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North Carolina Museums Council, Inc.
Fourth Quarter Board Meeting
Museum of the Cape Fear Historical Complex
Fayetteville, NC
Monday, November 5, 2007
Meeting was convened by Troy Burton at 10:35 am.
In attendance: Troy Burton, Harry Warren, Shelly Crisp, Bill Cissna, Jenean Todd, Ashley Poteat, Terra Steinbeiser, Lisa Colwell, Leigh Lasher White, Harold Jacobson, Courtney Hybarger, Jess Barker, Julie Thomas, Jeff Pettus, Catherine Coulter, Martha Battle Jackson, Richard Sceiford, Kathryn Beach, Lindsay Lambert, Dusty Wescott, Lise Swensson.
Meeting was convened by Troy Burton at 10:35 a.m.
NCHC Presentation: Shelly Crisp, new ex-officio board member: Museum on Main Street Project, Smithsonian traveling project-only comes to states through humanities councils. Met with NCHS & DCR, bringing it to NC. See attached handouts-6 pages. Concept to bring ‘museum quality’ exhibit to rural America.Music in NC. “New Harmonies: Celebrating American Roots Movement” Will present at NCMC conference. Six locations in a state a year-average 6-7 weeks per site.
New Meeting Process:
Leave off reading committee reports verbatim; reports must be sent in two weeks prior to meeting to Exec Committee. Sec will send out reminders three weeks prior. Sec will send out minutes one week prior to entire board. Separate items that need business or action taken-copy all to Sec and Pres. Can remove item from consent agenda and/or can add one day of meeting with board vote. Minutes don’t have to be read at meeting-fall under consent agenda.
Consent Agenda:
Approval of Minutes: May 7, 2007 & August 13, 2007, so moved, Courtney Hybarger, Second, Julie Bledsoe
New IRS Regulations: Julie Bledsoe Thomas, 990N: epostcard filing. Any non-profit with over $25,000.
JIMI Program/NCMC Scholarship: Martha Battle Jackson: Full disclosure: Ashley Poteat applied for JIMI this year. Jekyll Island Management Institute-put on with SEMC. Learn management styles-DISC. Working with board, vols, grant writing, PR/Marketing, Collections Management, disaster planning. NCMC the only state group other than Texas to offer scholarship. NCMC has given 3 scholarships at $550, pays for tuition, supplies, some meals. Tuition without in-kind would run $2200. Hotel gives lower rate.
NCMC acknowledged for giving scholarship in SEMC newsletter. Only listed as ‘partner’ on promo literature when donating at a higher level-over $1,000. Have to be a member of NCMC to receive scholarship. Should scholarship funding be added to March meeting? Yes. Money for scholarship should be sent in by Dec 31st to SEMC.
Newsletter Title: Lisa Colwell: Lisa passed out a list of prospective names. Dusty Wescott moved to table until March meeting for vote, Lindsay Lambert seconded. Board to email top two suggestions to Lisa, she will compile and we will vote in March.
Submitted Report: The Autumn 2007 newsletter was posted to the NCMC website on October 16. The Winter 2007 issue date is December 15, 2007 and will cover museum news and calendar events between January 15 and April 15, 2008. A reminder will be sent via the announcement list about 2 weeks before the December 5 submissions deadline.
NCMC Operating Guidelines: Richard Sceiford: Richard Sceiford passed out individual descriptions to each board member of their position and asked them to read through and revise based on actual duties. Need to adopt system for electronic voting, when appropriate and how to do it.
FoCOS Business Item: Richard Sceiford: Only put funding in 2007 budget for one FoCOS visit. Amend approved budget to pay for second visit (two applications turned in for 2007-usually do 2 a year-only put one in the budget) to Cherryville Historical Association. Second, Dusty Wescott. Courtney Hybarger called to question, Kathryn Beach seconded. Harry Warren voted against.
Recipients should send in a report/testimonial for marketing/PR? Pay for a membership? Recognize at the Awards Banquet. Suggestions will go to committee and come back to the board.
Future Meeting Planning: Courtney Hybarger & Jenean Todd: 2009 in Rock Hill/Charlotte with SC Museum Council. Wilmington plans are in very early stages, could easily switch. March 3-6, 2009.Motion, if conference plans work out with SC go ahead with 2009 conference planning in Rock Hill/Charlotte area, Kathryn Beach. 2010 conference will be in Wilmington. Jenean Todd seconded. Passed unanimously.
Annual Meeting Report: Kathryn Beach: Susan Daniels local arrangements chair. Fee increased to $150, Hilton Doubletree-free meeting rooms. Board meeting Wednesday morning. Tuesday night presentation. Info on website by mid-November will be able to take credit cards this year. Postcards telling people to see website for registration-can contact Kathryn for hard copy. Need to move application deadlines for scholarships up.
Reports emailed to NCMC Secretary:
President’s Report, Troy Burton
During the previous quarter completed or worked on the following tasks:
Submitted Final Grant report to the NC Arts Council.
Worked with Jeff Pettus to identify new Arts Section Chair.
Conducted partnership conversations with John Sherrer, President of the SC Museums Council, concerning a joint conference in 2010.
Met with City of Raleigh auditor concerning proposed changes in IRS reporting requirements for non-profits. Specifically spoke about how those changes would impact NCMC. Discussed changes with Executive Committee.
Worked with Executive Committee to create a new ex-officio position on the board for the North Carolina Humanities Council. Shelley Crisp, Executive Director of the
Humanities Council accepted the position.
Worked with members of the new North Carolina Museum Education Roundtable to establish a listserve on NCMC server space.
Accepted the resignation of Kelli Reich from the board as Public Relations Chair. Lindsey Lambert identified Jeff Bockert as the new chair of this committee. Jeff was gratefully elected by proclamation.
Vice President’s Report, Richard Scieford
FOCoS
At the August board meeting one FOCoS application, for the National Climatic Data Center in Asheville, was approved to provide two consultants to assess and advise the Data Center on issues relating to collections management and exhibit design. NCMC typically funds two different site visits each fiscal year, although board approval at today’s board meeting will be required for this year’s second site (Cherryville Historical Association) since it was not included in the approved budget.
Vice president is working to schedule two consultants simultaneously at the Data Center. Cherryville has applied for consultation in the areas of marketing and exhibit design, and Bill Cissna already has indicated he will be available for the marketing component. Once approved by the board, a second consultant will be determined and scheduling facilitated.
Operating Guidelines
At today’s meeting each committee and section chair will be given their committee’s description and responsibilities to overview and update or modify as needed. I will request any changes be sent to the vice president via e-mail and will distribute the updated operating guidelines ASAP to all board members.
Long-range Planning
An ad hoc long-range planning committee is being convened to review the 1998 long-range plan and develop a strategic plan for the NCMC by identifying goals and desired outcomes, priority action areas, and approaches to successfully managing and realizing these goals. It is proposed this committee meet in early December and be comprised of the following:
Troy Burton
Richard Sceiford
Terra Steinbeiser
Harry Warren
Ashley Poteat
Neil Fulghum
Treasurer’s Report, Julie Bledsoe Thomas
Assets
Checking Account $ 8,924.34
Money Market $49,394.01
Savings $ 59.73
MFS Investment Management $ 3,283.00
Total Assets $61,661.08
Nominating Report: Lindsay Lambert
Per the NCMC Operating Guidelines, the following NCMC Board positions are to be filled in even-numbered years (such as 2008): Annual Meetings Chair, Archives Chair, Governmental Affairs Chair, Newsletter Chair, and Professional Development Chair. Terms of service for those positions are two years.
Below is the official slate of nominees being recommended to the NCMC Board for election at the 2008 annual meeting.
Annual Meetings Chair |
Courtney Hybarger. Courtney is currently the Directory Chair. After the 2008 annual meeting, Catherine Coulter will be recommended to fill the Directory Chair position. Catherine has graciously agreed to this plan. |
Archives Chair |
Harry Warren |
Governmental Affairs Chair |
Edith Brady (See bio below.) |
Newsletter Chair |
Kyle Bryner (See bio below.) |
Prof. Development Chair |
Kathryn Beach |
Updated bio information for all returning Board members (Kathryn Beach, Courtney Hybarger, & Harry Warren) will be requested at the 11/05/07 Board meeting. Once that information is received, copies will be sent to the NCMC Secretary and the Archives Chair per the NCMC Operating Guidelines.
Bio – Kyle Bryner
Kyle Elizabeth Bryner is the Registrar and Collections Manager at the Museum of Anthropology at Wake Forest University in Winston-Salem, NC. She has been a member of the staff for since February of 2005. Prior to her time at MOA, Ms. Bryner worked at the Greensboro Historical Museum in Greensboro, NC, the Jefferson County Museum in Charles Town, WV and the NPS in Harpers Ferry, WV. Ms. Bryner has a BA in History, Anthropology and Geography and a MA in American History and Museum Studies. Ms. Bryner also holds a professional certification in Historic Preservation and is a Certified Institutional Protection Specialist. She is currently enrolled at George Washington University in the distance learning Museum Collections Management and Care certificate program.
Bio – Edith Brady
Edith Brady has been the curator of education for the High Point Museum since 2000. Previously she was the education coordinator for the Charlotte Museum of History and Hezekiah Alexander Homesite. She has also worked or interned at the Raleigh City Museum, Historic Oak View County Park, and the Levine Museum of the New South. Edith received her B.A. in history from Queens University of Charlotte and her M.A. in public history from North Carolina State University. She also completed the Duke Certificate in Nonprofit Management. Her professional service includes previous stints on the NCMC board as newsletter editor and professional development chair, local arrangements chair for the 2002 NCMC meeting in High Point, performing a FOCoS consultation in 2006, reviewing IMLS grants from 2003-2005, and serving as the NC state representative for Southeast EDCOM.
Student Affairs committee Peter Koch co-chair & Jennifer Litzelman co-chair:
The Committee has developed a poster session for the Annual Meeting. The deadline for student entries is December 7th. This deadline is later than other publication deadlines, though the committee hopes this extension will encourage more students to participate. Information pertaining to the poster session can be found on the website.
Membership Report, Terra Steinbeiser
Since the August Board meeting, I have processed:
TOTAL: 28 new memberships/renewals ($764)
I’ve also begun working to build up our membership by contacting our expired institutions, starting with the top membership category. In the database, there are 17 institutional members with a budget of over $1 million listed. Of the 17, there are nine current members. I wrote and mailed letters to the remaining eight on October 22 to invite them to renew their membership with the Council once again. As of yet, I have not had any renewals from these former members. Letters were sent to the following institutions:
Science Section Report, Leigh Lasher-White
Contacted some of our science section members to encourage them to send in session proposals. Stephanie McKenzie of Wilmington Children’s Museum, and Susan Daniels of Fascinate-U have agreed to present; additionally I have submitted to present the 2nd Annual Science Educators Showcase.
Over the past year, I have been exploring the potential of a professional development program for the NCMC Science section. On Thursday, August 23, 2007 I met with several members of the North Carolina Grassroots Science Museums Collaborative (GSMC) Program Committee to discuss their involvement and the need for Professional Development opportunities. Executive Director, Fran Nolan, contacted the director of each GSMC museum to request their assistance with this endeavor. Surveys were emailed to the Education Director of each museum, and the following week we followed-up the email with a phone call to discuss the survey with each educator. Response from science museums was 100%. 88% of the respondents responded that they did have a need for Professional Development opportunities. A copy of the survey questions, and a brief summary of responses is attached. A preliminary meeting of science museum educators is scheduled for January 28, 2008 at the NC Grassroots Science Museums Annual Meeting. In the past, this meeting was open to museum directors only, so this will be the first chance for educators to convene.
Science Section Survey Questions
Science Section Survey Results
In summary, the 26 interviewed science departments and museums identified professional development needs, as well as organizational strengths that they are willing to share. The responses suggest receptivity to annual or semi-annual professional development training.
26 education directors representing 26 science centers and museums were interviewed. (See Table 1 for a list of participating science centers.)
Education directors reported strengths that were characterized by the following: strong programming, experienced staff, partnership building, unique location or facilities, and scientific expertise.
23 of 26 education directors reported professional development needs; specific needs are addressed in Table 2.
102 to 122 science educators (out of 175 education department employees) from the interviewed sites would likely attended professional development workshops.
20 education directors reported that is was very likely staff would attend; 6 education directors reported staff would be somewhat likely to attend.
Educators expressed an interest in annual (7) or semi-annual (6) offerings. Some would be interested in quarterly (3) or monthly workshops (3).
Educators’ preferences for timing of the workshops, in order or popularity, are January, September, December, and August. They would strongly prefer weekdays; Monday was most frequently endorsed, followed by Wednesday, and Tuesday or Friday.
24 education directors reported that their institution could contribute to professional development by providing training in 1) content expertise, 2) programming development, and 3) museum operations.
8 institutions can provide meeting space.
Table 1: Interviewed Science Museum and Education Department Profile
|
Education Department or Museum |
Size of Education Staff |
Number of Possible Workshops Participants |
1 |
Aurora Fossil Museum |
1 |
1 |
2 |
Cape Fear |
4 FT & 2 PT |
2 to 5 |
3 |
Carolina Raptor Center |
6 |
2 to 6 |
4 |
Catawba |
5 FT & 5PT |
5 to 10 |
5 |
Children's Museum of Wilmington |
2 |
2 |
6 |
Colburn Earth and Science Museum |
2 |
2 |
7 |
Core Sound Museum |
1 |
1 |
8 |
Discovery Place |
30 |
30 |
9 |
Fascinate-U Children’s Museum |
2 |
2 |
10 |
Granville County |
2 |
2 |
11 |
Highlands Biological Center (HBC) |
1 |
1 |
12 |
Iredell Museums |
2 |
2 |
13 |
Kidsenses |
4 |
2 to 4 |
14 |
Morehead (MPSC) |
15 FT & 35PT |
14 to 16 |
15 |
Museum of Coastal Carolinas |
2 |
1 |
16 |
Museum of Life and Sciences |
6 |
4 or more |
17 |
Natural Science Center of Greensboro |
5 |
5 |
18 |
NC Museum of Forestry |
1.5 |
1.5 |
19 |
PARI |
3 |
3 |
20 |
Port Discover |
2 |
2 |
21 |
RM - CMSC |
4 FT & 10 -14 PT |
1 to 3 |
22 |
Robeson County Planetarium |
1 |
1 |
23 |
SciWorks |
7 FT |
7 |
24 |
Sylvan Heights |
1 |
1 |
25 |
Health Adventure |
6 |
4 |
26 |
Western NC Nature Center |
3 |
3 |
|
Totals |
175 |
102 - 122 |
Table 2: Professional Development Needs (In Order of Frequency of Request)
Requested Topics |
Frequency of Request |
Workshop Ideas |
Networking Opportunities |
6 |
Discuss Best Practices (1), Problem-Solving (1); Being introduced to new ideas (4) |
Content Knowledge |
5 |
Meteorology (1), Physics & Physical Science (2), Using science equipment and technology such as microscopes (1); Understanding difference between informal and formal science methods (1) |
New Program Ideas |
4 |
Current/Emerging Science like Bio-Chemistry and Nano Science (2); Hands-on Science (1), Outdoor Programming (1) |
Programming for Specific Populations |
4 |
K-2 students (1), Middle & High School Students (1), Adults (1), Special Needs Students (1) |
Public Relations |
4 |
Proven PR Methods (1), Increasing School Participation (2), Outreach (1) |
Exhibit Development |
3 |
Displays (1), Ideas for Exhibits (1), Exhibit Construction (1) |
Grant Writing |
3 |
|
Science Demonstrations |
3 |
On-floor demonstrations (2), simple science experiments (1) |
Innovative Programming |
2 |
Combining math, social Studies, etc. (1); Everyday Science with easily accessible items (2) |
NC Course of Study |
2 |
Program Alignment with and Review of Major Content Knowledge (2) |
Volunteer Management |
2 |
Volunteer Coordination (1); How to Use Volunteers(1) |
Strategic Planning |
1 |
|
Team Building |
1 |
|
Traveling exhibits |
1 |
Linking to ideas and resources |
Governmental Affairs Chair Report, Catherine Coulter
I have no news to report on the governmental affairs side this quarter.
My two year term as Governmental Affairs Chair has been enlightening and enjoyable and I appreciate the opportunity to serve the Council in this challenging capacity. However, I have never felt adept at being properly ear to the ground for the political movements we really need to know. This being said, I have asked that someone more in tune to the political nature of our community be selected for this position in the new term and I believe Lindsey has found an excellent candidate. I have agreed to continue to serve on the board in another capacity if the membership sees fit.
SEMC Representative Report, Dusty Wescott
SEMC 2008 MID-YEAR MEETING
The mid-year meeting in Birmingham will be February 27-29, 2008. The program committee will be Wednesday, February 27, council committees on Thursday, February 28, and council meeting will be Friday, February 29. SEMC INCORPORATING STATE DIRECTORS INTO DIRECTORS AT LARGE
The SEMC Executive Committee is in the process of discussing incorporating the state directors as part of the directors at large. Our timeline is to have the process completed by October 2008. The reason we are exploring this action is because the council is too large to accomplish our current goals.
The Southeastern Museums Conference is the only regional museum association that has specific representation by individual states. Over the years the representation from some states has been spotty. Some states present highly qualified candidates such as you, while others submit the past or present state president for nomination whether or not that person has any history of participation in SEMC, still others simply appoint a representative without consideration of the individual’s involvement with our organization.
The result is that we sometimes have problems making a quorum at council meetings because too few state representatives are present, and in several cases we have had to dismiss the person because they were not members of SEMC. I am certain that you can understand the problems that arise from this situation at a time when SEMC needs committed leadership to resolve our challenges. In the next two weeks, please let me know what is your ideas of how we can make this transition very smooth and who would you recommend to be the director at large from your state.
It is always difficult to make changes in an organization but with your help, we can make this transition work and make SEMC an even stronger organization. If you have suggestions or comments about the transition, please let Bob know at (205) 324-1911 or rrathburn@slossfurnaces.com.
SEMC NEWSLETTER INFORMATION
The deadline date for the next newsletter (April, May and June 2008) is January 20, 2007. We request that our individual and institutional members, who want information in the state reports, send it to the state directors by the 20th of the month before the deadline. For example, for the next newsletter, they need to have the information to the state directors by January 20 and state directors will have the information to Jane Creedon by February 11. The deadline dates for 2008 are listed at SEMC Important Dates at the very end of the report.
If you have information for our WHAT’S HAPPENING Section (Awards, Call for Papers, Fellowships and Grants, Meetings and Conferences, and Professional Development), those come directly to me at rwaterhouse@semcdirect.net by January 20.
SEMC IMPORTANT DATES
SEMC JIMI 2008, January 22-29, Jekyll Island, GA
SEMC 2008 Annual Meeting, October 14-18
February 1 SEMC Program Proposals Due
July 11 SEMC Scholarships Applications Due
July 25 HHMAG Scholarships Applications Due
August 15 SEMC 2007-08 Curators’ Competition
SEMC Publication Design Competition
SEMC Awards Nominations Applications Due
INSIDE SEMC Newsletter Deadline Dates for information to newsletter coordinator or SEMC executive director
January 20 April, May, June 2008 Information
April 20 July, August, September 2008 Information
July 20 October, November, December 2008 Information
Directory Chair Report, Courtney Hybarger
I have looked into different formats for the directory. Our current format is less cost effective than an 8x10. More entries on fewer pages also will cost less to mail. We can have a glossy cover added for not extra cost. I cannot get a definite quote until we decide on an amount. I would prefer to use the company who printed the directories last time. They are familiar with the project and were very cost effective in 2005.
Annual Meeting, Courtney Hybarger
A proposal has been sent in to SCFM for a 2010 joint meeting in Rock Hill/Charlotte area. However, after talking with Jill Koverman the future president I found out that they would like this meeting pushed up to 2009.
Awards Committee, Jenean Todd
Standardizing awards-using proper names, etc
History Section suggested “best of exhibit” award. They will be creating criteria, small vs large, etc. Announce at 2008 meeting for 2009.
Disaster Relief Plan: Dusty Wescott
Dusty, Martha, and John Campbell are revisiting. CRERT:Cultural Resources Emergency Response Team. Creating emergency ‘call’ team-will probably have to be a quasi-state agency. Set up emergency closets throughout the state. Will have to have special state id’s to get through barricades, etc.
Adjourned: 2:09 p.m.
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