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HomeMy WebLinkAbout06. Museum Board MinutesMINUTES OF THE JUNE 2013 MEETING OF THE OSHKOSH PUBLIC MUSEUM BOARD The June meeting of the Oshkosh Public Museum Board was held on Thursday, June 6, 2013, in the Library of the Sawyer Home. President Gary Haffeman called the meeting to order at 4:01 pm. The roll was taken by Secretary Ron Metz: Present: Ms. Drew Ms. Fenrich Mr. Haffeman Ms. Kaufman Mr. Mack Mr. Metz Mr. Rego Ms. Thierman Mr. Wiedenhoeft Mr. Winkler Also in attendance: Director Brad Larson, Auxiliary liaison Barb Shirtz. Sue Kaufman was designated to fill the vacancy. Mr. Larson then introduced the new Board member, Ms. Jean Thierman. Mr. Haffeman asked the Board to look over the minutes of the May Board meeting. Mr. Winkler moved that the minutes be approved. Rick Rego seconded the motion. There being no discussion, Mr. Haffeman called for the roll call vote: In favor: Against: None Ms. Drew Ms. Fenrich Mr. Haffeman Ms. Kaufman Mr. Mack Mr. Metz Mr. Rego Mr. Wiedenhoeft Mr. Winkler The vote was unanimous in favor and the motion was passed. The May 2, 2013, Board minutes were approved. The June bill listing was then read. Mr. Rego moved that the bill listing be approved for payment. Stan Mack seconded the motion. A short period of questions and answers followed. At the conclusion, Mr. Haffeman called for the roll call vote: In favor: Against: None Ms. Drew Ms. Fenrich 111'age Mr. Haffeman Ms. Kaufman Mr. Mack Mr. Metz Mr. Rego Mr. Wiedenhoeft Mr. Winkler The vote was unanimous in favor and the motion was passed. The June bill listing was approved for payment. The next item on the agenda was discussion and vote upon the policy for photography of objects for commercial, for - profit use. Mr. Wiedenhoeft moved to adopt the policy and Carol Fenrich seconded the motion. After discussion Mr. Haffeman called for the vote: In favor: Against: None Ms. Drew Ms. Fenrich Mr. Haffeman Ms. Kaufman Mr. Mack Mr. Metz Mr. Rego Mr. Wiedenhoeft Mr. Winkler The motion was passed with a unanimous vote in favor. The new policy was adopted. Mr. Haffeman then asked Mr. Larson to present his Director's Report. He began by explaining that he and Sue Brinkman from Human Resources would be interviewing candidates for Administrative Assistant position tomorrow and Monday. He stated that there was tremendous response to the posting and an outstanding group of applicants. He anticipated making the decision on Monday and if the process. moves along smoothly, thought it might be possible to have someone on staff as early as the end of the month. He explained that a UW- Oshkosh MBA student, Sudipto Sarkar, will temporarily do admission and store accounting. The next item was in regard to strategic planning and Mr. Larson noted that the next focus group, parents (mothers preferred) with children in elementary school, will be held at Oshkosh Public Library on Thursday, June 13, at 2:00 p.m., followed by another session on Tuesday, July 9. Larson explained that strategic planning had taken a backseat because, without an Administrative Assistant, he must focus on the most pressing daily tasks. However, as soon as things are to rights in the office, it will again be one of the priorities. Moving to the 2014 budget, Mr. Larson stated that as he looked ahead to next year's budget, one of the tasks is to take a look at trust and fund earnings and see whether they are able to support internships as well as other projects. With Ingrid Law on Family Leave in late autumn it will be 21Page essential to have an intern to work with her prior to her leaving, then of course after she is gone. Given the timeframe, he explained that means a graphic art intern in both fall and spring semesters, provided our funds support it. He anticipated bringing internships forward for discussion and action at the August or September meeting. Discussing the MAP report with the Board and selected staff members at a workshop session was the next item. The Board determined it would be best to do this on July 11, beginning at 3:00 p.m., an hour before the regularly scheduled monthly meeting. The final item was to remind members that the Steampunk special opening was Friday evening, and that the exhibits opened to the public on Saturday. That concluded Mr. Larson's monthly report. There was no President's Report. There were no Board member statements submitted. Mrs. Shirtz then gave the Auxiliary report. She reported that they will be holding "Pie on the Porch" on July 7. They are also working on their fall gala, which will be "Christmas with the Sawyers." Mr. Haffeman then asked for a motion to adjourn. Ms. Drew so moved and Matthew Wiedenhoeft seconded the motion. The voice vote went as follows: In favor: Against: None Ms. Drew Ms. Fenrich Mr. Haffeman Ms. Kaufman Mr. Mack Mr. Metz Mr. Rego Mr. Wiedenhoeft Mr. Winkler The vote was unanimous in favor and the motion was passed. The meeting adjourned at 4:40 pm. 3I1' age MINUTES OF THE JULY 2013 MEETING OF THE OSHKOSH PUBLIC MUSEUM BOARD The July meeting of the Oshkosh Public Museum Board was held on Thursday, July 11, 2013, in the Library of the Sawyer Home. President Gary Haffeman called the meeting to order at 4:01 pm. The roll was taken by Theresa Books: Present: Absent: Excused: Ms. Fenrich Matthew Wiedenhoeft Diana Drew Mr. Haffeman Susan Kaufman Mr. Mack Mr. Metz Mr. Rego Ms. Thierman Mr. Winkler Also in attendance: Director Brad Larson, Auxiliary liaison Barb Shirtz, Auxiliary President Nancy Samida. Jean Thierman was designated to fill the vacancy. Mr. Larson then introduced the new Museum Administrative Assistant, Theresa Books. Mr. Haffeman asked the Board to review the minutes of the June meeting. Mr. Metz moved that the minutes be approved. Mr. Winkler seconded the motion. There being no discussion, Mr. Haffeman called for the roll call vote: In favor: Against: None Ms. Fenrich Mr. Haffeman Mr. Mack Mr. Metz Mr. Rego Ms. Thierman Mr. Winkler The vote was unanimous in favor and the motion was passed. The June 6, 2013, Board minutes were approved. The July bill listing was then read. Mr. Winkler moved that the bill listing be approved for payment. Mr. Rego seconded the motion. A short period of questions and answers followed. At the conclusion, Mr. Haffeman called for the roll call vote: In favor: Against: None Ms. Fenrich Mr. Haffeman Mr. Mack Mr. Metz Mr. Rego Ms. Thierman Mr. Winkler 1 a':"e The vote was unanimous in favor and the motion was passed. The July bill listing was approved for payment. The next item on the agenda was discussion led by Mr. Ron Metz, who recommended recognition of Brenda Hauber's 42+ years of service. It was agreed by the Board that a resolution to that affect be read into the official minutes. The Board asked Mr Larson to write it and that it be included as part of the August agenda. Mr. Haffeman then asked Mr. Larson to present his Director's Report. He began by explaining that he met with a focus group of two moms with young children and collected superb input. (Summary notes were included as part of the month's packet.) In short, while this institution currently provides at least some of the things moms with young kids are looking for, they are almost totally unacquainted with us and there is nothing compelling them to visit. There appears to be a low level of interest in us and moms do not consider the Museum as an option when deciding how to spend free time. Mr. Larson continued, explaining that one of the most significant findings from focus group input, as well as informally by people talking with staff and Board members, is that the Museum lacks identity and does not have much of a presence. Taken as a whole, people are unable to explain what we are, where we are, or what we offer. A comment heard frequently is that people know very little about us and they do not hear about or become aware of our current or long -term exhibits, our collections and programs, the membership program, or any number of other services. Whether we think or believe we are doing a good job is irrelevant. The reality is that the Museum is largely unknown. Our name, "Oshkosh Public Museum," offers no indication or suggestion as to our mission. This coincides with the MAP findings. The next item was in regard to 2013 Capital Improvements, Mr. Larson noted that the probable start date for the carriage house floor project remains the week of August 19. The general contractor will be responsible for required electrical, HVAC and sprinkler changes, and staff will handle temporary security changes by working directly with Accu -Com. The transfer of artifacts to the Lecture Room will start shortly, resulting in the Lecture Room unavailable for other purposes until at least mid -to -late October. Once the artifacts are removed the storage units will be disassembled and the room will be ready for the contractor. Moving to the 2014 budget and future requests to use funds and trusts, Mr. Larson stated that the most urgent decision at the August 1 meeting is in regard to planning for the absence of the graphic artist this fall and into the winter of 2014. If the Museum is to make a smooth transition the Board needs to take action on funding next month. The Board indicated they would do so. Next, Mr. Larson state that the Board should be prepared to focus financial resources on priorities identified as part of the Museum Assessment Program (MAP) and strategic planning explaining that to be able to respond to some of the findings and recommendations requires temporary staff, and that project staff would most likely have to be supported by the Museum through its funds, trusts and other sources. The Board informally concurred, and Mr. Larson indicated he would include a request as part of an upcoming agenda, probably September. 2 111 a e The final item was related to the Membership Statement of Purpose. Mr. Larson explained that the purpose of the Membership program has not changed for 24 years; he included the statement of purpose as part of the packet. Given new challenges, opportunities and demands, Mr. Larson believes the time has come to think about the role of the Membership program. The Board informally agreed and Mr. Larson said it would therefore be included as an action item at the September or October meeting. That concluded Mr. Larson's monthly report. There was no President's Report. There were no Board member statements submitted. Mrs. Shirtz then gave the Auxiliary report. She reported that "Pie on the Porch" on July 7 went very well. 26 pies and many bottles of water were sold, bringing in a total of $692. Having an article about it in the newspaper helped increase attendance over last year. The Auxiliary workers especially appreciated the helpfulness of Karla Szekeres, Museum staff member who was working that day. They are also continuing work on their fall gala, which will be "Christmas with the Sawyers." With no other agenda items, Mr. Haffeman then asked for a motion to adjourn. Mr. Metz so moved and Mr. Winkler seconded the motion. The voice vote went as follows: In favor: Against: None Ms. Fenrich Mr. Haffeman Mr. Mack Mr. Metz Mr. Rego Ms. Thierman Mr. Winkler The vote was unanimous in favor and the motion was passed. The meeting adjourned at 4:40 pm. 3 111 a c