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Home My WebLink About05. Museum Board Minutes/October 2, 2014 ny��51 1 h,n l 3 r� � � /� Minutes of the October 2,2014 Board Meeting ..� ��{. 1 V 1(,.��J�(,,�� (Approved at the November 6,2014 Board Meeting.) (>i,�ove' • f o:rr��:t • lr.s;�iit= The October meeting of the Oshkosh Public Museum Board was held on Thursday, October 2,2014,in the Lecture Room of the Oshkosh Public Museum. President Haffeman called the meeting to order at 4:00 pm. The roll was taken by Ms.Books. Present: Present: Absent: Ms.Cryan, alt. Mr.Metz None Ms.Drew,Secretary Mr.Rego,Vice President Ms.Fenrich Ms.Thierman Mr.Haffeman,President Mr.Mack,Superintendent of Schools-Oshkosh Mr.Hoffman,alt. Mr.Wiedenhoeft,School Board President Ms.Kaufman Ms.Bauer,Leadership Oshkosh Adjunct Board Member Also in attendance: Director Brad Larson and Administrative Assistant Theresa Books recording the minutes. There were no citizen statements. Consent Agenda items included the following: A. Minutes of the September Board Meeting B. October Bill List Mr.Mack moved that the Consent Agenda be approved. Second by Mr.Wiedenhoeft. The vote went as follows: In Favor: In Favor: Against: Ms.Drew Mr.Metz None Ms.Fenrich Mr.Rego Mr.Haffeman Ms.Thierman Ms.Kaufman Mr.Wiedenhoeft Mr.Mack The vote was unanimous in favor and the Consent Agenda items were passed. Next on the agenda was discussion and vote upon the use of$20,500 of Endowment Fund earnings in 2015 to cover part of the limited term employment(LTE)Museum Assistant position for 2015. (The other part of the salary and benefits would be covered by the Membership Fund, to be voted on next.) Mr. Larson emphasized that with the work to be done on People of the Waters, this position is critical. Ms. Drew noted how valuable Ms. Achilli's work is here at the Museum in supporting the staff with this project. She has also helped with Night Whispers and other projects already in 2014.Further discussion ensued. Ms. Drew moved for the Board to approve the use of$20,500 from the Endowment Fund earnings to cover part of the LTE Museum Assistant position for 2015. Seconded by Mr.Rego Oshkosh Public Museum�1331 Algoma Boulevard�Oshkosh,Wisconsin 54901 Page 1 of 4 The vote went as follows: In Favor: In Favor: Against: Ms.Drew Mr.Metz None Ms.Fenrich Mr.Rego Mr.Haffeman Ms.Thierman Ms.Kaufman Mr.Wiedenhoeft Mr.Mack The vote was unanimous in favor and the motion carried that the Museum use$20,500 from the Endowment Fund earnings to cover part of the LTE Museum Assistant position for 2015. Next on the agenda was discussion and vote on the Membership and Durow budgets for 2015. Each Board member was provided a copy of the recommended budgets.Mr.Larson reviewed the line items. Mr.Mack asked if there is any other body that has say of how the Durow Funds are used.Mr.Larson noted that the Oshkosh Public Museum Board is the only entity that has that responsibility.Further discussion ensued. Ms.Thierman moved that the Membership and Durow budgets be approved by the Board as presented. Seconded by Ms.Drew The vote went as follows: In Favor: In Favor: Against: Ms.Drew Mr.Metz None Ms.Fenrich Mr.Rego Mr.Haffeman Ms.Thierman Ms.Kaufman Mr.Wiedenhoeft Mr.Mack The vote was unanimous in favor and the motion carried that the Membership Fund and the Durow Trust Fund budgets be approved by the Board as presented. Next on the agenda was discussion and vote on allowing students in the Oshkosh Area School District free use of Museum photographs for class projects. The proposed wording was given to each Board member. After discussion Mr. Metz moved to change the wording to contain: "including private, parochial and home schools." Second by Ms.Drew The vote went as follows: In Favor: In Favor: Abstained: Ms.Drew Mr.Metz Mr.Mack Ms.Fenrich Mr.Rego Mr.Wiedenhoeft Mr. Haffeman Ms.Thierman Ms.Kaufman The vote carried to add"including private,parochial and home schools"to the update. Mr.Metz then moved to update the OPM Photographic and Use Fees policy to read as follows: Oshkosh Public Museum�1331 Algoma Boulevard�Oshkosh,Wisconsin 54901 Page 2 of 4 School use of Photographs: Students or staff within the Oshkosh Area School District, including private, parochial and home schools, working on class or school projects or associated educational research will not be charged fees for the use of Museum photographs. This must be non-commercial use, not intended to generate revenue or income, and not for public dissemination beyond that of the Oshkosh Area School district class, program, or contest with which the report or project is associated. Museum images cannot be loaned to a third party for their use. Museum resources shall be credited in this manner:Courtesy of the Oshkosh Public Museum,Oshkosh,WI.All rights reserved. Seconded by Ms.Kaufman The vote went as follows: In Favor: In Favor: Abstained: Ms.Drew Mr.Metz Mr.Mack Ms.Fenrich Mr.Rego Mr.Wiedenhoeft Mr.Haffeman Ms.Thierman Ms.Kaufman The vote carried to update the OPM Photographic and Use Fees policy to read as moved. Mr.Haffeman requested that Mr.Larson present his monthly report. � Mr.Larson began his report noting that he and Ms.Books have spent much time reviewing,correcting,and modifying budgets over the last few weeks.Any increase in budget over the previous year is reserved for expenses over which we have no control,such as health insurance and salaries. Mr.Larson noted that the 2015 budget,as proposed,has no significant increases or changes.Mr.Larson does not foresee any improvement in the Museum budget until we can increase Museum revenue.The 2015 budget has included much lower revenue estimates;these are based on average income over the last few years. Mr.Larson reviewed for the Board that the Museum's operating budget is composed of a combination of tax levy dollars and income.The Museum generates income through admissions,store and photo sales, special events,donations,and transfers-in from the Durow and Membership Funds.It is the combined total of tax levy and income that enables us to operate.A good portion of the annual income is based on attendance;unfortunately we have fallen short of our projected income because we have not drawn the number of people we need.Until the Museum is able to increase and then sustain its attendance year after year,annual revenue will lag. Mr. Larson highlighted the fact that tax levy support cannot close the gap between what we receive and what we need. Unless we can increase income, it is entirely possible in future years that we would have to significantly decrease operating expenses and we cannot do that by making small reductions in line item spending. Mr.Larson stated that the key to income is attendance.The key to attendance is new exhibitions,more programs, and effective marketing.We will be focusing on the first two, exhibitions and programs,and Mr. Larson firmly believes People of the Waters and the Museum landscape plan will help turn this around. Mr. Larson noted that a word about marketing is in order because we often hear that the Museum should have a greater media presence.The Museum's marketing budget is only$30,000,or about$2,500 a month. Depending on the form of inedia,a single ad can easily run$700 to$1,000 and at that rate our marketing budget does not go far. Oshkosh Public Museum�1331 Algoma Boulevard�Oshkosh,Wisconsin 54901 Page 3 of 4 Next Mr.Larson reported the good news that the City's proposed 2015 Capital Improvement budget includes funds for the first phase of People of the Waters.While this is not enough for the entire project,this City support should enable us to leverage more private dollars.Once Night Whispers is completed,Karla and Mr.Larson plan to discuss ideas and the steps necessary to start to raise awareness of People of the Waters and raise money for this project.These ideas and steps will be presented to the Board for input and discussion;Mr.Larson hopes that will be as early as the November 6 meeting.Please note that we do not plan to make a public release about People of the Waters until we have some of the basic building blocks in place. Mr.Larson stressed that a full-gallery exhibition project like People of the Waters is a major and intense project.The magnitude of the work ahead for the Museum staff and Board cannot be underestimated. People of the Waters will impact all staff in one way or another as we focus our efforts on research,artifact and image selection,work with consultants and teachers,answer questions of design and construction, colors,lighting,floor treatment ...the list is long and complex and every decision is important.Mr.Larson again emphasized that this exhibition project is absolutely essential for the Museum to evolve,and for us to increase attendance and income.When the exhibit finally opens, our goal is to present a project that everyone is proud of,and that evokes the essence of"discover,connect and inspire." Next Mr.Larson reported on the progress of Night Whispers.Because the Museum's 2014 budget is critically short of revenue, this event is very important. Mr. Larson was pleased to report that the Museum has received another significant private donation to help offset costs associated with the start-up of Night Whispers. The response to this unique event has been incredible and what we've heard is that people really like the fact Night Whispers is based on community history,and that they are able to be in the Sawyer home at night. Mr.Larson noted that the Museum has enough community stories to enable periodic changes to some of the"ghosts"and their stories.In addition,Museum staff feels confident that we'll always find enough local people who are willing to act out stories from our past. In conclusion Mr.Larson was pleased to inform the Board that demand for Night Whispers tours is high. So with the enthusiastic support of our volunteers we have added two more days, making a total of four additional evenings. Because we are not able to obtain a Class B permit for all the additional evenings, we will not be able to serve beer and wine at every showing. However, we will have non-alcoholic refreshments available, and the Museum Store will be open.That concludes the Director's report. Mr. Haffeman did not have a President's report. Next,Mr. Haffeman called for Board member statements.Ms.Drew spoke to the subject of Board member responsibilities. Ms.Nancy Samida was not able to attend the meeting;therefore there was not an Auxiliary Report. With no other agenda items Mr. Haffeman asked for a motion to adjourn.Ms.Thierman so moved and Ms. Drew seconded the motion. The vote was unanimous in favor and the motion was passed.The meeting adjourned at 4:50 p.m. Oshkosh Public Museum�1331 Algoma Boulevard�Oshkosh,Wisconsin 54901 Page 4 of 4