04-03-2003
1 Minutes Board of Trustees Meeting April 3, 2003 Present: Virginia Chiarello Grace Mosley-Byrd Ann Griffith Bernhard Thuersam John Haley, Ph.D. Richard Trask F. L. Tanky Meier Jack
Mills, Associates, Ex Officio Absent: Sandra Criner, Parks Griffin, Jerry Mannen, Kimberly Mash, Dr. Bart Williams. Also Present: Ruth Haas, Museum Director Denise Hubbard, Associates
Development Director Pat Melvin, Assistant County Manager Nancy Pritchett, County Commissioner Pat Voelker, Administrative Support Specialist The Board of Trustees of Cape Fear Museum
held its regular monthly meeting on Thursday, April 3, 2003, at 5:20p.m. In the Williston Auditorium, with Mr. Bernhard Thuersam, Chairman presiding. I. Consideration of Absences: Sandra
Criner, Parks Griffin, Jerry Mannen, Kimberly Mash excused. Dr. Bart Williams, unexcused. II. Corrections/Additions to January Minutes: Mr. Thuersam asked for corrections, additions
or deletions to the minutes of the January meeting. There being none, he entertained a motion for approval. Mr. Tanky Meier moved. Mr. Richard Trask seconded. The minutes were unanimously
approved as submitted. Mr. Thuersam distributed and read the minutes from the Board of Trustees Self-Evaluation meeting held on March
25. The meeting was held to review the effectiveness and accomplishments of the Board of Trustees in carrying out the mission of the Museum as stipulated by the County Commissioners.
Considerable discussion was generated including going back to holding monthly meetings. At the April Board of Trustees meeting, the Board will consider the resumption of monthly meetings.
The determination of what constitutes an excused absence was clarified. They also discussed the potential for developing a closer relationship with
2 the County Commissioners and Associates. Nancy Pritchett is working with the Board to that end. The question was raised at the January Board meeting of appointing a Commissioner to
the Board of Trustees. This can be done by either increasing the number of Board members to 13 or waiting until a Board seat becomes open and appoint a Commissioner to that vacancy.
The Commissioner would become a voting member in either case. However, Commissioners may attend any and all meetings of any and all boardsnot as a voting member. Dr. John Haley inquired
as to the official status of the self-evaluation minutes. They are for information only. Any action taken from the recommendations must be done at a Board meeting. Corrections to the
document were noted by Ms. Pat Melvin and Ms. Ruth Haas and given to Mr. Thuersam. IV. Associates Report: �
�discussed at their last Board meeting were long range planning and membership. He distributed
information on the new streamlined membership categories and benefits of membership. A fundraiser will be held in January 2004. Price for the tickets will be $125.00. The details for
this will be worked out on April 11. There are still 2 vacancies on the Board. The Associates are looking at greater representation from the African-American community as well as adding
individuals from corporations. This would enhance some of the Benefactor, Director and Patron levels of membership. They also discussed arranging the Associates calendar to have the
fiscal year coincide with the calendar year to avoid confusion. Volunteers currently number 180. The Museum saves approximately $120,000 in personnel costs through volunteers and spends
a lot of time enhancing volunteer participation. A volunteer luncheon will be held on May 12, at Noon in the Museum. All of the food will be donated by local businesses. Mr. Thuersam
asked if a fundraiser of this scope the Associates are planning has ever been done before. Mr. Mills said that we have not done anything to this extent in the past. This will be done
in addition to other fundraising activities throughout the year. V. Committee Reports: Long Range Planning Committee Dr. Haley reported that the Long Range Planning Committee met to
consider 2 actions. The first was to include in our vision statement some provision for expansion of the Museum facilities. This discussion was generated by the recent property purchase.
The Committee recommends replacing the Research Vision Statement with the Facilities Vision Statement and the strategic plan be appended to include the following statement:
physical expansion of the Cape Fear Museum and for the proper storage, preservation and �
�The Committee recommends approval of the Facilities Vision Statement. The recommendation passed unanimously.
3 The Committee recommends approval of the development of an ethics statement separate from the broad ethics statement that previously had been used by the Board, Museum staff and Associates.
Mr. Parks Griffin suggested that each Board member could take an oath. Ms. Pat Melvin asked if the Committee has determined the impact this change would have on our status with AAM.
The Board discussed at length, the purpose of a code of ethics, the concerns they have on the current policy and enforcement of policy violation. Ms. Melvin asked the Board not to consider
voting until they send the new policy to the legal department for review. After further discussion, the recommendation on the ethics policy statement was withdrawn. This issue will be
discussed at the next Board meeting. Ms. Haas will work with the Long Range Planning Committee on the policy. Collections Committee Ms. Grace Mosley Byrd reported that the Collections
Committee recommends Board approval for the deaccession of 15 items. The items reviewed failed to meet standards to remain in the collection because of their poor physical condition,
lack of documentation, or inconsistency with the mission. There was no discussion by the Board and the motion passed unanimously. The Committee also reviewed the status of 4 loaned items.
The items are exhibit props, not accessioned artifacts. Since these loaned items cannot be located, the Collections Committee recommends that the four items be written off the records.
The Board voted and the motion passed unanimously. Public Relations Committee �
�firm, has agreed to take on the Museum as a pro bono client to develop a new and consistent public image. They will
be reporting back with their recommendations on April 11. Finance Committee The Finance Committee met and reviewed all of the budget information. The Committee is pleased with the proposed
budget. No action was required. Education Committee Ms. Ruth Haas reported in D
approval of the procedures for developing the Exhibits Design Master Plan. We would like to be in a position where we can begin to move forward on implementing the plan. The Board
discussed at length their concerns. They would like to see more trustee input in the exhibits planning process. The issue of cost was discussed, which is estimated at $125/per square
foot. Mr. Thuersam recommended sending the plan back to each committee for their review. They would make their recommendations at the next Board meeting. Ms.Haas stated that we would
miss the budget cycle if we do not move forward and the 20th Century exhibit will not be ready to open in May 2004. Ms. Nancy Pritchett reinforced this. Dr. John Haley moved that the
recommendations regarding the Exhibits Master Plan be adopted. Ms. Ann Griffith seconded. Mr. Thuersam opened the subject for discussion by the Board.
4 Several Board members stated that they were not prepared to vote at this meeting. Mr. Meier asked for the absolute deadline to have a decision. The budget goes to the County Commissioners
on May 1 and needs to have Board of Trustee approval prior to this. Ms. Haas stated that the Board is voting on a conceptual plan, not the exhibits as they are going to be in place.
The opportunity to have input into the final product continues to exist. Ms. Pat Melvin stated that the recommendation to approve the concept has to be submitted as an agenda item by
Wednesday, April 9, i
had sufficient input
into the process. Mr. Thuersam expressed concern that the Board did not have the opportunity for input with the process and methods that The PRD Group had developed. The Board expected
that they were going to meet with PRD before the final proposal was presented, but that the first 2 meetings were with staff only. The concern is that since we have not had some review
of the process, if we approve a conceptual design, it will roll forward and we will be stuck with something that we are not really happy with. Ms. Haas stated that PRD had sent drawings
and that information had been presented at board committee meetings. A copy of the plan was sent to each board member for review and ideas for changes prior to this Board meeting. Plan
approval was on the agenda and changes could have been discussed at this time. After further discussion, Chairman Thuersam asked for the pleasure of the Board on the motion to approve
the plan. Mr. Tanky Meier, Ms. Grace Mosely-Byrd, Ms. Ann Griffith, Ms. Virginia Chiarello and Dr. John Haley voted in favor. Mr. Richard Trask asked is we could amend the motion to
include that the Board could provide input and fine-tune the plan. Ms. Grace Mosley-Byrd recommended making a point that the Board has input in the next phase. Mr. Thuersam asked the
Board if they would like to amend the motion. Dr. Haley motioned that the Design Master Plan be approved with the proviso that the Board of Trustees will have input in the next phase
as the plan is implemented. Ms. Grace Mosley-Byrd seconded the motion. The motion passed with 7 in favor and no one opposed. The Board will also be prepared to discuss the plan at the
next Board meeting. Mr. Glenn Dedmondt will be doing a presentation at the Museum on Sunday, May 4 as part of Confederate History month. His book will be on sale at the Museum shop.
Programs will also be held at the library, Bellamy Mansion and other historic sites during May. Building & Grounds Committee Ms. Ann Griffith reported that the Building and Grounds Committee
report does not require any ep is to work toward the implementation of a landscape plan. Ms. Pritchett stated that applications
for grants to the Cape Fear Garden Club should be available soon. Landscape concept drawings had been presented at the last Board meeting. Ms. Ruth Haas provided an update on the building
projects. We have had an extremely wet March and it is going to rain again this week. We have taken water into our offices through the windows. The windows have been taken out, repaired
and replaced, but there is finishing work to be done. The gutters are back in place. We have enough money left to ask Paragon to estimate the costs for repairing the stairs at the Ninth
Street exit and the handicap ramp. It appears as if everything should be completed in this budget year with the money currently in the budget.
5 Mr. Meier raised the question if the building inspector understood the specs on the building to insure sure that what was to go in, actually went into the building exterior repair
process. Ms. Haas stated that Paragon was very attentive to meeting specifications to give us a structurally sound building. We are very comfortable with the quality of the service we
were delivered by Paragon. We also had Max Maxwell, County Engineer, checking on the renovation procedures. Directors Update Ms. Haas reported that on April 23, 2003, from 5-7pm, a forum
related to the economic impact of the war in Iraq will be held at the Museum by WAAV AM radio. This will include call-in questions and discussions. The Board is invited to participate.
A North Carolina Humanities Grant was submitted this past week. They will review the draft concept to determine if they will approve it for the long form. If they do, it will be submitted
May 1. The grant would be used to bring scholars on board to help us with part of the planning for the 20th century exhibits. With help from Parks Griffin and John Perritt, we became
connected with the possibility of exhibiting the Wright flyer at the Museum while the airport is undergoes renovations. The initial idea was to display the flyer in the stairway. Due
to our concern that it would be too close to visitors, we are looking at putting the flyer in the Prolog Theatre. We will take down the theatre while the flyer is on display and will
do some additional exhibitry around it. VI. New Business: Dr. Haley raised the issue of the proposal to go back to monthly meetings. Does the Board want to refer this to the Long Range
Planning Committee because it requires a by law change and a 30 day w
to 5:30p.m. would also require a by law change, but meeting time is not defined in the by laws. Mr. Thuersam asked for a motion to start
start the process of returning to monthly Board meetings. Mr. Meier moved that we go back to monthly meetings, the first Thursday of every month. Ms. Virginia Chiarello seconded. With
no further discussion, Mr. Thuersam called for a vote. The motion passed unanimously. The change in meeting time to 5:30p.m., will be put in the notice that will be sent out prior to
the next meeting. Ms. Pat Melvin stated that a performance appraisal document was included in the Board packets.
rmance appraisal, should return the form to Ms. Melvin by April 15. Adjournment: Mr. Thuersam entertained a motion to adjourn. Mr. Tanky Meier moved.
Mr. Richard Trask seconded. The motion passed unanimously and the meeting concluded at 6:50p.m.