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HomeMy WebLinkAbout2025-07-17 Agenda Airlie Gardens Foundation July 17, 2025 Board Meeting Agenda Eric Blaesing, Chair Shane Johnson, Vice Chair John Russ, Treasurer Nikki Bascome, Secretary Tara Duckworth, Director of Parks & Gardens MISSION To preserve Airlie Gardens in perpetuity as an outstanding, historic public garden with programs developed to serve New Hanover County residents and other visitors. July 17, 2025; 8:30 am: Airlie Cottage 1. Call to Order and approval of the June minutes: Eric Blaesing 2. Chair’s Report: Eric Blaesing 3. Treasurer’s Report: John Russ a. Financial Update for period ending June 30, 2025 (unaudited) 4. Director’s/Operations Report: Tara Duckworth & staff 5. Other Business: All Board Members Next Meeting: August 21, 2025 AIRLIE GARDENS FOUNDATION BOARD PAGE 2 REGULAR MEETING JUNE 19, 2025 ASSEMBLY The Airlie Gardens Foundation Board met in regular session at the Airlie Cottage on Thursday, June 19, 2025, at 8:30 a.m. Present: Michael Creed, Rob Zapple, Tia Saffo, Eric Blaesing, Beverly Erwin, Teddy Davis, Shane Johnson, and John Russ Excused: Sandra Ray, Nikki Bascome, Ted Davis, Jr., and Charlie Rivenbark Staff: Andy Johnson, Jodi Rich, Tara Duckworth, Scott Childs, Julie Holtz WELCOME AND APPROVAL OF MINUTES. Michael Creed called the meeting to order. He asked everyone if they had a chance to review the minutes and if there were any changes. Hearing none, the following motion was presented: MOTION: Rob Zapple MOVED; SECONDED: Eric Blaesing that the minutes of the May meeting be approved. Upon vote, the MOTION CARRIED UNANIMOUSLY. Chair’s Report Michael Creed discussed the D&O insurance. He received a referral for McGriff Insurance. It’s one of the largest insurance brokers in the state. They provided him with 3 insurance company proposals. Alliant had 5 million in D&O coverage plus 1 million in defense coverage for an annual premium of $8,153. Berkley offered 3 million in D&O coverage with an annual premium of $2,930. The Hartford insurance company offered 5 million in coverage for $2,850 per year. The executive board decided to go with Hartford Insurance because they offered more coverage at a lower yearly premium. Treasurer’s Report. Shane Johnson reviewed the May year-to-date (FY2025) financials for Airlie Gardens Foundation. Current Highlights  Gate revenue for the month of May ($62,019) was the highest of any May on record. Year to date gate revenue is 20% over last year.  May was another strong month for membership, nearing a record for the month. Year to date membership revenue is 5% over last year.  Gift shop revenue for the month of May was the second highest of any May on record. Year to date gift shop revenue is 30% over last year.  Wedding & Garden Event revenue is up 21% over last year  There were no significant expenses for the month of May.  Year to date, the endowment gain is $750K. For the month of May, the gain was $627K Director’s Report Tara shared that she and Janine had recently discussed Airlie’s historical artifacts and the ongoing challenge of not having a designated space for their display. Due to Janine’s professional relationship with the Cape Fear Museum, the museum has graciously stored these items on behalf of Airlie Gardens. Tara then introduced special guest Tess Will, Museum Registrar for the Cape Fear Museum. Ms. Will has played a critical role in researching several significant historical items in Airlie’s collection, which were AIRLIE GARDENS FOUNDATION BOARD PAGE 3 REGULAR MEETING JUNE 19, 2025 generously donated by an anonymous donor. These include photo albums, a lodge guest book, and a scrapbook—each containing unique and valuable historical information. Staff has been contacted by both the High Museum of Art in Atlanta and the Whitney Museum in New York, expressing interest in potentially exhibiting these items. Ms. Will explained that, due to their age, the items have deteriorated over time and are in need of conservation. The scrapbook is particularly fragile because of the adhesive used, which has begun to break down. The photo album dates back to 1904, while the Pembroke Park lodge guest book is from Christmas of 1915. Notably, the guest book contains photographs and handwritten names of visitors, including Eleanor Roosevelt. Some pages also feature sketches and guest addresses; one page has completely separated from the binding and would require reintegration during conservation. All materials have been digitized; however, Janine noted that public access to the original content has been closely managed. Airlie Gardens has a formal agreement with Cape Fear Museum for the storage and stewardship of its collection. Staff is requesting board approval to fund the conservation of these historical pieces. The estimated cost ranges from $2,250 to $5,000. The items will be transported to a conservation facility in Greensboro, where they will be evaluated. Conservators will provide a full assessment report and photographs, at which time an exact treatment cost will be confirmed. The process is expected to take approximately three months. Due to the upcoming exhibit at the High Museum scheduled to open in November, there is a time- sensitive need to begin the conservation process promptly. Following the presentation and with no further discussion, the following motion was made: MOTION: Shane Johnson SECONDED: Eric Blaesing that the board approve the expenditure up to $5,000 for the conservation of the historical pieces. Upon vote, the MOTION CARRIED UNANIMOUSLY. Tara provided an overview of the proposed budget for the upcoming fiscal year. She noted that casual part-time ticket agent positions may not be included in the County’s budget moving forward. These positions are vital to the daily operations of the garden and serve as the primary point of contact for visitors. To address this potential shortfall, Tara reallocated funds within the budget—adding $90,000 to support the ticket agent positions and removing $60,000 previously allocated for a new landscape technician position, which has been removed from the budget. Tara briefly reviewed revenue projections. Concert revenue is expected to decrease due to the loss of REV as a sponsor. Enchanted Airlie revenues are projected to remain stable. On the expense side, Tara noted that Enchanted Airlie expenses are expected to increase, primarily due to the purchase of new decorations. While large decorative items are not purchased annually, smaller filler items are procured each year to refresh the displays. A new budget item for the upcoming year includes sod replacement along the bridal walk. Additionally, staff will be planting more tulips and annuals, funded through a restricted estate gift account. Other expenses include the replacement of golf cart batteries under maintenance and repair, and Directors & Officers (D&O) insurance coverage. AIRLIE GARDENS FOUNDATION BOARD PAGE 4 REGULAR MEETING JUNE 19, 2025 Regarding the ticket agent funding, while $90,000 has been added to the budget, Tara noted that further review is needed to confirm if this amount adequately accounts for associated costs such as workers' compensation insurance. A revised figure will be presented once more information is available. Justin from Copley Investments is scheduled to attend the next meeting to present the financial report. Tara recommended that the board approve the transfer of $563,000 into the Endowment Fund. After a brief discussion, the following motion was made: MOTION: Shane Johnson SECONDED: John Russ, that the board move $563,000 into the Endowment. Upon vote, the MOTION CARRIED UNANIMOUSLY. Capital Outlay Update: In addition to the proposed capital outlay, Tara noted the availability of funds in "Bucket Two," which currently holds $199,000 in an I-Share short-term treasury account. She recommended that these funds remain in place, as they are not needed to support the proposed capital projects at this time. Staff has reviewed a range of potential capital projects and identified several priorities for near-term consideration. While not all projects are recommended for implementation in the upcoming fiscal year, the following items have been included in the short-term capital outlay planning:  Landscaping – $10,000: Scott has developed a phased plan for enhancements to the Camellia Garden, which is expected to take 3 to 5 years to complete.  Pergola Column Repair Engineering Assessment – $48,000: This is the highest priority item identified by staff.  Causeway Bulkhead Inspection and Design – Up to $25,000: This assessment will evaluate the condition of the bulkhead along the causeway.  Butterfly House Repairs: Originally constructed in 2010, the butterfly house requires repairs to its roof and screening. A new aluminum roof carries a 35-year warranty, while the screening has a 15-year warranty.  Storage Building: Currently, storage pods used for Enchanted Airlie materials cost approximately $22,800 annually. When funding becomes available, staff proposes constructing a 3,800-square- foot metal storage building with climate control to replace the rented pods. Tara proposed that the Board approve funding for the following priority projects:  Butterfly House roof and screening repairs  Engineering assessment for the pergola column repair  Causeway bulkhead inspection and design  Landscaping improvements to the Camellia Garden The following motion was presented for consideration. MOTION: Eric Blaesing SECONDED: Rob Zapple, that the board approve the expenditures for the butterfly house, assessment or the causeway and pergola, and the camelia garden bed improvements. Upon vote, the MOTION CARRIED UNANIMOUSLY. AIRLIE GARDENS FOUNDATION BOARD PAGE 5 REGULAR MEETING JUNE 19, 2025 Upon completion of the budget discussion the following motion was made: MOTION: Rob Zapple SECONDED: Eric Blaesing, that the board approves the 2025-2026 fiscal year budget. Upon vote, the MOTION CARRIED UNANIMOUSLY. Other Business. Mike Creed informed the Board that a property located at 110 Airlie Road is currently listed for sale. The parcel is relatively small and is being offered at $2.9 million, or $1.4 million in its current condition. Tara noted that, should the Board express interest, staff would be happy to further investigate the property and provide additional information. Next Meeting. July 17,2025 ADJOURNMENT There being no further business, the following motion was presented: John Russ MOVED; Rob Zapple SECONDED; that the meeting be adjourned. Upon vote, the MOTION CARRIED UNANIMOUSLY. The meeting adjourned at 9:45 a.m. Respectfully submitted, Latashia Smith Administrative Coordinator -Please note that the above minutes are not a verbatim record of the New Hanover County Airlie Gardens Foundation Board meeting.