Members Present:  Elinor (Grinnell) Runey, Harriet (Runey) Persons, Eileen (Runey) Fix, Joan Gefke, Joan Wethal, Jennifer Ehle, Rebecca DuBey, Charles Anthony, Gerald Neath, Jean Hanson, Mark Hanson and Myron Bacon


1. Call to order by Myron Bacon, Chairperson

   a. Introduction of members present

   
   
2. Approval of Minutes of June 20th meeting.
   
   
3. Shared Information

   a. History : One member of the group was interested in establishing that the Rutland Cemetery was the first burying place in Dane County.  Jerry Neath noted that the church congregation organized in 1851 and the church was built during 1852 and 1853.  The Runeys have stone dating to 1846 in the cemetery.  Joan Gafke will follow up on this.
   
   

   b. Grants and Finance
   Myron checkedinto grants from the Department of Transportation.  None are available for churches.  Building must be related to transportation.
   
   

   c. Church Registration: Becca has begin process the process of getting the church and cemetery listed on the historical register.

   1) Process:

   (a) Fill out simple four page form and create some pictures.

   (b) Return to Historical Society.
   

   
   

   2) Information: Found 1873 plat map on the Internet.  Also have list of soldiers buried here that had been donated.  Has a letter talking about William Thompson, who is buried here. Also six burial permits, which came from a Runey relative.
   
   

   3) Assessment: If the Historical Society thinks this is worthwhile, they will do the assessment. But it could be up to a year and a half before the application works through the process.
   
   

   4) Meeting: Myron suggested that Jean, Mark, Jerry Neath, Becca and Myron get together to share information for the form. Mark and Myron will provide pictures that are required.  Meeting is scheduled for 10:30 a.m. on July 22 at the Historical Society office.
   
   

   5) Veterans list: state dept of veteran affairs provides money for care of each grave, especially if they each have a flag. We need to call the state Department of Veteran Affairs. Joan Gefke will look into this.

   
   

   d. Public Information

   1) Sign for passers-by. The committee agreed that a large sign should be mounted on perpendicular to the highway on the church property calling attention to our website. The sign will read:
   Help preserve the Rutland Church
   www.rutlandchurch.org
   
   Mark will have two signs made and Chuck Anthony will help him mount them on a sheet of plywood. Chuck also has posts to mount the sign.
   
   2) Friends organization: The committee talked about forming a "friends" group... charging $25 per year to "join."  It was pointed out that we must be able to answer the question, "What for?" We should have a 25 to 30 word statement that says that.  That would be a mission statement.  Jennifer Ehle agreed to write a rough draft for review by the committee at our next meeting.
   
   

   Forming a 501C3: advantages and disadvantages.  When people contribute money to an organization, they want to be sure the funds are spent for the intended purpose.  Committee members assumed that by having the $25 annual "membership fee" sent directly to the Rutland Town treasurer and then spent only with approval of the town board, this concern would be answered.  State law allows for the creation of non-profit organizations under Section 501C3.  While we knew of this law, no member was sure what the advantages of incorporating under that law might be. Mark volunteered to look into this.
   
   

   Making a flyer: Once we have a mission statement, it was thought that we should prepare a flyer that could be sent to interested contributors and other interested parties.
   
   3) Newspaper Feature: Mark announced that he had contacted the Wisconsin State Journal about attending this meeting.  He had been referred to Susan Lampert Smith, one of their feature writers.  It turn out that she is on vacation this week.  Mark left a detailed voice message for her, hoping she would do an indepth piece with photos of the church and cemetery.
   

   
   

   e. Church Restoration: Creating a Master Plan for the cemetery and the church
   

   (1) The committee agreed that it would be good to have a master plan for the improvement of the grounds and the restoration of the building.  Hwy 14 may become a town road.  Master plan could show new driveway, parking lot, etc.  Myron has a friend (Mr. Miller) who has done some free work for the village of Oregon on their green space areas.  Myron will ask him to form a master plan for the grounds. Would like to add 50 feet to the back lot line. That might help the Anthonys with their decision to make a donation of additional land for parking and some additional cemetery lots.
   
   

   (2) Hold a Volunteer Work Day: Myron suggested we meet some Saturday as a group to clean, remove junk, glaze windows, etc.   Becca suggested we have an expert see the space first, eg. Little pile of shavings could indicate presence of boring beetles, etc. that would be of interest to the structural engineer.  Should check into the advisability of having a pro look at it.  Becca will check into this.
   
   

4.  Old Business

   a.  Plan an ice cream social on church grounds with free will donation suggested

   Jennifer pointed out that it may be too late this year.   But the Susan Lambert Smith interview might be enhanced if we have a social for her to visit.

   
   

   b.  Publish names of individuals buried in the cemetery on website and place list in OHA file.
   

   Some committee members are working a list that we can publish. Can't publish the Genealogical Society list because of copyright restrictions.
   
   

   Idea of publishing the list and then selling it.  Jean Gefke, Joan Wethal and Jennifer Ehle are working on compiling a list for this purpose.  Want to collect a worksheet for queries: send to families.  Would sell information for so much per page as a way of raising money for our project.

   
   

   c.   Organize a meeting of individuals who have an interest in people buried in the cemetery

   An informal group met after this regular committee meeting for this purpose.

   
   d.   Develop a Mission Statement for the Committee
   

   Jennifer Ehle will write a rough draft for review by the full committee.

   
   e. Write a news article suggesting donations are now be accepted for the church.
   

   The committee decided to defer this project until the mission statement is completed and a flyer is created.

   
   f.    Publish only committee members on the website?

   Mark pointed out that he was concerned that publishing the names and addresses of committee members and interested persons on our website may be violating privacy issues. The committee suggested he send a letter or email to each person asking their position to be publically listed. Mark agreed to this plan.

   
   
5. New Business

   a. Security System: Myron suggests we need a security system to assure that vandals do not destroy the church and the cemetery.

   No action on this suggestion at the present time.

   b.   Form membership organization : See information above.
   

   c.  New members of the committee: Joan Wethel and Becca DuBey
   
   

6. Next Meeting: August 18 at the Historical Society at 4:00 p.m. National Registry Meeting will be July 22 at 10:30 at the Oregon Historical Society.
   
   
7. Adjournment: The meeting was adjourned about 4:30 p.m.

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