Board of Trustees

Oakland Museum Of California Board Of Trustees Meeting Minutes
Regular Meeting
February 24, 2005
Museum Restaurant
4:00 p.m.– 6:00 p.m.

ROLL CALL

Trustees

Matthew Cox, Christopher Curtis, Virginia Furth, Lance Gyorfi, Melvin Harrison, Jacqueline Kane, Daryl Lillie, Judith McKee, Missy Nelson, Dennis Power, Marianne Robison, Katherine McKenney Shea, Mary Perry Smith, and Brian Washington

Trustees Excused:

William Chiasson, Richard DeAtley, Anthony Harris, John McDonald, Christopher McLain, Maria Ochoa, Laurence O’Neil, Phyllis Pfeiffer and Penelope Wong

Trustees Absent:

Harold Jones, Margaret Russell, and Timothy Silva

Staff Present:

Barbara Henry, Dorothy Hood, Christiaan Klieger, Linda Larkin, Mark Medeiros, William Milny, Carolee Smith, and Tom Steller

Volunteers Present:

Michael Coleman, Lois Corrin, Marilyn Couch, and Mary Reynolds

1. CALL TO ORDER/INTRODUCTIONS – Lance Gyorfi
Chair Gyorfi called the meeting to order at 4:20 p.m.

2. APPROVAL OF MINUTES – Lance Gyorfi
After a quorum was established the minutes were approved as follows:
On a motion duly made and seconded (Kane/Washington), the following resolution was unanimously adopted:

RESOLVED, that the minutes of the January 27, 2005 Board of Trustees meeting is approved as mailed.

3. CHAIR’S REPORT – Lance Gyorfi
Chair Gyorfi said former trustee Sheryl Wong will Chair the Capital Campaign Committee and trustee Jacqueline Kane has agreed to serve on this committee. Trustee Brian Washington asked that members review and give him feedback regarding the Issues to Include in MOU with City of which copies were distributed at the meeting.

Chair Gyorfi has requested that the Executive Director and staff prepare a business plan that will be presented before the Executive Committee. The Harvard Business School Community Partners group is preparing a report on museum marketing and communications and will make a presentation at the March Audience Development Committee meeting.

In the absence of Finance Committee Chair William Chiasson, Mr. Gyorfi reported that it appears that the budget will be balanced but is shy of the $400,000 surplus that was hoped for. When unrealized gain of $475,000 is included the final audit may reflect a small surplus.

Chair Gyorfi reported that after the Campaign Cabinet reviewed the “situational analysis” with consultant Lynne Heinrich, they endorsed a campaign goal for the first phase of $10 million and recommends that the Board of Trustees adopt it as the Phase I campaign goal.

Chair Gyorfi said the initial Phase I campaign goal was $44.6 million (including Measure G) but after analysis by consultant Lynne Heinrich it was determined that the goal should be $39.6 million. With this budget the board needs to adopt the goal of raising an additional $10 million above amounts raised or pledged so far. The Campaign Cabinet discussed the various criteria that should be met when adjusting the Phase I goal. Because of the decrease in the fundraising capacity for Phase I some projects, such as a new main entrance, have to be moved to a later phase of renovation. Trustees discussed the pros and cons of the museum having a new main entrance and whether it should be kept in the plans. The consensus of major donors was that the galleries should be improved and a new entrance was not high on their list. It was agreed the museum needs to get a momentum going and then it can go after a grand entrance.

On a motion duly made and seconded (Curtis/Furth), the following resolution was approved by the majority and opposed by trustee Robison:

RESOLVED, that the Board of Trustees accepts the recommendation of campaign counsel and the Campaign Cabinet and endorses a capital campaign goal budget for Phase I of the museum master plan of $39.6 million, made up of the following: $23.6 million from Measure G, $4.0 million in public and private funds received or pledged to date, $2.0 million in future planned gifts, and $10.0 million in public and private contributions and grants from this point on.

On a motion duly made and seconded (Kane/Washington), the following resolution was unanimously approved:

RESOLVED, that the Board of Trustees endorses an adjusted Phase I Renovation Plan expense budget that consists of the following elements and amounts: Entry, Miscellaneous Improvements, and general system upgrades at $5 – 6 million; CCRC for $.5 million (not including furnishings and fixtures); Art Gallery for $7.6 million; History Gallery for $9.3 million; Natural Science initial $4.3 - $5.3 million; and architects’ and engineers’ fees at approximately $2.0 million.

A discussion followed the reading of a proposed resolution regarding the sale of unaccessioned museum objects. Once an object is accessioned it becomes the property of the City of Oakland and can be sold only with the approval of the City. Unaccessioned museum objects are the sole property of the foundation and can be sold at the foundation’s discretion. It was determined that the gift of art that had been sold was an unrestricted gift and the foundation had legal title to it and, therefore, could use the funds from the sale as the foundation feels it is appropriate.

On a motion duly made and seconded (McKee/Harrison), the following resolution was unanimously approved as amended:

RESOLVED, that it is the policy of the Oakland Museum of California Foundation that proceeds from the sale of unaccessioned objects may be used for acquiring additional objects but funds can be used, from time to time, to cover operational expenses upon the review and recommendation of the Executive Director.

Priorities for the Foundation 2004/2005 – (as determined at the Oct. 2004 offsite)
Status: Feb. 10, 2004
Capital Campaign/Renovation
City/Foundation agreement
Audience Development & Marketing
Museum Staff performance and accountability
Revision of the Mission, strategy, tactics
Set up a robust, regular strategic planning process.
Trustee Orientation booklet
Excom added items:

• Mgmt Audit Letter items – Audit committee – C McLain – status – committee formed, charter approved at Jan 2005 board meeting. - Complete
• Harvard Business review key items – Aud Devel. – Tony Harris

4. EXECUTIVE DIRECTOR’S REPORT – Dennis Power
Executive Director Power said trustee William Chiasson made a significant Capital Campaign contribution through Fidelity Trust. In order to receive the funds the Foundation must set up a Capital Campaign account through Fidelity Trust. This account would be opened to accept the funds and then closed when the funds are received.

On a motion duly made and seconded (Smith/McKee), the following resolution was unanimously approved:

RESOLVED, that the Oakland Museum of California Foundation will open an account with Fidelity Trust in order to accept the funds donated by trustee William Chiasson through Fidelity Trust.

Because of lack of time, Executive Director asked trustees to review the distributed report he prepared, Periodic Report on Meeting Board Expectations, and to call him if there were any questions.

5. NOMINATING COMMITTEE REPORT – Daryl Lillie
Trustee Lillie said there were several upcoming events that will be used for cultivating donors and encouraged trustees to bring significant and prospective donors to these events. The events are: California Collectors Circle event – tour and lunch with sculptor Bruce Beasley on March 18th and two Donor Forum events on April 14th and May 26th. Trustees were also asked to complete the Board of Trustees Who’s Who form distributed at the meeting. The information provided will be incorporated in the Handbook for Trustees.

Trustee Lillie reviewed the results of the Board of Trustees Conference Evaluations and reported twenty-four trustees attended the conference and fourteen completed the questionnaire; nine Senior Staff attended and four responded. Respondents felt the conference objectives were met and the conference logistics and venues all received above average ratings. Some responses to the question “Did we make progress toward a clearer mission and vision?” responses were “Very focused” and “Important progress toward developing team cooperation between trustees and staff.” To the question “Do you have a stronger commitment to the objectives of the Board?” some responses were “Yes, as a result of the evidence of commitment from other trustees and staff.” and “Very motivating discussion and dialogue among the trustees.” To the question “Do you have greater clarity about trustee issues and the Renovation Project?” some responses were “Yes, however we need to keep dialogue between staff, board members, and administration. Still not clear how the changes will bring in a greater audience, improve revenues and advance the reputation of the institution.” “It was very helpful to get in smaller groups and have a dialogue regarding the renovation plans.”

It was decided by voice vote that the 2005 Conference will be held at the Hyatt in Monterey. Trustees Lillie and Shea will investigate possible dates and report to trustees as soon as possible.

6. WOMEN’S BOARD REPORT – Mary Perry Smith
Trustee Smith reported that the White Elephant Preview Sale grossed $255,719 and thanked trustees and staff for their help. The general sale will be held on March 5th and 6th and volunteers are needed to act as cashiers. Also, donated items are needed in the jewelry and boutique departments.

7. GOVERNMENT RELATIONS – Brian Washington
See Chair’s Report.

8. EDUCATION DEPARTMENT’S ROLE IN AUDIENCE DEVELOPMENT – Barbara Henry
Chief Curator of Education Barbara Henry said the Education Department is aware of the importance of audience development when planning programs and events. The department holds community and family events, school tours, and youth programs. The programs are developed to establish a sustaining audience; make programs relative and meaningful; provide a unique museum experience; and create a return audience. On days when events such as the Lunar New Year celebration are held, there is an increase in museum attendance and in store sales. Ms. Henry was thanked for her presentation.

9. REVIEW OF PROPOSED EXHIBIT AFTERSHOCK! – Mark Medeiros
Deputy Director of Curatorial Affairs Mark Medeiros said the museum is working with other museums and the California Historical Society regarding the 100th anniversary of the 1906 earthquake and fire. The Oakland Museum of California will have the largest exhibit about this earthquake called Aftershock! from April 1 to August 15, 2006. Two focus groups discussed the exhibit and a visitor’s study was done and some changes to the exhibit were made as a result.

Aimee Klask, Stacey Zwald, and Steve Wiersema were introduced as members of the team working on the Aftershock! exhibit. Ms. Klask gave an overview of the planned exhibit and said the exhibit will focus on the devastating earthquake and fire’s impact on people living in the Bay Area. There will be a pre-quake video that depicts San Francisco life before the earthquake. Personal earthquake stories have been identified from people within the African-American, Latino, and Asian communities. Various earthquake artifacts have been identified to be used in the exhibit and a shake table will be installed that will allow visitors to experience the earthquake. The exhibit will also include things that make it relevant to today’s visitors. The exhibit budget is expected to be from $350,000 to $400,000; so far, $100,000 has been received from the Women’s Board and $35,000 from FEMA. Ms. Klask was thanked for her presentation.

10. ADJOURNMENT – Lance Gyorfi
There being no further business Chair Gyorfi adjourned the meeting at 6:30 p.m.

Brian Washington
Secretary