Individuals present:  Myron Bacon, Jennifer Ehle, Jerry Neath, Harriet Persons, Dale Perseth, Dale Beske, Matt Slaats, Mike Schmudlach, Tom McKay, Cindy Bacon, Jean Hanson and Mark Hanson

1.   Presentation by Tom McKay Wis. Historical Society (WAH).

Because of requirements of certain grant-giving organizations, the committee is thinking of constituting itself as a local historical society. Tom was invited to discuss what that might entail and what help the WHS could provide to us.

a.   WHS has newsletter called The Exchange, which offers a number of resources.

b.   See his letter to Myron Bacon on September 9, 2004 for a listing of many services they offer. A number of resources on the website. www.wisconsinhistory.org

c.   The Wisconsin Council for Local History holds an annual convention that provides useful information. This year the meeting will be held Oct. 29-30 at the WHS building.

d.   Resources available to us may be limited due to reduced WHS staff caused by state financial cuts.

e.   Will help through the incorporation process. And tax exempt status.

f.   Even if we stay as a committee working for the Town of Rutland, the historical society will send us the materials that they make available to local historical societies.

g.   Staying under the umbrella of the town allows them to provide liability insurance. If we're separate, the town can't cover us.  Now we are part of town government.

h.   Small group should have at least 20 members before becoming a local historical society. Need a critical mass.

i.   Currently we are not eligible for:

1) Grants to affiliated historical societies (but max is $700 and there is lots of competition).

2) Trophies at their awards program.

j.   Other grants Wisconsin Humanity Council: we are eligible because we are a committee of the Town.  Those funds are mostly for doing programs: eg. cemetery tour, speakers, driving tour of the town; temporary exhibit. Not available for restoration.

k.   Restoration grants are "very tough."  Grants of this kind most often come from private fund raising and private gifts.

l.   There may be some value in being a historical society for prestige sake, to encourage people to give money.  But many times it's irrelevant to those who would contribute.

m.   We may be surprised at how easy it will be to raise money. People who have moved away will often give substantially.   Good idea to not only ask for money, but do something to earn money, he suggests.  People like to see us working for our funding.  Having people pay for specific improvements will work, Tom says.  A brick walkway with each brick being sold.

n.   Give recognition to people who contribute (newsletters, newspaper articles, etc.).  Also, give a progress report, that will lead to more contributions.

o.   Dane County cultural Affairs Commission doesn't give money for restoration, say Tom.   Not sure if town government is eligible.   Contact: Lynn Eich. 266-5915.

p.   Tax forms–filing a 990 if we incorporate: if we earn less than $25,000 we don't have to file the form.

q.   Liability insurance for the committee: Dale Beske says we would have to ask the Town's insurance company if the committee is covered. Mike Schmudlach raised question of liability insurance for contractors.  Tom says we should be careful about workmen's compensation.  Does not cover volunteers.  Contractors who bring employees to do the work, the contractor's insurance would cover.  "While we're small and new, might be best to stay a committee, " Tom concluded. 

r.   Rutland could become a Certified Local Government, but would need a preservation commission and a preservation ordinance that we enforce.  Would make us eligible for some grants.

s.  Will need bylaws if we incorporate.  Tom left a sample of what he calls a "permissive" set of bylaws.  Allowed to do what you want but don't have to.  Must have a dissolution clause, among other things.

t.   If we incorporate, we should set dues at a variety of levels. People who live at some distance will pay more for membership dues.

2.   Vote: should we begin the process of incorporating ourselves as the Town of Rutland Historical Society?

The committee voted to table the idea at this time.

3.   Presentation by Matthew Slaats of Oregon.

Matt has offered to curate an art show featuring art work from UW students with a Rutland Center Church and Cemetery theme.

a.   He moved here three years ago. Comes from Green Bay.

b.   Is in grad school. Discovered the church some time ago.  Liked the rural country atmosphere with a history.  Said he'd like to do a show there some day.  Saw our brochure and emailed Jean.

c.   Idea is to have a little art show. Matt works with video and in the theater department of UW.  His friends work in a variety of media.  Show might be one night or afternoon.  The artwork could talk about the church's history.  Would encourage contributions.  Sales could lead to partial donations.  Goal would be to get people from Madison as the immediate area.

d.   Time....not imminent.  Thinking of late spring, April or May 2005.

e.   Artists are print makers, sculptors, environment textile design.

4.   Approval of the Minutes

The minutes of the August 12, 2004 meeting were approved as written.

5.   Planning for Information Sharing Session October 2

a.   Date is set; press releases out; See email for list of those contacted.  Additional newspapers suggested by the committee: Montecello, Fitchburg Star, Great Dane.

b.   Posters? Jennifer will prepare the poster.  Myron will distribute it.

c.   Purpose: Information sharing; presentation if they are available of Arlan's plans.  We will not allow people in the building, but may let them peak in through the door or window.  Jerry will give history of the property at 1:30 p.m.

d.   Need someone to take memberships: Cindy Bacon volunteered.

e.   Myron can get tables from the race track; chairs from town hall.

f.    Mark will arrange to have the tent set up in front of church.

g.   Parking: Myron will check out of possibility of putting parking on our new acre of land. Will close entrance on Hwy 14.  Try to keep people parked on one side.

h.   Expected attendees: 20 to 50

i.    Jennifer talked with Vinees about apple products: apple cider $4 per gallon. Not necessarily to be donated. Jennifer said she would ask for donation of cider and apples. We agreed that we could ask for a money donation where the food and drink is dispensed. Cider, hot and cold, bushel of apples; Jennifer was also going to ask White Rock for a donation of soda.

j.   Will have a registration table: people's name, address; give people form to fill out.

k.   Porta potty: One of the Hansons will call Bucky about a porta potty.

l.   Need a donation container, and something to give change from.   Jennifer will bring decorative pop corn container.

m.   General security of the property: Any risk of theft? asks Dale.

n.   Publicity: looking for email addresses. Town Board members know date.

o.   Access to township mailing list: Dawn gets addresses out of Dane County; it's 700-800 people. Is public information.

p.   Mark and Jean will bring coffee maker, cups, coffee.

q.   Generator: Mike S. and Mark will provide generators.

r.   Mark will make a poster with pictures. And bring his easel. Jerry will bring a bring a poster with a time line.

6.   Landscaping: doing a site plan for the church

Myron has written the Department of Landscape Architecture asking if they would like to do a landscape plan for the new cemetery. The committee confirmed that the neighboring Stonewall Nursery has expressed interest in helping us.

7.   Publicity:

a.   Sending a progress report to the town residents with annual tax bills.

1)   Cindy, Mark and Jean will help stuff.

2)   Good to send directly to people who have made donations.

3)   Need to make up a list of those who have contributed.

4)   Myron will do rough draft of progress report. Mark and Jean will polish and duplicate.

5)   We will list names of people who donated, but not the amount they gave.

b.   Suggestion: We need a new Task List for next year so work is accomplished in a timely manner.

8.   General Announcements:

a.   Jean will be contacting Mrs. Karls and Oregon Observer....have shot of her with Dale Beske.

b.   Florice Paulson is local woman who knows a lot of history about the area and people in the cemetery.  Might be good to interview her.

c.   We need to submit something to Becca to write something about the church in the Hitching Post.  Ditto in Rome Corners News from the Senior Center.

d.   Myron would like the Town to look into creating a Preservation Commission.  Suggested as a way of getting grants.   Jerry Neath will obtain a copy of the Oregon village Preservation Commission. Jennifer will get copy of Cooksville ordinance.

9.   Next meeting Oct. 14 at 3:00 in the Oregon Area Historical Society building.

Prepared by Mark Hanson
September 16, 2004