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HomeMy WebLinkAbout03. Library Board MinutesMinutes of the September 2020 Museum Board Meeting Oshkosh Public Museum ■ 1331 Algoma Boulevard ■ Oshkosh, Wisconsin 54901 Page 1 of 3 Minutes of the September 3, 2020 Board Meeting (Approved at the March 4, 2021 Board Meeting.) The September meeting of the Oshkosh Public Museum Board was held Thursday, September 3, 2020, in the Sawyer Library of the Oshkosh Public Museum. President Thierman called the meeting to order at 4:00 pm. The roll was taken by Theresa Books. PRESENT AT ROLL: Board Members Carol Fenrich, Jim Hoffman, Rick Rego, President Jean Thierman, Alternate Connie Drexler. Present via Zoom: Randy Domer, Vice President Gabe Loiacono, Secretary Becky Matzke, Alternate Joe Stephenson, Superintendent of Schools Vickie Cartwright, and School Board President Barb Herzog. ALSO PRESENT: Museum Director Brad Larson, Assistant Director/Durow Curator of Collections Anna Cannizzo, Auxiliary President Kathy Wuest, and Administrative Assistant Theresa Books recording the minutes. There were no citizen statements to the Board and none were received. Consent Agenda items included: A. Minutes of the August Board Meeting B. September Bill List C. Receipt & Filing of 2nd Quarter Reports from Oshkosh Area Community Foundation MOTION: Adopt Consent Agenda (Rego; second Hoffman). CARRIED: Yes (9) Domer, Fenrich, Hoffman, Loiacono, Matzke, Rego, Thierman, Cartwright, and Herzog. The next item was discussion and vote on the 2021 budget for Trusts and Funds. President Thierman asked Mr. Larson for his presentation. Mr. Larson began by pointing out several details. The first three lines of the Membership Fund show personnel expenses. This includes two limited time employees—for the grounds and education, as well as additional staffing for when the Titanic exhibition is at the Museum. This Titanic expense is being carried forward from 2020. The trust and funds expenditures recommended are shown in the Membership Fund budget. This is a way to be transparent with where the funds are being spent and a way to reflect them in the 2021 budget. Mr. Larson explained that because the Museum received grants and a major sponsorship, less is needed from the Kitz Minutes of the September 2020 Museum Board Meeting Oshkosh Public Museum ■ 1331 Algoma Boulevard ■ Oshkosh, Wisconsin 54901 Page 2 of 3 Bequest for Titanic costs. This provides needed funds for the Assistant Curator for 2021. Mr. Larson answered Board member questions. MOTION: Adopt the Trusts and Funds budgets as presented. (Fenrich; second Rego) CARRIED: Yes (9) Domer, Fenrich, Hoffman, Loiacono, Matzke, Rego, Thierman, Cartwright, and Herzog. Next was presentation, discussion and vote on proposed amendments to the Collections Management Policy (CMP) and Code of Ethics (CoE). All recommended edits were given to the Board prior to the meeting. Ms. Cannizzo began by noting that periodic review of the CMP and CoE is necessary to maintain their legitimacy and usefulness as guiding core documents for the Museum’s activities and the staff that carry them out. She explained the circumstances warranting review and revisions: professional standards have changed and the Museum initiated new activities that raise new Policy issues. Ms. Cannizzo also reviewed minor edits and identified gray areas that illustrated weaknesses in Museum policies related to conflicts of interest and how the Collections Review Committee (CRC) operates under differing circumstances. In particular, if a CRC member brings an item to vote, they are to abstain from the vote, along with decision related discussion. If CRC votes no against the acquisition, the CRC person abstaining is not to acquire the item for the Museum. The revised policy includes a statement on Integrated Pest Management (IPM). The Museum’s IPM program has lapsed and staff are attempting to get back on track as each year insects and rodents are found in the Museum. Mr. Domer commended Museum staff on well-written documents. Mr. Loiacono asked if the edits included items not only to be donated by staff or a Board member, but also if they were wanting to sell an item to the Museum. Discussion followed. MOTION: Approve the amendments as presented, with additional wording to include donation and/or sale of an item is to be voted on by CRC, excluding the staff member who wants to donate or sell the item to the Museum. (Domer; second Rego) CARRIED: Yes (9) Domer, Fenrich, Hoffman, Loiacono, Matzke, Rego, Thierman, Cartwright, and Herzog Ms. Thierman then requested Mr. Larson present the Director’s report. Mr. Larson began his report noting the Museum’s proposed 2021 operating budget was submitted on time and he extended his gratitude to Administrative Assistant Theresa Books for her good Minutes of the September 2020 Museum Board Meeting Oshkosh Public Museum ■ 1331 Algoma Boulevard ■ Oshkosh, Wisconsin 54901 Page 3 of 3 work on preparations and submittals. He reported the Museum budget will be reviewed by Mr. Rohloff on Thursday, September 10, and Ms. Cannizzo will accompany Mr. Larson to that meeting. Ms. Cannizzo has learned the background of the budget process and how things are done, but more importantly, why things are done in particular ways. With the exception of personnel costs, the Museum budget shows a zero increase. A copy of the proposed budget that will be presented to the Common Council in October will be sent to the Board closer to that date. Ms. Cannizzo will also attend the Council review, which is in October. Mr. Larson then noted that it is a wonderful sense of accomplish to see the grounds dug up around the Sawyer home! After many years going through the CIP process, the Museum’s number one building priority is being tackled. Work began on August 31st and is progressing nicely. There was one surprise: an abandoned electrical service that was not mapped. Staff anticipate the project will be completed in a month, if the weather cooperates. Mr. Larson further noted that work is in progress on the Carriage House cupola. This is being done by Maintenance Technician Matt Reinke, aided by Assistant Curator Katrina Achilli. The rotten boards will be replaced by new white oak pieces that should last for another four generations. In conclusion, Mr. Larson said it was explained to department heads earlier this week that it should not be necessary to implement a 5% budget reduction for 2021 due to loss of state shared revenue. For that reason, the City announced the Archivist position. Mr. Larson believes the Museum will experience a strong number of applicants for the position. That concluded the Director’s report. President Thierman then presented her report. She recommended that each Board member acknowledge Archivist Scott Cross’ contributions to the Museum in their own way, sending a card or note. She requested his home address be sent to the Board members. That concluded the President’s report. President Thierman requested the Auxiliary report. Ms. Wuest reported that the Auxiliary Board met July 16th. They determined there will be no Auxiliary meeting until January 2021. She was pleased to report two new Auxiliary Board members—Sue Eichman and Nancy Samida. Ms. Wuest reported that no booklets are being printed at this time, as programs cannot be planned. Letters updating the Auxiliary members, and Faith, were mailed August 28th. That concluded the Auxiliary report. With no other agenda items, Ms. Thierman asked for a motion to adjourn. (Cartwright; second Hoffman) The vote was unanimous in favor and the motion was passed. The meeting adjourned at 4:45 p.m.