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New Mexico Steam Locomotive & Railroad Historical Society
Date: 11/14/09 November
Subject: Restoration of 2926
Subject: General Meeting
Call to Order: 9:00 AM
OLD BUSINESS:
Call to Order: President Mike Hartshorne called the November General Membership meeting to order at 9:00 AM November 14, 2009 at the restoration site.
Mike reported that the BoD had just finished meeting prior to this meeting and had voted to place the Jim Hills restored 1931 tractor in the Wheels on loan as an exhibit.
In other BoD actions it was decided to renew the Society’s domain name for $115. It is due for renewal in March 2010 but by doing it now for seven years and saves the organization $129.05 off the normal price.
Finally the BoD approved a visit by the CMO of the Grand Canyon Railroad to take place in the next month or two. He has volunteered to visit and provide technical advice and assistance as the restoration heads into serious boiler work.
Treasurer’s Report: Ernie Robart had previously e-mailed the November Treasurer’s Report to the Board. Ernie reported that for November the checking account had a beginning balance on October 10, 2009 of $24705.64 and the ending balance on November 14, 2009 of $5569.66. Deposits for the period totaled $3386.81, including some $2174.00 of which was a donation to Jim Hills Memorial, new memberships, sales, and two flue sponsors. Expenses were $22522.79. The largest expenditure was a final payment of $18760.00 for the new boiler flues and superheater tubes. The ending balance in the savings account (including $1.36 interest) was $40111.59. There was $50.00 in petty cash yielding total cash assets of $45731.25 as of 14 November 2009. John Taylor moved and Andy Rutkiewic seconded a motion to accept the report, which was approved by voice vote.
Safety Officer’s Report: Jon reported that since the last meeting three new members have taken the safety orientation course: Amanda Koozer, Marlin Kipp and John Boedeker.
Jon said he wanted conduct a combined annual refresher/new member training session on Saturday, November 28th. This would help with the new members who were unable to attend the last new member session. As well, one more annual safety refresher is needed in 2009 and this would meet both requirements before December when most folks become occupied with holiday preparations.
Jon reported that he and Dave Anglen have nearly completed a new presentation for our Work Site Safety Supervisor Training. He said he would like to hold this session in mid January after the holidays. So far the following members have signed up indicating interest: Andy Rutkiewic, Clem Harris, Dave Traudt, Lawrence Harmon, Bob DeGroft, Mike Hartshorne, Ken Dusenberry, Travis Atwell, Steve Bradford, Ed Strebe, Gail Kirby and Randy Mc Entire. Two sessions may be necessary to catch everybody.
Work continues on fitting the container where the flues and super heater tubes reside with proper ventilation for Rick’s welding station inside the container. Jon said he and Randy Mc Entire, and Rick Kirby are making some progress He also requested the project to identify circuits and breakers in our electrical system be completed as soon as possible.
The Society now has a Lockout/Tagout center mounted inside the left door of the tool container. The safety lesson for today will be on how to implement and use Lockout/Tagout system.
John Taylor moved and Andy Rutkiewic seconded a motion to accept the report, which was approved by voice vote.
Chief Mechanical Officer’s Report: Bob DeGroft reported that he was glad to be back and thanked Dave Traudt for carrying the load while he was away. He said he has a lot of catching up at the site. In the meantime he said he has been extraordinarily busy with personal matters since he returned. He said that with the purchase and delivery of the superheater tubes and flue tubes the restoration will soon be getting down to heavy-duty boiler work. There will be lots of welding and with Rick being the only welder at present; the biggest need is for volunteers with the required boiler welding experience. If the Society’s fundraising efforts bear fruit, then additional welding assistance can be contracted.
Bob reported that he has refined the restoration cost estimate to account for all the progress made in the last six year. The latest estimate for the restoration work, yet to be done is $380,667.00. This is not bad for a project that was estimated to cost over $1 million a few years back and clearly indicates that the project is well beyond the halfway point and how much progress has been accomplished in the last few years. The estimate still contains figures based on contracting out the repair of the air compressors and other appliances, not already refurbished by volunteer workers. If these end up being repaired here by volunteers the estimate could be significantly less than $380K.. Steve Bradford moved and John Taylor seconded a motion to accept the report, which was approved by voice vote.
Fundraising Committee Report: Mike reported for Ed Strebe who was out of town. The committee has been busy in his absence.
He said that Chuck Mangold’s application to the BNSF Foundation was approved by the railroad for $5K. Unfortunately the check had been lost in the mail. So they are stopping payment on the first check and mailing a second check. Thanks Chuck Mangold who has been working the grant-funding front aggressively.
Andy Rutkiewic’s application to the state Department of Tourism also bore fruit to the tune of $1K for rack cards. It was subsequently reduced, as have been most state agency appropriations because of the FY2010 budget shortfall. But there will be more than sufficient funding to print lots of rack cards.
At the BoD meeting earlier, before the General Membership meeting, the BoD agreed to have a Quest phone line and high speed internet connection installed on site: the Quest Choice Business Phone Pkg- 39.99/month and 3Mbs High-Speed-Internet for $68.25/month. This will result in a new phone number for the Society: 505-246-2926
The BoD also approved a suggestion that originated with Andy Rutkiewic to have the Society join the Museum Cooperative Council of Albuquerque for $50/year. This group meets frequently and brings together all the museum players in Albuquerque, including the Wheels Museum, but until now it did not include the NMSLRHS. Steve Bradford moved and Doyle Caton seconded a motion to accept the report, which was approved by voice vote.
NEW BUSINESS:
Tax Exempt Forms: Pete Adair reported that two of our Tax Exempt forms may be missing and we need to determine how many are out and where they are.
He said the Society can have 5 blank tax exempt forms out at any given time. Each form has a unique number. When one is manually issued and competed by a vendor, Pete has to enter their vendor information into the State Tax Exempt data base before it is legal. Pete said once he does this he can request and print out a new blank form to replace the one previously issued and formally recorded.
He said it appears that two of our blank forms are missing and appear to be “out” to someone, so at present we have only three forms available for issue. He did make re-prints of the two missing forms and they are with the other three at the site and are annotated with the word “duplicate” at the top. If it cannot be determined where the missing forms went the duplicates can be used. However care must be exercised so as to not issue the two forms with the same number to different vendors. So “effectively” there are 5 blank forms at present. Pete said he will take a look at the process currently used for issuing Tax Exempt forms and fix it so that they can be tracked more effectively.
There being no further business, the meeting was adjourned
Next Meeting: The next Membership Meeting will be held at 9:00 AM on December 12, 2009 at the restoration site.
New Mexico Steam Locomotive & Railroad Historical Society
Date: 11/14/09 November
Subject: Restoration of 2926
Subject: General Meeting
Call to Order: 9:00 AM
OLD BUSINESS:
Call to Order: President Mike Hartshorne called the November General Membership meeting to order at 9:00 AM November 14, 2009 at the restoration site.
Mike reported that the BoD had just finished meeting prior to this meeting and had voted to place the Jim Hills restored 1931 tractor in the Wheels on loan as an exhibit.
In other BoD actions it was decided to renew the Society’s domain name for $115. It is due for renewal in March 2010 but by doing it now for seven years and saves the organization $129.05 off the normal price.
Finally the BoD approved a visit by the CMO of the Grand Canyon Railroad to take place in the next month or two. He has volunteered to visit and provide technical advice and assistance as the restoration heads into serious boiler work.
Treasurer’s Report: Ernie Robart had previously e-mailed the November Treasurer’s Report to the Board. Ernie reported that for November the checking account had a beginning balance on October 10, 2009 of $24705.64 and the ending balance on November 14, 2009 of $5569.66. Deposits for the period totaled $3386.81, including some $2174.00 of which was a donation to Jim Hills Memorial, new memberships, sales, and two flue sponsors. Expenses were $22522.79. The largest expenditure was a final payment of $18760.00 for the new boiler flues and superheater tubes. The ending balance in the savings account (including $1.36 interest) was $40111.59. There was $50.00 in petty cash yielding total cash assets of $45731.25 as of 14 November 2009. John Taylor moved and Andy Rutkiewic seconded a motion to accept the report, which was approved by voice vote.
Safety Officer’s Report: Jon reported that since the last meeting three new members have taken the safety orientation course: Amanda Koozer, Marlin Kipp and John Boedeker.
Jon said he wanted conduct a combined annual refresher/new member training session on Saturday, November 28th. This would help with the new members who were unable to attend the last new member session. As well, one more annual safety refresher is needed in 2009 and this would meet both requirements before December when most folks become occupied with holiday preparations.
Jon reported that he and Dave Anglen have nearly completed a new presentation for our Work Site Safety Supervisor Training. He said he would like to hold this session in mid January after the holidays. So far the following members have signed up indicating interest: Andy Rutkiewic, Clem Harris, Dave Traudt, Lawrence Harmon, Bob DeGroft, Mike Hartshorne, Ken Dusenberry, Travis Atwell, Steve Bradford, Ed Strebe, Gail Kirby and Randy Mc Entire. Two sessions may be necessary to catch everybody.
Work continues on fitting the container where the flues and super heater tubes reside with proper ventilation for Rick’s welding station inside the container. Jon said he and Randy Mc Entire, and Rick Kirby are making some progress He also requested the project to identify circuits and breakers in our electrical system be completed as soon as possible.
The Society now has a Lockout/Tagout center mounted inside the left door of the tool container. The safety lesson for today will be on how to implement and use Lockout/Tagout system.
John Taylor moved and Andy Rutkiewic seconded a motion to accept the report, which was approved by voice vote.
Chief Mechanical Officer’s Report: Bob DeGroft reported that he was glad to be back and thanked Dave Traudt for carrying the load while he was away. He said he has a lot of catching up at the site. In the meantime he said he has been extraordinarily busy with personal matters since he returned. He said that with the purchase and delivery of the superheater tubes and flue tubes the restoration will soon be getting down to heavy-duty boiler work. There will be lots of welding and with Rick being the only welder at present; the biggest need is for volunteers with the required boiler welding experience. If the Society’s fundraising efforts bear fruit, then additional welding assistance can be contracted.
Bob reported that he has refined the restoration cost estimate to account for all the progress made in the last six year. The latest estimate for the restoration work, yet to be done is $380,667.00. This is not bad for a project that was estimated to cost over $1 million a few years back and clearly indicates that the project is well beyond the halfway point and how much progress has been accomplished in the last few years. The estimate still contains figures based on contracting out the repair of the air compressors and other appliances, not already refurbished by volunteer workers. If these end up being repaired here by volunteers the estimate could be significantly less than $380K.. Steve Bradford moved and John Taylor seconded a motion to accept the report, which was approved by voice vote.
Fundraising Committee Report: Mike reported for Ed Strebe who was out of town. The committee has been busy in his absence.
He said that Chuck Mangold’s application to the BNSF Foundation was approved by the railroad for $5K. Unfortunately the check had been lost in the mail. So they are stopping payment on the first check and mailing a second check. Thanks Chuck Mangold who has been working the grant-funding front aggressively.
Andy Rutkiewic’s application to the state Department of Tourism also bore fruit to the tune of $1K for rack cards. It was subsequently reduced, as have been most state agency appropriations because of the FY2010 budget shortfall. But there will be more than sufficient funding to print lots of rack cards.
At the BoD meeting earlier, before the General Membership meeting, the BoD agreed to have a Quest phone line and high speed internet connection installed on site: the Quest Choice Business Phone Pkg- 39.99/month and 3Mbs High-Speed-Internet for $68.25/month. This will result in a new phone number for the Society: 505-246-2926
The BoD also approved a suggestion that originated with Andy Rutkiewic to have the Society join the Museum Cooperative Council of Albuquerque for $50/year. This group meets frequently and brings together all the museum players in Albuquerque, including the Wheels Museum, but until now it did not include the NMSLRHS. Steve Bradford moved and Doyle Caton seconded a motion to accept the report, which was approved by voice vote.
NEW BUSINESS:
Tax Exempt Forms: Pete Adair reported that two of our Tax Exempt forms may be missing and we need to determine how many are out and where they are.
He said the Society can have 5 blank tax exempt forms out at any given time. Each form has a unique number. When one is manually issued and competed by a vendor, Pete has to enter their vendor information into the State Tax Exempt data base before it is legal. Pete said once he does this he can request and print out a new blank form to replace the one previously issued and formally recorded.
He said it appears that two of our blank forms are missing and appear to be “out” to someone, so at present we have only three forms available for issue. He did make re-prints of the two missing forms and they are with the other three at the site and are annotated with the word “duplicate” at the top. If it cannot be determined where the missing forms went the duplicates can be used. However care must be exercised so as to not issue the two forms with the same number to different vendors. So “effectively” there are 5 blank forms at present. Pete said he will take a look at the process currently used for issuing Tax Exempt forms and fix it so that they can be tracked more effectively.
There being no further business, the meeting was adjourned
Next Meeting: The next Membership Meeting will be held at 9:00 AM on December 12, 2009 at the restoration site.
Our project in the NM Travel Guide