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Oakland Museum
Of California Board Of Trustees Meeting ROLL CALL Trustees Present: Ophelia Basgal, William Chiasson, Christopher Curtis, Richard DeAtley, Virginia Furth, Lance Gyorfi, Melvin Harrison, Daryl Lillie, John McDonald, Christopher McLain, Jackalyne Pfannenstiel, Dennis Power, Margaret Russell, Pamela Sher, Mary Perry Smith, and Brian Washington Trustees Excused: Anthony Harris, Harold Jones, Missy Nelson, Maria Ochoa, Phyllis Pfeiffer, and Katherine Shea Trustee Absent: Judith McKee, Kirk Miller, and Marianne Robison Staff Present: Jan Berckefeldt, Deborah Cooper, Dorothy Hood, Linda Larkin, Dahlia Massehian, and Mark Medeiros Volunteers Present: Sue Cake, Lois Corrin, Mary Reynolds, Jeanne Ryan, and William Ryan 1. CALL TO ORDER/INTRUDUCTIONS - Jackalyne Pfannenstiel Chairman Jackalyne Pfannenstiel called the meeting to order at 4:15 p.m. and announced the tour of the Collections Center would be cancelled due to inclement weather. It will be rescheduled for a later date. 2. APPROVAL OF MINUTES - Jackalyne Pfannenstiel Trustee Brian Washington suggested amendments to the two resolutions passed at the February 26, 2004 meeting as follows: Gallagher Contract
Measure G Funds/California Collections & Research Center
On a motion duly made and seconded (Harrison/Gyorfi), the following resolution was unanimously adopted:
3. CHAIRMAN’S REPORT – Jackalyne Pfannenstiel Chair Pfannenstiel said if it is determined that the board will meet in July, she ask that the meeting be held a week earlier than usual. The schedule of board meetings will be reviewed at the next meeting. Executive Director Dennis Power and Ms. Pfannenstiel met with the group from the Harvard Business School Community Partners. They are enthusiastic and will examine how the museum might earn more revenue. Three business plans will be created – one each for the store, facilities rental, and conservation center -- and will be completed in approximately three months, after which the group will meet with the full board to present their findings. 4. EXECUTIVE COMMITTEE REPORT – Jackalyne Pfannenstiel No report. 5. EXECUTIVE DIRECTOR’S REPORT – Dennis M. Power Executive Director Power directed attention to the literature distributed at the meeting regarding the opening of a Rebecca Welz exhibit at Gallery 555. He also said museum attendance was up during the closing weeks of the David Ireland exhibit. The National Endowment for the Humanities (NEH) has extended the contract that awarded $700,000 to be used for the California Collections and Research Center (CCRC). The museum will start spending money from these funds to purchase equipment. Because steel prices are going up, the cost will rise accordingly for the CCRC equipment so it is necessary to lock into a contract. Dr. Power will commit the NEH grant entirely to this purchase, plus an additional amount from the museum’s Capital Improvement Program (CIP) fund held by the city. The need to hire contract temporary staff to work on the renovation project was discussed at the last meeting. The Renovation Oversight Committee agreed that funds should be allotted for this. The approval of the Executive Committee will be sought for the spending of these funds after the costs are determined. Deputy Director Mark Medeiros was successful in reducing some of the costs with Gallagher & Associates. 6. RENOVATION OVERSIGHT COMMITTEE – Lance Gyorfi Chair Gyorfi reiterated that the $5 million to be used for the California Collection and Research Center was taken from the money allocated for the renovation of the History Gallery, which means the renovation of that gallery will be delayed. The MOU with the city has been finalized and will be signed by Chair Pfannenstiel. Brian Washington, Christopher McLain, Kirk Miller, Mark Medeiros, and Dennis Power were thanked for their assistance. The RFP for architectural services is nearing completion and the Foundation does not have to accept the lowest bid. The city’s Public Works Agency is handling this part of the project. 7. DEVELOPMENT COMMITTEE – Richard DeAtley and Virginia Furth No report. 8. NOMINATING COMMITTTEE – Daryl Lillie No report. 9. FINANCE COMMITTEE – William Chiasson Chairman Chiasson reported the February financial reports will be completed in another week. The deficit has been reduced by about $68,000 due to the reduction of projected expenses in the budget of the Development Department. The foundation’s Budget and Financial Analyst Ambrus Reese has reviewed the financial reports and has identified some areas of concern, such as the rising medical expenses. There will be a review of the proposed fiscal year 2005 budget on June 23, 2004. The foundation’s endowment has been divided between two portfolio investment managers, Dodge & Cox and Merrill Lynch and Dodge & Cox has consistently provided higher returns. The Finance Committee will make a recommendation at a subsequent board meeting as to whether the investment portfolios should be consolidated. The committee has also discussed the Investment and Spending Policies, specifically allocating funds from the endowment to the operating budget and the direction on investment mix and risk profiles that should be provided to the investment managers. Controller William Milny will mail, when completed, the February financial reports to members. Mr. Milny made a recommendation, which the committee approved, for insurance coverage for directors, officers and staff. The coverage remains the same overall and the premium has been substantially reduced. The policy also covers former trustees and the exclusions are essentially the same as the previous policy. Mr. Milny will provide a written report on the insurance policy. 10. CAMPAIGN CABINET – William Chiasson Development Director Jan Berckefeldt said the committee had discussed the language to be used when talking about the Capital Campaign. It must be determined what the milestones are in order to complete the core projects. The core projects, i.e. renovation of galleries, creation of a new entrance, etc. must be focused on and completed before working on the long-term plans such as the construction of a museum tower. Ideally, the architectural improvements and the first renovated gallery will open in the year 2007 with a new gallery opening each succeeding year. It is estimated that $67.3 million is needed to complete the core projects. With the 23.6 million from the Measure G bonds, another $44 million is needed for the core projects. Funds can be accepted for future projects or pledged over a five-year period. When discussing the project with potential donors, it is important to talk about the entirety of the core projects so it is known that the whole project will eventually be completed and in order to present the naming opportunities. The art donors will be targeted first since they are the largest donor base. Ms. Berckefeldt encouraged trustees to be positive about the campaign. The board has to believe that the money can be raised for the campaign. Trustees should listen carefully to any criticism but should not ad lib a response if they don’t have the correct information to give a proper response. The potential donor should be assured their concerns will be addressed after the trustee has received the correct information. Chair Pfannenstiel said campaign funding training will take place at the April 22, 2004 board meeting. That meeting will begin at 3:30 p.m. in order to accommodate other business. The Campaign Cabinet has already received two hours of training and trustee Chris Curtis said the training was very important and directed the members’ attention to Campaign Cabinet packets distributed at the meeting. The packet contained material that will help trustees cultivate donors. Make-up sessions will be held for those who will not be able to attend the next training session. 11. WOMEN’S BOARD – Mary Perry Smith Trustee Smith announced the White Elephant Sale (WES) grossed $1,131,322.07, which is $10,000 more than last year. She thanked the museum for providing the refreshments for the WES Celebration. Trustees were also thanked for their support and encouraged to attend the WES celebration next year. All merchandise left over from the sale is donated to other organizations. This year, Homeland Security took all the suitcases and will use them to train dogs. Ms. Pfannenstiel made the following motion, seconded by Virginia Furth, and passed unanimously:
Trustee Furth thanked Barbara Henry, Jan Berckefeldt and members of the Development Department for their assistance at the sale. It was suggested that the video shown at the WES celebration be shown at the next board meeting. 12. OTHER Museum Advisory Committees – Ophelia Basgal Trustee Basgal said the museum depends on the advisory committees for community outreach and suggested that the board consider some kind of ex-officio role for the committees. It would make the board and committees feel more connected to the other. It was suggested that if the advisory committees become ex-officio members then the guilds should also be included. It was agreed that a study should be done to determine what would be the advisory committees’ role, what are their needs, and what do they want to accomplish. Chair Pfannenstiel will confer with the chair of the Audience Development Committee, Kirk Miller, to have that committee look into this. Gala Committee – Daryl Lillie Ms. Berckefeldt
said she and her staff are working hard
on the Gala’s after-hours events. The purchasing of corporate
tables is down from last year but some are still pending. Four
hundred seats have been sold and the Gala will probably sell
out. There being no further business Chair Pfannenstiel adjourned the meeting at 5:45 p.m. Christopher M. McLain Secretary
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