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HomeMy WebLinkAbout03. Museum Board Minutes September 3 & October 1, 2015 Minutes of the September 3,2015 Board Meeting � ` '`< ifi,c se U rn (Approved at the October 1,2015 Board Meeting.) The September meeting of the Oshkosh Public Museum Board was held on Thursday, September 3, 2015, in the Lecture Room of the Oshkosh Public Museum. President Rego called the meeting to order at 4:00 pm. The roll was taken by Ms. Books. Present: Present: Absent: Mr. Domer, alt. Mr. Mack, Superintendent of Schools Mr. Dedow, School Board President Ms. Drew, Secretary Ms. Matzke Ms. Fenrich Mr. Rego,President Mr. Haffeman Ms. Thierman Mr. Hoffman, Vice President Also in attendance: Director Brad Larson, Auxiliary President Barbara Shirtz, and Administrative Assistant Theresa Books recording the minutes. Consent Agenda items included the following: A. Minutes of the August Board meeting B. September Bill List C. Receipt and Filing of 2nd Quarter OACF Reports D. Museum Admission during Deck the Halls 2015 and future years to be $3.50 all adults, free for children up to 17 years of age Mr. Mack moved that the Consent Agenda be approved. Second by Ms. Drew. The vote went as follows: In Favor: In Favor: Against: Ms. Drew Mr. Mack None Ms. Fenrich Ms. Matzke Mr. Haffeman Mr. Rego Mr. Hoffman Ms. Thierman The vote was unanimous in favor and the Consent Agenda items were passed. Next on the agenda was discussion and vote on use of the Ethel Behncke Memorial Museum Fund. Mr. Larson noted his request is for$20,000 to be used from the Fund to help cover part of the Museum Assistant position for 2016. Mr. Larson would like it approved now, though the money will not need to be transferred until 2016, at year's end. Discussion followed. Ms. Fenrich moved that the Board approve use of $20,000 from the Ethel Behncke Memorial Museum Fund to help cover part of the Museum Assistant position for 2016. Second by Mr. Haffeman. 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. Mack None Ms. Fenrich Ms. Matzke Mr. Haffeman Mr. Rego Mr. Hoffman Ms. Thierman The vote was unanimous in favor and the vote carried, approving use of$20,000 from the Ethel Behncke Memorial Museum Fund to help cover part of the Museum Assistant position for 2016. Next on the agenda was discussion and vote on the Durow Trust 2016 Budget. Ms. Drew asked if the use of Durow earnings for the People of the Waters exhibition is appropriate. Mr. Larson noted that it is very appropriate. He explained that prehistoric ceramics are found throughout the Lake Winnebago Region. People includes a major component of not only native ceramic use and design,but also other Native American decorative items. Both these fall within the accepted uses for the Durow Trust. Moreover, it was clear through conversations that Mr. Durow was fascinated by Native Americans, and he clearly did not limit his bequest to only American, European, or Asian ceramics. In response to an inquiry from Mr. Rego, Mr. Larson stated that as long as he has been Museum Director, it has been clear that he Museum Board directs the use of various trusts,including the Durow. Mr. Mack moved to approve the Durow Trust 2016 Budget as presented. Second by Ms. Theirman. The vote went as follows: In Favor: In Favor: Against: Ms. Drew Mr. Mack None Ms. Fenrich Ms. Matzke Mr. Haffeman Mr. Rego Mr. Hoffman Ms. Thierman The vote was unanimous in favor and the vote carried to approve the Durow Trust 2016 Budget as presented. Next on the agenda was discussion and vote on the Membership Fund 2016 budget. Mr. Larson noted that the budget has no new expenses,nothing differing from the general 2015 budget. Mr. Hoffman moved that the Board approve the Membership Fund 2016 Budget as presented. Second by Ms. Fenrich. The vote went as follows: In Favor: In Favor: Against: Ms. Drew Mr. Mack None Ms. Fenrich Ms. Matzke Mr. Haffeman Mr. Rego Mr. Hoffman Ms. Thierman Oshkosh Public Museum■1331 Algoma Boulevard■Oshkosh,Wisconsin 54901 Page 2 of 4 The vote was unanimous in favor and the vote carried to approve the Membership Fund 2016 Budget as presented. Mr. Rego then requested that Mr. Larson present his Director's Report. Mr. Larson began his report with an update on People of the Waters, noting that the kick-off meeting with Split Rock Studios (SRS) is set for September 23, 24 and staff are busy preparing for that meeting. He noted that an important outcome of the meeting is to establish the timetable for the project. Staff have discussed the optimum time for opening People, as it must be realistic given the amount of work involved. Once staff determines an opening date, deadlines will be established and staff will begin creating a sense of anticipation. The dismantling of Wetlands & Waterways cannot begin until after Be the Dinosaur ends in mid-May. Mr. Larson was pleased to report that staff will be working hand-in-hand with a core group of teachers on curriculum development--that must also be ready when the exhibit opens. Mr. Larson said he has been asked what the total cost of People of the Waters will be and while he cannot provide an exact figure right now, he can offer a reasonable estimate. The gallery is about 1,400 square feet. The original budget of $750,000, which includes the $150,000 for design development, is based on $400 square foot ($560,000), a typical cost for interactive exhibits. The budget also includes $60,000 for shipping and installation. The $750,000 budget figure was based on an exhibit firm doing the entire project. People of the Waters is what is called a "full-gallery refit," meaning the space is being taken down to the bare walls. Mr. Larson noted he anticipates the cost will be under $750,000, as some of the work for People of the Waters will be done in-house including making artifact mounts. However, right now he is unable to determine the scope of that work until the new Exhibit Technician is on staff and we know the person's capabilities. Once the budget is refined during design development, Mr. Larson will be writing grants and seeking other sources of financial support. Cost is a primary reason why long-term exhibits like Wetlands &Waterways and Memories &Dreams remain up for many years. Next Mr. Larson reported regarding the Great War to Great Gatsby Event. He noted that summer is a busy time for people and Museum staff has found that it is typically a challenging time to plan an exhibit opening. For that reason, it was decided to have the member event for Great War to Great Gatsby on Thursday, September 17 from 5:00 to 7:00. It is themed around the Jazz Age and music will be provided by The Jazz Ratz. Mr. Larson noted that invitations were mailed last week. In conclusion, Mr. Larson was pleased to report that interviews were conducted on August 27tH for the Museum Maintenance position and we are now waiting on background checks. This typically takes about two weeks. If everything goes well, the anticipated start date is the first Monday in October. That concluded the Director's Report. Next on the agenda was the President's Report. Mr. Rego noted that he attended the recent Mayor's meeting with Boards and Commissions. About half of the City Boards were represented. It was noted at the meeting that none of the Boards have people waiting in line to participate. Concern was expressed at the meeting whether it is difficult for people to attend Board meetings if meetings are held during regular business hours. It was further discussed that Boards who have members who do not attend regularly may remove a member from the Board if they miss Oshkosh Public Museum■1331 Algoma Boulevard■Oshkosh,Wisconsin 54901 Page 3 of 4 three meetings in a row. The Mayor will meet again with the Boards and Commissions in the months ahead. That ended the President's Report. Ms. Barb Shirtz, Auxiliary President, reported regarding Auxiliary activities. She noted that it has been determined that the Auxiliary will not hire the catering for the annual Gala, as the expense would be too high. Ms. Shirtz handed out the 2015 - 2016 Auxiliary booklets to all in attendance. That ended the Auxiliary Report. With no other agenda items Mr. Rego asked for a motion to adjourn. Mr. Hoffman so moved and Ms. Fenrich seconded the motion. The vote was unanimous in favor and the motion was passed. The meeting adjourned at 4:40 p.m. Oshkosh Public Museum■1331 Algoma Boulevard■Oshkosh,Wisconsin 54901 Page 4 of 4 Minutes of the October 1,2015 Board Meeting ifi,c se U rn (Approved at the November 5,2015 Board Meeting.) The October meeting of the Oshkosh Public Museum Board was held on Thursday, October 1, 2015, in the Lecture Room of the Oshkosh Public Museum. President Rego called the meeting to order at 4:00 pm. The roll was taken by Ms. Books. Present: Present: Absent: Mr. Domer, alt. Mr. Hoffman, Vice President Ms. Thierman Ms. Drew, Secretary Mr. Mack, Superintendent of Schools Mr. Dedow, School Board President Ms. Fenrich Ms. Matzke Mr. Haffeman Mr. Rego,President With Ms. Thierman absent, Mr. Rego appointed Mr. Domer. Also in attendance: Director Brad Larson, Auxiliary President Barbara Shirtz, and Administrative Assistant Theresa Books recording the minutes. 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 Ms. Fenrich. The vote went as follows: In Favor: In Favor: Against: Mr. Domer Mr. Hoffman None Ms. Drew Mr. Mack Ms. Fenrich Ms. Matzke Mr. Haffeman Mr. Rego The vote was unanimous in favor and the Consent Agenda items were passed. Next the Board discussed using the Sarres Bequest income to cover one-half the salary of the Museum Assistant position for 2016. Mr. Larson explained that an exact amount is not known, however, the estimated amount is$40,000. He further reviewed that because the Sarres Bequest is and undesignated bequest, Museum policy states that 10% of the bequest is to be put into the Museum Endowment Fund. That would still leave a good amount to help fund the Museum Assistant position. Ms. Fenrich moved that the Sarres Bequest be used to cover one-half the salary of the Museum Assistant position for 2016. Second by Mr. Domer. Oshkosh Public Museum■1331 Algoma Boulevard■Oshkosh,Wisconsin 54901 Page 1 of 3 The vote went as follows: In Favor: In Favor: Against: Mr. Domer Mr. Hoffman None Ms. Drew Mr. Mack Ms. Fenrich Ms. Matzke Mr. Haffeman Mr. Rego The vote was unanimous in favor and the motion for the Sarres Bequest to be used to cover one- half the salary of the Museum Assistant position for 2016 was passed. The Board then discussed using the Museum's Oshkosh Area Community Foundation Endowment Fund earnings to help support the Museum Assistant position for 2016. Ms. Matzke moved that the Board approve the use of the Museum's OACF Endowment Fund earnings to help support the Museum Assistant position for 2016. Second by Mr. Haffeman. The vote went as follows: In Favor: In Favor: Against: Mr. Domer Mr. Hoffman None Ms. Drew Mr. Mack Ms. Fenrich Ms. Matzke Mr. Haffeman Mr. Rego The vote was unanimous in favor and the motion to use of the Museum's OACF Endowment Fund earnings to help support the Museum Assistant position for 2016 was passed. Mr. Rego then requested that Mr. Larson present his Director's Report. Mr. Larson began his report with an update on People of the Waters. He noted that the start of the exhibit process last week was both exhilarating and demanding; and that after spending time with the Split Rock Studios (SRS) staff it is clear that the project is in the right hands. SRS has recently completed a number of highly successful exhibitions across the country, and they bring a great deal of experience to this project. Mr. Larson emphasized that this knowledge and experience is critical given the space limitations of the gallery and the general awkward design of the Steiger Wing. In addition, the Museum is benefitting from the incredible knowledge of Dr. Jeff Behm, professor at the University of Wisconsin Oshkosh. As regional archaeologist, his understanding of Wisconsin prehistory is exceptional. Mr. Larson further noted that during the two day session, Dr. Behm helped narrow the storyline to key concepts. He and his students may also be crafting a dug-out canoe that can then be part of the exhibit. Other content experts from the University system will also lend their expertise. Mr. Larson reported that a few minor alterations were made to the basic concept plan. To mention some examples, the physical starting point of People will be moved back about 6 feet to better accommodate visitors; the design team is exploring options for relocating the in-floor archaeological excavation; and they discussed a location for allowing students to curate and comment. Mr. Larson noted that the SRS Project Manager, Carrie Paulsen, is working with him to establish deadlines and meeting times to ensure the project stays on schedule. The next on-site presentation is in early November. Oshkosh Public Museum■1331 Algoma Boulevard■Oshkosh,Wisconsin 54901 Page 2 of 3 Next Mr. Larson gave an update on Night Whispers,noting that nearly all of the time slots are sold out, and tonight is the first presentation. When the Museum purchased the computerized equipment last year, staff realized it had incredible potential. However, they were unable to utilize it fully. This year, with a longer lead-time, the "ghosts" offer a quantum leap in sophistication over those presented in 2014. Combined with new actors and costuming, new props and an improved ambiance, plus a few different stories, Night Whispers is poised to become a truly unique event. Thanks in large part go to the Auxiliary for a donation allowing the Museum to further utilize the equipment. Mr. Larson highlighted that while "ghosts" are used, the idea is not to frighten visitors. Rather, a goal of the event is to introduce community stories through a compelling experience: "ghosts" telling their tales. In conclusion, Mr. Larson was pleased to report that Matt Reinke accepted the Maintenance position; he starts on Monday, October 5. Staff is making internal changes to office and work spaces for greater efficiency. Things will be completed and ready for Monday. Given that we are now into autumn, grounds work is an immediate priority, as is removing Great War to Great Gatsby,beginning on October 19. The concluded the Director's Report. Ms. Barb Shirtz, Auxiliary President, reported regarding Auxiliary activities. She reported that she and two other members did a thorough inventory of all the items in the Auxiliary storage areas. She will have the silver punch bowl appraised at the upcoming "What it's Worth" event at the Museum. Ms. Shirtz noted that the Gala Committee continues to meet for planning and invitation mailing prep. She was pleased to report that Kathie Geffers will be on the Community Channel to promote the Gala. In conclusion, Ms. Shirtz noted that the first Auxiliary meeting of the new season is set for Friday, October 9. That concluded the Auxiliary Report. With no other agenda items Mr. Rego asked for a motion to adjourn. Mr. Domer so moved and Ms. Drew seconded the motion. The vote was unanimous in favor and the motion was passed. The meeting adjourned at 4:35 p.m. Oshkosh Public Museum■1331 Algoma Boulevard■Oshkosh,Wisconsin 54901 Page 3 of 3