Board of Trustees

Oakland Museum Of California Board Of Trustees Meeting Minutes
Regular Meeting
April 28, 2005
Natural Sciences Gallery Side Bay
4:00 p.m.– 6:00 p.m.

ROLL CALL

Trustees

Richard DeAtley, Virginia Furth, Lance Gyorfi, Jacqueline Kane, Daryl Lillie, Judith McKee, Christopher McLain, Phyllis Pfeiffer, Dennis Power, Marianne Robison, Margaret Russell, Katherine McKenney Shea, Mary Perry Smith, Brian Washington, and Sheryl Wong

Trustees Excused:

Dale Block, William Chiasson, Matthew Cox, Christopher Curtis, Anthony Harris, Melvin Harrison, John McDonald, Missy Nelson, Maria Ochoa, and Penelope Wong

Trustees Absent:

Harold Jones and Timothy Silva

Staff Present:

Deborah Cooper, Richard Griffoul, Barbara Henry, Dorothy Hood, Linda Larkin, Bill McMorris, Mark Medeiros, William Milny, Carolee Smith, and Tom Steller

Volunteers Present:

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

Guest Present:

Linda Crittondon

1. CALL TO ORDER/INTRODUCTIONS – Lance Gyorfi
Chair Gyorfi called the meeting to order at 4:15 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 (Furth/Pfeiffer), the following resolution was unanimously adopted:

RESOLVED, that the minutes of the March 24, 2005 Board of Trustees meeting is approved as mailed.

3. CHAIR’S REPORT – Lance Gyorfi
Chair Gyorfi announced that Lon O’Neil resigned from the Board of Trustees because his time has become more limited due to additional job responsibilities. His company, Kaiser Foundation Health Plan, plans to recommend another employee to be considered for a board appointment.

Jacqueline Edwards, City of Oakland Office of Personnel, said it has been decided which search firm will be used in the recruitment of the museum’s executive director; the firm will be notified next week. The city will fund the search process and has also agreed to meet with foundation representatives to set the criteria for the executive director position. An effort is now being made to find a person to head the Gala Planning Committee. Trustee Shea agreed to be part of the committee.

Chair Gyorfi said the Foundation was initially a granting organization but over the years it has assumed more financial responsibility and now has a payroll of $2.75 million. Because the Foundation has picked up more financial responsibilities, there is a need to change some of the expectations of trustees. Presently, the annual gift expected from a trustee is $2,500. After looking at the financial contributions of trustees on other boards in the area, it was determined that the Foundation’s trustees’ annual contribution of $2,500 is too low. There is a concern that if the annual gift is increased the board may lose some members, however an increase is necessary. It has been determined that the annual gift expected from new trustees will be increased to $5,000 and the “board giving” category of the annual operating budget be increased from $100,000 to $150,000.

A general discussion followed with suggestions, such as, exceptions being made for trustees who raise funds from outside sources. It was also noted that some trustees may feel uncomfortable with having to give $5,000 and it was suggested that trustees talk on a one-on-one basis with a member of the Development Department or directly with the Board Chair. The Executive Committee agreed that all current trustees’ annual gifts would remain at $2,500 but new trustees would be expected to give at the $5,000 level. However, current members will be asked to double their contributions if possible; these funds would be included in the 2005 budget. With the approaching Capital Campaign, it is essential that the foundation is financially stable.

Chair Gyorfi briefly reviewed the revised “Building & Gallery Renovation Project Controls and Delegation of Authority Policy Statement Report” which was included in the board packet.

On a motion duly made and seconded (McLain/DeAtley), the following resolution was unanimously adopted:

RESOLVED, that the revised “Building & Gallery Renovation Project Controls and Delegation of Authority Policy Statement Report” be approved as mailed and to be effective as of the date of the original document which is June 1, 2003.

4. EXECUTIVE DIRECTOR’S REPORT – Dennis Power
Executive Director Power said the city administrator’s budget will be made public and submitted to the City Council on May 6th. He has worked to ease the responsibilities of the new director by divesting the department of duties not related to the museum and to allow more time for fund raising. Accordingly, beginning July 1, 2005 the Office of Parks and Recreation will be responsible for the Malonga Arts Center; Cultural Funding and Public Art will go the City Administrator’s office; and the Kaiser Convention Center will be closed. The museum will lose one full-time and one part-time employee.

As of the end of March 2005, attendance for the last twelve months was 130,000; 12-month attendance last November was 120,000 and last year was 140,000. Trustee Furth reported there are 9,205 active museum members and the development staff will meet all budget goals this year.

5. TREASURER’S REPORT – William Chiasson
In the absence of trustee Chiasson, Chair Gyorfi said the foundation budget, in its present state, has about a $300,000 deficit which is down from the originally projected deficit of $900,000. There is about $780,000 in the unrestricted fund; under normal circumstances these funds should be at about $1.5 to $2 million in cash reserves. Director Power advised the Executive Committee that he expects to achieve a balanced budget by the end of the fiscal year.

6. WOMEN’S BOARD REPORT – Mary Perry Smith
Trustee Smith reported the Women’s Board is in the process of working on their budget and she will make a report at the next trustees meeting. Also, the truck is now picking up items for the White Elephant Sale.

7. MOU WITH CITY – Brian Washington
Trustee Washington said he has talked with representatives of the City Attorney’s office and the City Administrator’s office. The drafting of the MOU has begun but there are various things that require further discussion. There have not been any difficulties at this point.

8. AUDIENCE DEVELOPMENT – Anthony Harris
Trustee Katherine Shea said she met with Deputy City Administrator Niccolo De Luca regarding changing the museum’s name as recommended in the Harvard Business School Partners Report. Mr. DeLuca was impressed with the report and said the city would want to help with any required new signage.

9. CAMPAIGN CABINET – Sheryl Wong
Trustee Wong said the committee met with the Nominating Committee to discuss possible candidates to serve on Campaign Cabinet sub-committees. The next Campaign Cabinet meeting is May 5, 2005.

10. ADJOURNMENT – Lance Gyorfi
There being no further business Chair Gyorfi adjourned the meeting at 5:00 p.m. to be followed by a presentation of Gallagher & Associates.

Brian Washington
Secretary