11-20-2003
November 20, 2003 Minutes 1 Present: Advisory Board Members Richard Trask Virginia Chiarello E. Grace Mosley-Byrd Lottie Clinton Nancy Pritchett
(County Commissioner) Don W. Fishero John O. Perritt, III (Ex-Officio, CFMA, Inc.) J. Scott Chase Absent: M. Ann Griffith, Jerry A. Mannen, Jr., Esq., and Dr. Barton G. Williams Also
Present: Pat Melvin, Assistant County Manager Rachel Pace, CFMA, Inc. Gala Chair Ruth Haas, Museum Director Denise Malloy-Hubbard, Development Coordinator Barbara Rowe, CFM Curator Harriet
A. Dresing, Administrative Support Specialist, CFM The Cape Fear Museum Advisory Board held its regular monthly meeting on Thursday, November 20, at 12:05PM in the Williston Auditorium,
with Mr. Richard Trask, Chairman, presiding. I. Consideration of Absences: M. Ann Griffith, Jerry A. Mannen, Jr., Esq., and Dr. Barton G. Williams, excused. Bernhard Thuersam, unexcused.
II. Corrections/Additions to October Minutes: None were made, and remained as submitted. III. III. Other Reports: Mr. Meier reported for the ad-hoc committee on the bylaws, recommending
that no changes be made in the bylaws regarding the committee structure of the Advisory Board. The committee reviewed the proposal to appoint single liaisons to participate in meetings
and report back to the full board. The consensus of the ad-hoc committee was that one point of view on a particular subject often brought out reasons why things should be altered, or
not done at all, and that the more participation, the better. Ms. Haas asked that the Board then consider how they proposed to respond to the Associates Board request for support from
Advisors to serve on committees directed toward the fundraising goals of the Museum. Ms. Pritchett felt this was a good time to look at the committees themselves to see if they needed
to be changed, and that the ad-hoc committee should meet to Minutes Advisory Board Meeting November 20, 2003
November 20, 2003 Minutes 2 fully discuss the changes in bylaws sufficiently to bring them to the Advisory Board. Ms. Byrd suggested having six volunteers as liaisons to the Associates'
committees. Mr. Meier added that the Chairman should attend the Associates meetings and report back to the Advisory Board, and to also occasionally have a joint meeting of the two Boards.
Mr. Perrit stated that having some interfacing at the committee level would be beneficial to both Boards and for the betterment of the total Museum. Mr. Meier proposed keeping the current
system of Advisory committees and setting up one-person committees (liaison) to parallel the Associates committees. Ms. Haas stated that having joint committees would include the potential
for one executive committee (encompassing the executive officers of both boards), long-range planning, and the finance committee. Ms. Pritchett suggested deciding the validity of the
non-parallel committees and how to mesh the membership, leadership, and resources of the the Associates. Mr. Trask concluded with keeping the current committees as-is, and having volunteer
liaisons for all Associates committees. Landscape Master Plan Update: Ms. Haas reported $5,600 was received from the Cape Fear Garden Club. Staff met with the Parks Department to explore
ways of implementing the plan within the amount received. With an approximate fund match from the Museum budget, rudiments of the plan will be installed for Market Street and the first
part of 9th Street back to the Museum stairway. A grant will be sought for the next year for additional improvements in that area, the garden area in the back, and other elements of
the plan. It is anticipated that the project will start in December of this year. Recommendations for Collections Storage: Ms. Haas referred to the information given to the attendees
regarding this matter, and remarked that many of the board members are aware that the current collections storage at CFM is unsafe and inadequate. Below-ground storage is not good. The
Jamestown Island facility in Virginia, with collections in basement storage, incurred damages as a result of Hurricane Isabel: 600,000 artifacts submerged in five feet of water, with
an estimated recovery cost of $11 million. Congress is currently investigating whose fault it was. The fault of such an action is to put collections in a basement in areas anywhere near
the kind of damaging floods they experienced (and which could happen in Wilmington). CFM currently exits in an area in which storms could cause flooding and aging water/sewer pipes could
break �
�in hot water pipes resulted in water pouring over stored collections. Ms. Haas distributed photos of recent water damage, which she indicated only showed the apparent damage and
not the mold that forms due to water in cracks. The current storage areas are filled to capacity, with objects stored too close to light and/or stacked on top of each other. The current
museum acquisition rate is approximately 1,600 new artifacts a year. New interest in donations is being generated with the 20th-Century exhibits, and are an important factor in continuing
to preserve the history of the region. The preliminary recommendation is to use the vacant lots owned by CFM to construct a 3-story facility with an 11,000 square feet footprint, which
would increase capacity by 2.5 times. The facility would include: security, limited access (controlled by collections staff), modern HVAC, construction to withstand major hurricanes
and fire, loading dock, freight and passenger elevators, security vault, and a basic conservation lab. Advantages of such a facility would be:
facility to store educational collections and supplies,
creation of additional classroom space by
November 20, 2003 Minutes 3 moving exhibit storage and fabrication to the basement, and expansion of exhibit space resulting from the possible relocation of other offices to the new
offsite storage facility. With Advisory Board approval, the next steps would be to: 1) work with engineering to improve on the preliminary needs assessment, building design, and estimated
construction costs, and 2) integrate the need and scope of the project into the NHC capital project planning (information to get into the cycle for this year is due December 19th). After
discussion, it was concluded that this project is needed; Mr. Meier so moved, and Ms. Mosley-Byrd seconded. Ms. Haas then stated that contact would be made with Max Maxwell to work out
realistic numbers, and to submit the Collections Report: Barbara
Rowe, CFM Curator, presented a list of items for deaccession and for lost, loaned items to be removed from collections records. She stated that numerous attempts had been made to contact
the donors of the items. After consideration and discussion, Mr. Don Fishero moved to: 1) return the boat used on the USCG Diligence to the Coast Guard, if the opportunity presents itself;
2) dispose of the soldering iron, 3) further research the 2 handwritten books containing prophecies, and 4) retain the Chinese items for possible inclusion as a sale item. Ms. Lottie
Clinton seconded the motion. Public Relations Updatereferenced
the PR & Marketing report compiled by Ms. Sullivan, which showed how efforts are successfully made to manage and maximize the allotted funds for promoting exhibits. Ms. Sullivan also
was credited with the particularly creative content of the press packages sent out for each exhibit. New Museum Logo: At the recommendation of the Board of Trustees, a professional professional
designer was hired to assist in its creation. Karen Spears of Coffey Design (suggested by Mark Boyer, from the County) worked with staff, and Ms. Haas presented colored samples for review.
After a request for comments and subsequent discussion, the Board recommended changing the background from green to a brighter blue in order to facilitate visibility. Ms. Haas will bring
the logo samples in various colors for review to the retreat this coming weekend. IV. Associates Report: Mr. John Perritt informed the board that the inaugural First Friday Family Jazz
Concert took place at the Museum on November 7th with an attendance of 92; in addition, three new Associate Memberships were created out of this event. He indicated that an even greater
turnout is expected at the December 5th Holiday Program. Mr. Perritt received very positive feedback at not having the Airlie Jazz program shut down, and that continuing this program
has led to potential joint membership conversations between Airlie and CFM. Gala Development: Of eight rooms involved there are six confirmed sponsors, with two pending. It is anticipated
that this event will be ongoing, with the ultimate vision/goal of becoming not only an opportunity for exposure, but also the major fundraising campaign opportunity for the Museum.
How Things Work, a GE Day at the Museum is scheduled for Sunday, December 7th from 1:00-5:00PM.
That day was chosen because a significant number of corporate executives would be in town, and the local GE representative wanted to bring them to the Museum as part of their visit to
Wilmington. Sally
November 20, 2003 Minutes 4 Rochelle, GE Communications Manager, has unanimously been accepted to the Associates Board and has worked with Ms. Denise Malloy-Hubbard, Development Coordinator,
in planning this event and the exhibit. Mr. Perritt reminded those present that Ms. Malloy-Hubbard has invited the attendees of the joint retreat between Boards and Staff on November
22nd to her home for a pre-retreat kick-off cocktail party on Friday night, November 21st. He also emphasized that the Saturday retreat is very important, and instrumental in the long-term
vision of the organizations. Gary Krull will attend to guide and facilitate discussion of goals for this activity, which will take place at the Museum from 8:30AM-4:30PM. V. Preparation
for Next Meeting: Mr. Trask will contact all the committee members to decide who will be on what committee. Also, Ms Mosley-Byrd recommended that all the new members take a tour of the
collections area. Adjournment: Mr. Trask entertained a motion to adjourn: Ms. Clinton so so moved, Mr. Perritt seconded, and the meeting concluded at 1:12PM.