Minutes of the Centerville City Whitaker Museum Board meeting held Thursday, July 5, 2007 at 7:00 p.m. at the Whitaker Museum, 168 North Main Street, Centerville, Utah.
MEMBERS PRESENT:
Rebekah Barton, Chair
Richard Henrichsen
Priscilla Todd
MEMBERS ABSENT:
Frank Hirschi
Paul Smith
STAFF PRESENT:
Steve Thacker, City Manager
Neal Worsley, Police Chief
Melissa Hogan, Museum Director
Lisa Buckmiller, Historic Sites Committee Chair
Connie Larson, Recording Secretary
DISCUSSION WITH CITY MANAGER, STEVE THACKER, REGARDING MUSEUM BOARD ROLE AND RESPONSIBILITIES
Rebekah Barton, Chair, said she invited Steve Thacker, City Manager, to the meeting to receive clarification on the role of the Whitaker Museum Board and the Historic Sites Committee. Mayor Russell was also invited to attend the meeting, but was unable to attend. Mr. Thacker said the expectations of the Whitaker Museum Board by Mayor Russell and the City Council are found in Ordinance No. 3-03-060 which gives the responsibilities and expectations of the Whitaker Museum Board, which are:
1. Prepare and recommend for approval by the City Council a long-range plan, including goals, for the Thomas Whitaker Home Museum, review any adopted long-range plan on an annual basis, and recommend any updates or changes to the City Council. Mr. Thacker said Mayor Russell would like Rebekah Barton to report periodically to the City Council, and give the Board’s plans within the next couple months;
2. Recommend to the City Council policies, financing, funding, legislation and other measures, programs or activities for the administration and operation of the Thomas Whitaker home museum consistent with the goals of the long-range plan. Mr. Thacker said the City Council would like to have a mission statement of what the Museum is trying to accomplish. The mission statement will take time to evolve. He said a collections and deaccession policy should be written for items that do not fit the mission statement.
3. Implement and carry out policies, projects, programs and activities at the Thomas Whitaker Home Museum, or in connection therewith as approved by the City Council and/or as authorized by the City Council in the annual budget;
4. Initiate, sponsor and promote involvement, activities and contributions by the public and private sectors in the Thomas Whitaker Home Museum and its facilities, artifacts, programs and activities. Mr. Thacker said there is no certain expectation from the City Council that the Board will go after so much grant money or applications, but funding and acquiring should not be the focus;
5. Prepare and recommend for approval by the City Council appropriate rules and regulations for the use, administration and operation for the use of the Thomas Whitaker Home Museum and its facilities, artifacts, programs and activities and for the governance of the Board, and any updates or revisions to the same;
6. Submit an annual report to the City Council regarding the Museum and Board activities. Mr. Thacker this report can be done at the time when the budget work session is held in April, but the annual report can be done at any time that is convenient for the Board;
7. Prepare and recommend to the City Council employment standards and qualification for the position of Director of the Thomas Whitaker home Museum, evaluate and make recommendations to the City Manager and Mayor regarding Director’s performance and continuing employment. Mr. Thacker said a good working foundation starts with a good job description that sets forth the expectations of the Director’s job; and this gives a basis for periodic feedback. Rebekah Barton said this is a priority and is underway;
8. Prepare and recommend for approval by the City Council collection management policies and system of approval of accession and deaccession of artifacts;
9. Prepare recommendations for building repairs and renovations to the City Council. Mr. Thacker said the City Council, collectively, does not have any minimum expectation regarding the Museum, other than the building must be preserved;
(e) Funding. The Whitaker Museum Board shall operate under the direct supervision of the City Council. The Board’s operations shall be funded by State and Federal grants, City funds, donations and contributions which shall be collected and held by the City in a special fund designated for such purposes. Funds may be distributed by the Board on a project by project basis as deemed necessary by the City Council and/or as part of the City’s regular budgetary process.
Mr. Thacker explained there is a provision in the City Budget to pay for the utilities and upkeep of the Museum with the assistance of the Parks Department helping with the upkeep of the grounds. He said the City Council has given the Whitaker Museum Board a $10,000 lump sum for programs and activities at the Museum, which is not to be used physical repairs of the Museum. Mr. Thacker said the City Council would like to be informed on the categories the $10,000 will be used for. Richard Henrichsen asked if it is acceptable to receive donations. Mr. Thacker said it is appropriate to accept donations, but donations must be considered on a case-by-case basis. He said it is not necessary to hold fund raisers, as the City is well funded. Mr. Thacker stated this does not mean the Board cannot go after grants, as it is appropriate for the Board to apply for grants.
Priscilla Todd said her understanding is that the Whitaker Museum Board is not intertwined with the Historic Sites Committee. The Museum Board has under its direction a Museum Director and the Whitaker Home. The Museum Board will make decisions, and hopefully have direction involvement, and the Museum director works under the direction of the Museum Board. The Historic Sites Committee determines what is and is not appropriate as far as keeping the local historic registers. Mr. Thacker explained the Board serves as an advisor to the City Council and overseeing the operations of the Museum. Priscilla asked what the proper procedure is if the Board wants to do something to the Museum. Mr. Thacker explained the City Council represents the property owners of the Museum, and they must give their approval to any changes. He said any modifications would be run through the Historic Sites Committee and the Planning Commission to determine if the modifications would affect the status on the local register. He said the City Council gives the ultimate approval on whether a structure will stay or be removed from the local register after it has flowed from the Historic Sites Committee and Planning Commission. (See attached flow chart, which is an accurate representation according to Steve Thacker.)
Lisa Buckmiller explained the Whitaker Museum is a national register building, and the City Council cannot take the plaque, only the State can take the plaque. She said the City Council can take the Museum off of the Local Register, but if something happens to the building that it no longer falls within the National Historic Register, then the National Historic Register can take the plaque. Mr. Thacker said the City Council is the group that ultimately decides whether or not something can be done to the building that may affect the National Register status. Lisa said that the Historic Sites Committee has accepted money from the National Trust and the National Parks & Recreation that would be penalties if certain changes are made. Mr. Thacker said the City Council still has the authority to decide if they want to jeopardize the status of the Museum on the Federal Register.
Priscilla Todd asked if a program is initiated by the Museum Board, would it go to the Mayor and City Council for approval. Mr. Thacker said if the program is part of the annual plan and funded in the budget and approved by the City Council, it would go to the Museum Director for implementation. He said the program would not go to the Historic Sites Committee for approval, only if it was something that would affect the building. Priscilla asked if the Historic Sites Committee and the Museum Board will be overlapping on programs at the Museum. Mr. Thacker explained the Museum Board is in charge of the Museum and the use of the Museum. He said if the Historic Sites Committee wishes to do something in the Museum; it would have to be cleared through the Museum Board. Lisa said activities between the two committees need to be clarified so that there is no redundancy of activities between the two committees. Mr. Thacker said as the Museum deals with the history of the community and other historic issues, it is expected the two committees will work together.
Priscilla Todd asked if there is excess grant money, could the grant money be given to the Historic Sites Committee. Mr. Thacker explained there was a question recently about excess grant money, and the Historic Sites Committee asked if they could use the money for a retreat. Mr. Thacker told the Historic Sites Committee if the retreat is about the Museum, they should not do it unless the Museum Board gives permission, as the Board is in charge of the Museum. He said it must be clear that the Museum Board is in charge of the building and the Historic Sites Committee should defer anything to do with the Museum to the Whitaker Museum Board. This information was unknown to the Board, and the decision was made to not use the excess money. No approval has been or was given to use the money for a retreat. (Please reference the Whitaker Museum Board minutes of May 31, 2007). The same findings the Board used for not having a retreat would not dictate how someone else could use the money. Mr. Thacker said the Museum Board must go to the City Council regarding physical changes they would like to do to the Museum, but they can ask the Historic Sites Committee for their advice on what they feel the impact of the changes will do to the historic registers. He said a formal process of recommendation by the Historic Sites Committee to the Planning Commission, and then to the City Council must take place as to whether or not the historic status of the building is affected on the registers, and any other consequences that might take place.
UPDATE ON SAFETY ISSUES AT THE MUSEUM – POLICE CHIEF NEAL WORSLEY
Neal Worsley, Police Chief, said he met with Melissa Hogan recently regarding the security of the Whitaker Museum. He explained the security camera in the main room does work, but it needs to be updated in color which can be done inexpensively. He said the camera in the main room does not have audio on it, but audio can be installed. He said he would like to have at least four color recording cameras installed in the Museum, with the camera in the main room having digital sound. Mr. Worsley said he would like to see several panic buttons installed throughout the Museum.
Mr. Worsley said there needs to be motion lighting on the outside of the Museum. Chief Worsley said before outside motion lighting can be installed, there must be a side lighting plan approved by the Planning Commission so that the neighborhood is not negatively affected by intrusive bright lights. Priscilla said she will contact Blaine Lutz on the financing for the cameras. She said she will contact Don Wood on the cost for obtaining a digital recording camera at the Museum, and on remote panic buttons that will go across the police radios through hardwire.
The Board agreed there should always be two individuals at the Museum during operating hours. Mr. Worsley also requested a schedule of hours of operation for the Museum be given to the Police Department on a monthly basis. Mr. Worsley said the rear door does not lock and anyone could enter through that door without being noticed. He said the rear door needs to be secured or removed, as it is not safe. The Board expressed a desire to remove the unsafe portion of the back porch, and the Police Chief and Lisa Buckmiller agreed.
APPROVAL OF MAY 31, 2007 MEETING MINUTES
Minutes of the May 31, 2007 Whitaker Museum Board minutes were reviewed. Rebekah Barton made a motion to approve the May 31, 2007 meeting minutes as amended. Richard Henrichsen seconded the motion, which was passed by unanimous vote (3-0).
UPDATE ON PLANS FOR HARVEST FESTIVAL
Rebekah Barton, Chair, reported that when Paul Smith was in Nauvoo recently, and he did research on the Pumpkin Festival that is held each year in Nauvoo. Rebekah distributed a copy of the research paper to each Board member, and asked each member to read the material. She said specific activities need to be identified that will be done this year, and the festival can be expanded next year depending on how it is received this year. Priscilla Todd asked about taking digital pictures of the people participating in activities and then placing these on a disc to be stored at the Museum. Rebekah said there needs to be defined activities of what will take place at the Harvest Festival in the next City Newsletter that will be coming out August 22nd. The Board agreed there will be pumpkin carving, fiddlers, apple dunking, art contest for elementary school children, and other activities from the pioneer era. Rebekah said Marilyn Holje suggested doing a vegetable show where people would bring produce from their gardens, and offer appropriate prizes for the finest vegetables. The Board discussed doing hay rides or carriage rides possibly with Ron Randall’s horses. Richard Henrichsen said he has contacts at the Rodger’s Memorial Theatre who are willing to help at the Festival. Priscilla said she will give the names of professional fiddlers to could play at the Festival. Rebekah will work with Steve Thacker on the liability of having animals on City property for this festival.
It was agreed that the Harvest Festival will be held on Saturday, September 29th, from 2:00 p.m. to 7:00 p.m. at the Whitaker Museum.
BRIEF DISCUSSION ON OTHER ACTIVITIES HELD AT MUSEUM IN 2007
Rebekah Barton, Chair, explained there was previous discussion on having winter festivities at the Museum. She said the Christmas lighting at Founders Park will be on Monday, December 3, 2007, and she would like to have a few simple activities and treats at the Museum to coincide with the lighting ceremony. The activities discussed for Christmas activities would be making donuts, cloves and oranges, hot chocolate and cider, stringing cranberries and popcorn, carolers on the grounds of the Museum, and a Santa at the Museum. She would then like to have a larger activity perhaps in February or March.
DISCUSS UTAH CULTURAL HERITAGE TOURISM GRANT
Rebekah Barton, Chair, said the Utah Cultural Heritage Tourism Grant is directed at three main aspects, which are: increase knowledge, attendance and local participation at the Museum. She said this grant is a one-to-one local cash match that can be specifically used for programs at the Museum. Rebekah said one of the scoring criteria is on culture, and the Museum is a branch of the humanities. She said she has not been able to identify a specific program at this time for the grant, and there is a timing issue in that the grant must be applied for by July 31, 2007. The Board agreed the goal is to first get the Museum more exposure, and then go after this type of grant in six months.
Rebekah Barton made a motion to not pursue the Utah Cultural Heritage Tourism Grant at this time, but that the Board will pursue this grant in early 2008 when plans for the grant are more specific. Priscilla Todd seconded the motion, which was passed by unanimous vote (3-0).
MISCELLANEOUS BUSINESS
The Board discussed having a news article in each edition of the City Newsletter that will focus on what is happening with the Museum, and activities that will be taking place at the Museum.
A thank you card for Corbin Bothell, the Eagle Scout who did the wood staining on the Museum wagon, will be signed by the Board and sent to Corbin for his work he did on the wagon.
Melissa Hogan said a young boy by the name of Steven Taylor needs an Eagle Scout project, and he would like to do a project at the Whitaker Museum. Rebekah explained the Board would like to do identify specific projects ahead of time and not be rushed.
Melissa reported that Metta Barnes, who volunteered for many years at the Museum, has had a stroke and Melissa asked if flowers could be sent to the family at the hospital. Priscilla said she will pay for the flowers and then see if there are funds available in the budget that can be used for flowers. Melissa reported that Metta’s grandson is doing a radio documentary on the Lund Home for Boys, which Metta funded herself.
Richard Henrichsen suggested having a standard gift for citizens who volunteer in the community and are recognized by the Board.
The Board discussed having high school age history students do service internships at the Museum.
Rebekah asked the Board if it is worthwhile to have the dead wood out of the corkscrew willow tree that is on the Museum grounds. Bruce Cox has previously told Melissa that the City Public Works employees can do this work, and the wood could be sold at the Festival. Priscilla said she will follow on researching the work and associated costs that would need to be done for this project.
NEXT MEETING
The next Whitaker Museum Board meeting will be on Thursday, July 26th, at 7:00 p.m. at the Whitaker Museum. Each member will work on their specific assignments for the Harvest Festival and be prepared to report at the meeting. The next meeting following July 26th will be held on Thursday, August 9th at 7:00 p.m. at the Whitaker Museum.
At 9:50 p.m., Priscilla Todd made a motion to adjourn the meeting. Rebekah Barton seconded the motion, which was passed by unanimous vote (3-0).
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Rebekah Barton, Chair Date Approved
Connie Larson, Recording Secretary
