01-09-2003
1 Minutes Board of Trustees Meeting January 9, 2003 Present: Parks Griffin F. L. Tanky Meier Ann Griffith Grace Mosley-Byrd John Haley, Ph.D. Bernhard Thuersam Jerry Mannen, Jr., Esq.
Dr. Barton Williams Kimberly Mash John Perritt III, Ex-Officio Absent: Virginia Chiarello, Sandra Criner, Richard Trask. Also Present: Ruth Haas, Museum Director Rebecca Dotterer, Education
Coordinator Virginia Howell, Museum Educator Denise Hubbard, Associates Development Director Pat Voelker, Administrative Support Specialist The Board of Trustees of Cape Fear Museum
held its regular monthly meeting on Thursday, January 9, 2003, at 5:00p.m. In the Williston Auditorium, with Mr. Bernhard Thuersam, Chairman presiding. I. Consideration of Absences:
Sandra Criner, Richard Trask, excused. Virginia Chiarello, excused? II. Corrections/Additions to November Minutes: Mr. Thuersam asked for corrections, additions or deletions to the minutes
of the November meeting. Mr. Parks Grif
not reflect
the entire context of the issue. Dr. Bart Williams moved the amended minutes be approved. Mr. Jerry Mannen seconded. The amended minutes were unanimously approved. Ms. Ruth Haas introduced
two new Museum staff membersMs. Virginia Howell, Museum Educator and Ms. Denise Hubbard, Associates Development Director. She provided a brief bio and background of their prior experience.
Ms. Rebecca Dotterer, Education Coordinator, stated that we now have a full education staff of 3 full-time people. Mr. Thuersam welcomed Virginia and Denise on behalf of the Trustees.
2 Report: Mr. Thuersam said that he recently read that the County Commissioners have joined the Cape Fear Museum Associates and encouraged any Trustees
who are not members, to join. Mr. Thuersam has recommended we add the state and local holidays to the CFM calendar for next �
� Mr. Thuersam stated that with 8 Board of Trustee members on the internet, communication via email has become much
easier and efficient. He distributed a document from the County �
�-evaluation each year. Mr. Thuersam suggested that a 2-hour session be scheduled with the entire Board to assess our accomplishments, goals,
efficiency, effectiveness and priorities, which could become an annual event for the Board. He asked for feedback from the Board on dates and location for the session. Mr. Thuersam reported
that during a conversation with Ted Davis, County Commissioner Chair, he was asked to poll the Trustees on adding a Commissioner to the Board as a voting member. The Board discussed
the issues and concerns related to having a voting Commissioner on the Board or a non-voting, ex-officio member. Mr. Thuersam will take their ideas back to Mr. Davis. IV. Associates
Report: Mr. John Perritt re-They
were delighted in the quality of applicants who came in through the interview process, are elated in the outcome, and happy to have Denise Hubbard on board. Eight new members have been
added to the Associates boardJohn Symmes, Howard Penton III, Rachel Pace, Alexander Koonce, Barbara Jamison, Virginia Holland, Katherine Fox, John Debnam and Christine Chappell. They
will be attending orientation next week. Board members are welcome to attend. Mr. Perritt concluded with a comment on the accreditation issue saying that having accreditation is important
when writing grants asking for funding because it is a recognized level of professionalism for the organization. Ms. Haas invited the Board to visit the newly outfitted Associates office.
The suite of furniture has been obtained by the Associates at a cost of $710 for design services. V. Committee Reports: Long Range Planning Committee Mr. Parks Griffin reported that
Dr. John Haley was acting chair at the Long Range Planning Committee on December 19. This was a combined meeting with the Building and Grounds Committee. Dr. Haley said that in our statements
about visual strategic planning, we do not specifically address the expansion of the facility. There are points we should consider when crafting or developing a vision statement 5 years
out as to where we see the facilities of the
3 museum. He asked that Board members who have ideas on this subject forward them to Mr. Griffin. Ms. Kim Mash added that this was a very good time to have a joint meeting because many
items were discussed that will impact long range planning. Ms. Mash, Mr. Parks and Dr. Haley will meet to write a statement for the vision for long range planning. Building and Grounds
Committee Ms. Ann Griffith reported that at the combined meeting, the major discussion with building and grounds involved trying to tie in landscaping with an historical perspective.
The consumer horticulture agent from Cooperative Extension attended the meeting, providing ideas and an offer to continue working with us in an advisory capacity. Mr. Thuersam expressed
concern about the heat being turned off in the building during boiler replacement. Ms. Griffith added that if we have very cold weather during this period, we should have someone from
the county check and monitor building conditions. Ms. Haas stated that Property Management is working with us and they are on call 24 hours a day. The museum will be closed for a 2-week
period during the replacement upon approval by the Commissioners. Staff will continue to work on special projects during this time. Collections Committee Ms. Grace Mosley-Byrd reported
that the Collections Committee met earlier in the day, but they did not have the opportunity to discuss the Ethics Policy. Notes from the minutes of board meetings in 1999 referencing
AAM Accreditation and the Ethics Policy were distributed by Ms. Haas. She provided a summary from the May 6, 1999 meeting, when accreditation was formally approved by the Board, and
from the meeting on July 1, 1999, when the board voted unanimously to accept the ethics policy. The Board reviewed the notes and discussed at length the history and background leading
up to these issues. After discussion, Mr. Thuersam polled the Board members as to their views on the policy. Mr. Jerry Mannen stated that it has been voted on, approved and is the policy.
In order to amend it, a motion would be needed for changes. Mr. Tanky Meier moved that the Ethics Policy should be sent to the Long Range Planning Committee to review the language and
recommend changes. Mrs. Grace Mosley-Byrd seconded. The motion passed with 1 abstaining. Individuals who want wording changed, should write their objections on the document and return
them by January 24. Mr. Griffin will have the Long Range Planning Committee review concerns at their meeting on February 6. The Long Range Planning Com
The Collections Committee recommended the de-accession and return of the WW II German bomb
and box belonging to Ted Davis Sr., which was found in Germany. The recommendation was approved by the Board with no objections. The Collections Committee recommended a loan request
from North Carolina Historic Sites for the NC Transportation Museum in Spencer, NC, of 7 items, for the loan period of February 2003 to April 2004. The request was unanimously approved.
The Collections Committee recommended a loan request from the Museum of the Cape Fear in Fayetteville, NC, for a cloth flying cap for the loan period of April 2003 to January 2004. The
request was unanimously approved.
4 The next meeting of the committee will be held on February 13, 8:00-9:00a.m. Public Relations Committee No report. Finance Committee No report. Education Committee No report. Mr. Thuersam
brought up the issue of the local Medal of Honor winners. He recommended they be included in our 20th century and WWII exhibits. He also raised the issue of an Education sub-committee
meeting on Confederate History Month to set up programs. It has been decided that a brochure will be put together for Confederate History Month. Directors Update �
�new staff members, started
the building construction project, and submitted a grant proposal. A first draft of the exhibits master plan has been received from The PRD Group. Dan Murphy from PRD will present the
plan to the Board at the March meeting and will meet with other interested parties including the Commissioners, Associates, volunteers and staff. The plan has been set up in phases with
recommendations to go into the capital improvement budget along with plans for raising private dollars. VI. Other Business: No unfinished or new business. Adjournment: Mr. Thuersam entertained
a motion to adjourn. Mr. Parks Griffin moved. Mr. Jerry Mannen seconded. The motion passed unanimously and the meeting concluded at 6 25:p.m.