had for that >> I can volunteer to be a standin if somebody does can't make it >> okay >> if there's a conflict Okay, that's everything from staff. >> Yes. >> Okay. Um I've got a couple of things that I'd like to make sure we're adding into our agenda next month and um first is the Callahan the 2026 Callahan House of annual report to um to new business. And uh like I did last year, I'll put together a draft and it can be shared in the packet um to for to be received by everyone in the in the October packet and it will be just for your review at that point. But anticipate on in October's um meeting that I'm going to ask you to um provide any responses for suggested changes, updates or anything like that in an email, the same kind of format I did last year so that we're getting this prepared in advance and that in December it's it's voted on and good to go. all the content for the 2026 annual report to city council with the exception of the financials being outstanding of course. Okay. So that way it doesn't fall into next year. The other item I'll want to add to our agenda next month is the volunteer guidelines. I think we need we probably need to talk about that a little bit. you mentioned something about the city has some specific >> rules or guidelines or something and but but we've used volunteers in the past for for task work, project work, decorating the house, things like that. Um for those types of projects and task work, is that applicable? Do we need to be aware of that or can we go ahead and get our volunteers included, you know, in decorating the house again, doing, you know, other things like that again? ongoing volunteerism. The city's handbook needs to come into play, which I um got a contact to reach out about how all that works and find out some information. But for like the oneoff stuff like >> or just project here or there or >> the decorating and stuff, we can do the same as we did last year. >> Okay. >> Especially a lot of those are like former board members and >> things like that. >> Yeah. because we've had some interest from the people who um came to the Oh, I tried try they came to the um club affair and they're interested in helping us with project work and tasks and you know things like that and not just a one-time but on an occasion not regular but just hit and miss whenever something's coming up and we could use a little extra help. How do we incorporate them, include them in our project work, our task work? >> Yeah, I just need to find out the information. Um, >> okay. >> When I am able to do that. >> Okay. Can we make that a can we make that an attempt so that we can talk more about it next month because I do want to get back to these people that have shown interest and I want to follow up and say, "Okay, so we've got this coming up. we could use some help with. Would you like to come join us for that? And then but we need to understand those those boundaries. So okay. So that is it. Is does anyone else on board have any items to raise? No. Okay. It is uh 11:11 and so at this time I move we adjourn. Do we have a second? Second. >> Thank you, Julie. And are we all in favor? Yes. All right. We were very timely today. 11. Thank you so much. Fam.