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HomeMy WebLinkAbout11.08.2023 Museum Arts & Culture Board MinutesMinutes of the November 8, 2023 Museum Board Meeting Oshkosh Public Museum ■ 1331 Algoma Boulevard ■ Oshkosh, Wisconsin 54901 Page 1 of 4 Minutes of the November 8, 2023 Board Meeting (Approved at the December13, 2023 Board Meeting.) The November meeting of the Oshkosh Public Museum (OPM) Museum Arts and Culture (MAC) Board was held Wednesday, November 8, 2023, in the Galena Room of the Museum. Director Sarah Phillips called the meeting to order at 4:32 p.m. The roll was taken by Administrative Assistant Theresa Books. Present at Roll: Board Members Becky Doe Brown, Becky Matzke, Vicky Redlin, and Alternates Erron Hundt and Carrie Olson. Board Member Drew Mueske arrived at 4:35 Excused: Board Member/Council Member Joseph Stephenson Also Present: Director Sarah Phillips, Marketing Coordinator Kate Stel, Curator of Education Neal Matherne, and Administrative Assistant Theresa Books recording the Minutes With Board Member Stevenson excused, and Mr. Muezke not present at Roll, Director Phillips asked for a motion to appoint Alternates Erron Hundt and Carrie Olson. MOTION: Appoint Carrie Olson to serve in Mr. Stevenson’s place. (Brown; second Redlin) CARRIED: Yes (3) Brown, Matzke, Redlin MOTION: Appoint Erron Hundt to serve in Mr. Mueske’s place. (Olson; second Matzke) CARRIED: Yes (4) Brown, Matzke, Olson, Redlin There were no citizen statements to the Board and none were received. Consent Resolution Agenda items included: A. Minutes of October 11, 2023, Board Meeting B. Receipt of Final Distribution of Wingren Bequest, $6,046. 10% to go to Museum Endowment held at the Oshkosh Area Community Foundation C. Receipt of this year’s OACF Margaret K. Osborn Fund earnings, $22,656 D. Receipt and Filing of Quarter 3 Reports of Museum Funds held at the Oshkosh Area Community Foundation MOTION: Approve Consent Agenda (Matzke; second Redlin) CARRIED: Yes (5) Brown, Hundt, Matzke, Olson, Redlin Deed of Gift Signatures for Collections was next for discussion and vote. As background Director Phillips reported that the Museum, Arts, and Culture Board “sets policies for the staff of the Oshkosh Public Museum related to efforts to collect and preserve artifacts, art, specimens, and archival material significant to the history of the City of Oshkosh and the surrounding region…” OPM Collections staff members facilitate all donations and acquisitions to the permanent collection. Minutes of the November 8, 2023 Museum Board Meeting Oshkosh Public Museum ■ 1331 Algoma Boulevard ■ Oshkosh, Wisconsin 54901 Page 2 of 4 In doing so, they liaise with potential donors, research item provenance, and ensure relevancy to OPM’s Mission and Collections Policy. Currently, the Collection Review Committee (or CRC, comprised of the Director, Assistant Director/Chief Curator, Archivist, Curators, and Registrar) collectively determines and makes recommendations regarding the care and management of all current and potential accessioned items. The current Collections Management Policy will be updated to reflect the new Mission of the OPM and the updated responsibilities of the MAC Board. As of mid-2023, no Deeds of Gift have been sent to donors due to the dissolution of the previous board. OPM needs to complete these transmittals of legal ownership and conform with professional standards. Additionally, OPM Collections practices are being updated. The CRC will be reviewing and voting to approve or decline all potential acquisitions to ensure that all items that are entered into the permanent collection are thoroughly vetted. Recommendation: Staff recommends that signatory authority for Deeds of Gift/transmittals of ownership be delegated to OPM Collections staff, upon a majority vote by the CRC to approve each acquisition. MOTION: Approve signatory authority to Collections Review Committee for Deeds of Gifts. (Redlin; second Olson) CARRIED: Yes (5) Brown, Hundt, Matzke, Olson, Redlin Regarding the updated Bylaws, Attorney Lorenson is still reviewing them, so a final version is not available. Therefore, the Board held off voting for the Chair and Vice Chair. The Board discussed what is required of the two Board official positions including that the Chair presides over the meetings, helps the board stay focused on agenda items, keeps the meeting moving along and meets with the Director 15-30 minutes before the MAC Board meeting to review the agenda. Additionally, the Mayor typically has a quarterly or half-year meeting with all the City Board Chairs. If the Board wants to be represented at a Council Meeting, the Chair would be expected to attend. The Chair may also write letters to Council on behalf of the Board. Director Phillips further noted that the Council representative on the Board and the alternates cannot be Chair or Vice Chair. In the event the Chair is not available, the Vice Chair would step in to handle any meetings, etc. Director Phillips then reviewed the Board Governance Calendar, noting that this is an overview of when various topics will be presented through the year. She noted that additional things will be on each agenda as topics and needs arise. She further noted that she will be meeting with someone from the Oshkosh Area Community Foundation to discuss an Art in Public Spaces fund. To clarify, art on City property or art given to the City is what the MAC Board is responsible for. Whereas the Landmarks Commission is responsible for art on private property. Regarding the OPM Fee Structure for 2024, no changes are being recommended. As a start for Strategic Planning, Director Phillips reviewed for the Board the list of identified long- term needs. These need to be addressed and resolved through the coming years to best execute the Mission of the Museum and serve visitors. Minutes of the November 8, 2023 Museum Board Meeting Oshkosh Public Museum ■ 1331 Algoma Boulevard ■ Oshkosh, Wisconsin 54901 Page 3 of 4 Collections Storage Many Collections items are currently being crated to move from the place they have been the past several years at the Sawyer Armory, and they are being moved to a City building on Irving Street. There is not a permanent place for the Collections. OPM shares the Irving Street site with the clerks, so it is not as secure as would be ideal. If the City decides to do something different with the building, staff will be doing another move. In summary, the Museum’s permanent collection faces ever-mounting problems, including: No permanent storage space, environmentally unstable areas that continue to deteriorate Museum Collections with problems of mold, pests, and no HVAC. Physically unsecure storage areas, drastically increasing the likelihood of theft, vandalism, and physical damage. Scattered storage facilities: Irving Street, Carriage House, Museum. Visitor Services, Programs and Events Lack of dedicated classroom space, competing needs for the Galena Room, dated and unattractive spaces alienate the public and reflects poorly on OPM professionalism, small size and layout of the lobby of the Museum, inadequate facilities to meet the needs of our visitors - including ADA, restrooms and amenities, and need for event space for fundraisers or rentals to drive revenue. Exhibitions Extremely limited changing gallery space, working around the needs of a historic home. Museum Grounds The grounds reflect poorly on the Museum, lacking interpretation. Care and maintenance are often the lowest priority for City Maintenance staff who are already stretched thin, parking lot is aging and doesn’t meet the needs of school buses, creates safety issues, needs more space for event parking. Ms. Redlin noted that the church across the street from the Museum is moving. The Board discussed the possibility of that building being space for classes, events, Collections storage. When discussion was complete, Ms. Redlin made a motion. MOTION: The Board instructs Director Phillips to investigate the building across the street and bring back a report for the Board. (Redlin; second Brown) CARRIED: Yes (5) Brown, Hundt, Matzke, Olson, Redlin Director Phillips then gave the Director’s Report. She began her report with an update on the two projects that are currently happening on the second floor. Regarding the loading doors, Berglund is delayed in the start of this project due to supply chain interruptions. The company needs to first acquire the proper doors and hardware before beginning the demolition. The company has ordered the doors and will begin the work as soon as they receive the goods. Mike Blank, the City Facilities Project Coordinator, has communicated with Berglund to establish a revised construction timeline. Secondly, the Waldwic Gallery design is currently in progress. Facilities Engineering, Inc. is revising Minutes of the November 8, 2023 Museum Board Meeting Oshkosh Public Museum ■ 1331 Algoma Boulevard ■ Oshkosh, Wisconsin 54901 Page 4 of 4 the plans provided to them by Split Rock Studios to ensure the gallery space conforms to building and fire code. Director Phillips reported that the Día de los Muertos event was a great success even with the cold day. She noted that the museum building capacity was certainly maxed out. Director Phillips had Ms. Stel and Mr. Matherne review the event. Ms. Stel began by reviewing the event goals. They were to enhance accessibility to OPM through free admission, advance City of Oshkosh strategic goals for quality-of-life assets and diversity, equity, and inclusion, and engage with families in the community through fun, quality programming. Ms. Stel then reviewed audience/visitor details which more than doubled from last year’s numbers. This year there were 650 visitors onsite and 100 offsite at the free showings of Coco at the Time Theater. Based on anecdotal evidence it is estimated that 75% of attendees were new to OPM. The event had a regional reach with visitors self-identifying hometowns as other Fox Cities communities. Regarding demographics, Ms. Stel reported that there were visitors of all ages, with the majority being family groups. Ms. Stel then gave a financial overview of the event noting that increased in-kind sponsorship created more marketing opportunity and extended this event’s marketing reach. A combined $6,000 in-kind marketing was added to this year’s event budget. Wisconsin Public Radio sponsorship really helped word spread. Ms. Stel had a thorough financial report she distributed to the Board. Mr. Matherne noted that the volunteers were especially helpful. He expressed appreciation to former Board member and UWO professor Gabe Loiacono and one of his colleagues for connecting OPM with 12 student volunteers. They were very helpful all day, some knew Spanish and at least one had knowledge and experience working with special needs visitors, which was particularly helpful in a few situations. Appreciation went out to Auxiliary members who pitched in, big; they were a great help. That concluded the Director’s Report. With no other agenda items, Director Phillips asked for a motion to adjourn. MOTION: Adjourn (Redlin; second Matzke) CARRIED: Voice Vote The meeting adjourned at 6:00 p.m.