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Oakland Museum
Of California Board Of Trustees Meeting ROLL CALL Trustees Present: William Chiasson, Christopher Curtis, Richard DeAtley, Virginia Furth, Lance Gyorfi, Melvin Harrison, Harold Jones, Judith McKee, Kirk Miller, María Ochoa, Jackalyne Pfannenstiel, Phyllis Pfeiffer, Dennis Power, Marianne Robison, Katherine McKenney Shea, Pamela Sher, Mary Perry Smith, and Brian Washington Trustees Excused: Ophelia Basgal, Anthony Harris, Ted Lagreid, Daryl Lillie, John McDonald, Christopher McLain, Missy Nelson Trustee Absent: Margaret Russell Staff Present: Jan Berckefeldt, Deborah Cooper, Dorothy Hood, Linda Larkin, and Mark Medeiros Volunteers Present: Michael Coleman, Jeanne Ryan, and William Ryan 1. CALL TO ORDER/INTRODUCTIONS – Jackalyne Pfannenstiel Chairman Jackalyne Pfannenstiel called the meeting to order at 4:15 p.m. Ms. Pfannenstiel thanked the Women’s Board for the tour of the White Elephant Sale warehouse and their hospitality by hosting the Board of Trustees meeting. 2. APPROVAL OF MINUTES – Jackalyne Pfannenstiel On a motion duly made and seconded (Curtis/Pfeiffer), the following resolution was unanimously adopted: RESOLVED, that the minutes of the January 22, 2004, Board of Trustees meeting be approved as mailed. 4. CHAIRMAN’S REPORT – Jackalyne Pfannenstiel Chair Pfannenstiel announced a change in the agenda due to the absence of trustee Ophelia Basgal who was to report on lobbying activities. Ms. Pfannenstiel said although the lobbyists of Townsend Public Affairs have been active on the Museum’s behalf, financial support, particularly funding for the CCRC, has not been forthcoming. Townsend Public Affairs is considering ways to reduce their fees. Ms. Pfannenstiel reported that she, trustee Marianne Robison, and executive director Power met to discuss what it would mean if the Pardee Home Museum came under the responsibility of the Museum Foundation. Trustee Robison said the Pardee Home belonged to Governor Pardee and had been occupied by family members up until the death of Helen Pardee. The house is a historic landmark located in downtown Oakland and is preserved intact with all of the Pardee belongings. Ms. Pardee’s will directed that the care of the house should be run by a board of directors as long as two members of the Pardee family were included on the board. The will stated that in the year 2006 the house would be turned over to the Oakland Museum Association of which the Oakland Museum’s Foundation is its unofficial successor. If the Foundation declines to take on the responsibility of the house, it will be offered to the University of California. Chair Pfannenstiel asked that other interested trustees join trustee Robison in working on a subcommittee to investigate further the relationship between the Pardee Home museum and the OMCA Foundation and make a recommendation to the Board. Executive Director Power said the Public Ethics Commission will deliberate on whether the Oakland Museum of California Foundation comes under the jurisdiction of the Commission and the Public Records Act, in response to issues raised by an Oakland resident David Mix. The Commission meets on Monday, March 1, 2004 and trustee were invited to attend the meeting. 5. EXECUTIVE COMMITTEE REPORT – Jackalyne Pfannenstiel No report. 6. EXECUTIVE DIRECTOR’S REPORT – Dennis M. Power Chair Pfannenstiel reminded members that it was agreed some time ago that agenda items that required decisions would be written up as a report and mailed to trustees before the scheduled board of trustees meeting. Agenda items would be voted on only after a full discussion by members. The previously distributed agenda report regarding the contract with Gallagher & Associates and the agenda report regarding the use of Measure G Funds to renovate a building to house the California Collection and Research Center are to be discussed at this meeting. Decisions do not have to be made at this meeting. However, decisions can be made at this meeting if members are ready to do so. Executive Director Power spoke on the agenda item regarding the exhibit design firm Gallagher & Associates. He asked the board to consider a schematic design phase contract with Gallagher & Associates in an amount not to exceed $636,670. An additional $389,000 for other consultants and temporary museum staff specifically devoted to the reinstallation is needed as well. Additional temporary staff is needed to work on the project. The temporary staff would be Foundation employees. It was suggested and then discussed that the board act on the full contract of $2.0 million and include in the contract a condition that the contract can be cancelled at the end of any phase. On a motion duly made and seconded (Harrison/Jones), the following resolution was unanimously adopted:
Trustee Melvin Harrison spoke on the agenda item regarding using Measure G funds for renovating the California Collections and Research Center (CCRC). He said in an effort to find money to buy a building to house the CCRC, the project fell behind schedule. In doing so, the response that was due to the National Endowment for the Humanities (NEH) on January 1, 2004 was not filed. Another NEH report is due May 1, 2004 which is to report that the museum has successfully raised its portion of funds. The museum could be in jeopardy of losing the $700,000 awarded by the NEH to purchase collections storage equipment for the CCRC. In addition, the museum’s accreditation will be in jeopardy if an action plan is not forthcoming. A bare-bones budget of $6.3 million is needed to file with the report due the NEH on May 1, 2004. Of this, $1.3 million is in hand; $5.0 million will have to be raised or taken from the Measure G funds. Trustee Gyorfi said the board had previously believed that Measure G funds would not have to be used to buy a building to house the CCRC because other funds would become available. What is being proposed is not to buy the building at 450 Lancaster Street, but that $5.0 million of Measure G funds be used for renovation purposes only. Further efforts are being made to decrease the expenses of the CCRC projected budget. Executive Director Power said passing a resolution to use $5.0 million of Measure G funds allows the museum to report a plan to the NEH and the American Association of Museums Accreditation Commission. The next step would be to work with contractors to get the price down. If funding is in place the NEH could be asked for an extension. The city is obligated to pay the CCRC’s rent and it is believed the city will eventually purchase the building, especially with the improvements, after the lease expires in February 2011. Concern was expressed about the public’s perception that the museum is spending $5.0 million of Measure G money on a building that the city does not own. The public should be informed that the funds are being spent to protect the city’s collection as the collection has to be removed from the Army Base by August 2006. Also, the museum will also lose its accreditation without an adequate collections facility. The public reaction would be more negative if nothing were done to secure a facility for the collections. Critics could also say that Measure G funds were raised for a museum that is not accredited. On a motion duly made and seconded (Washington/Harrison), the following resolution was unanimously adopted:
7. RENOVATION OVERSIGHT COMMITTEE – Lance Gyorfi No report. 8. DEVELOPMENT COMMITTEE – Richard DeAtley and Virginia Furth No report. 9. NOMINATING COMMITTTEE – Daryl Lillie No report. 10. FINANCE COMMITTEE – William Chiasson Trustee Chiasson reviewed the January Budget Comparative Report, which was distributed at the meeting. As of the end of January, there is a deficit of $203,064 (excluding increases to the Endowment, or Restricted Gifts, unless they pertain to the expenses incurred in the first seven months). The deficit is net of a $569,286 unrealized gain on investments. Included in the numbers is a deficit from the Guilds and Councils (over which the foundation does not have control). Only recently have all the activities of the museum guilds and councils activities been included in the Budget Comparative Report. Due to timing of revenues received for trip expenses incurred this year, the guild activities comprise $129,000 of the $203,000 deficit. The deficit also stems from the drop in membership and attendance and also a $227,000 grant from the Women’s Board, which was included in the FY 2003/04 budget, but booked in FY 2002/03. The current full year forecast deficit is currently projected to be around $200,000. However, it is possible the deficit will be less than expected because the investment portfolio may grow. Funds managed by Dodge & Cox have consistently done better than those with Merrill Lynch. The committee will conduct due diligence meetings with both investment managers and determine whether to consolidate the investment portfolio with one manager. The committee is looking at FY 2003/04 revenue sources to pinpoint deficiencies. The FY 2004/05 budget will be developed in a manner to offset this year’s deficit. 11. CAMPAIGN CABINET – William Chiasson The Capital Campaign Committee meets twice a month and consist of trustees, former trustees and staff. The objectives of the committee are to:
Trustee Chiasson noted that this does not reduce the role of the board regarding funding strategies. The committee has helped to build and review a potential donor list and has discussed naming opportunities. Mr. Chiasson asked trustees to help staff to:
The Capital Campaign Committee will receive training along with the Executive Committee on March 2, 2004 at 3:30 p.m. and other trustees were invited to attend. 12. WOMEN’S BOARD – Mary Perry Smith Trustee Smith welcomed members to the White Elephant Sale warehouse and introduced co-chairs of the White Elephant Sale, Deborah Wentworth and Dena Canty. Each year the sale is more profitable and last year topped $1.0 million. Much work goes into preparing for the sale. Trustees were invited to walk through the building after the meeting. The Women’s Board was thanked for its long commitment to the museum. 13. OTHER Gala
Committee – Daryl
Lillie Trustee
Orientation – Katherine
McKenney
Shea Board
Meeting
Agenda – Jackalyne
Pfannenstiel 14. ADJOURNMENT – Jackalyne Pfannenstiel There being no further business |