Gene Klodzen
08-15-2001, 02:24 PM
To: NAWCC NEWS
Subject: Museum Trustee Meetings August 10 and 11, 2001
From: Ralph Fletcher, Trustee
Date: August 15, 2001
The Museum Trustees met in Columbia on August 10 and 11. Attendees included the chairmen of the Museum, Investment, Acquisition and Library committees. In addition, four members of the NAWCC Executive committee and staff members were present. Friday was a working session involving in-depth discussions on business activities, prospects, and problems. The Board meeting was held on Saturday ? two additional NAWCC directors attended the board meeting. The Museum?s Annual Volunteer Recognition Dinner was held Friday evening in the rotunda. The purpose of the dinner was to recognize the outstanding contributions made to the museum and library by our volunteer staff.
The following highlights do not attempt to differentiate between the two separate sessions.
1) Financial/Admissions ? On a budgeted cost basis, the museum and library are operating slightly better than budget. On the revenue side, both admissions and gift shop sales are behind last year and plan. Gift shop sales bear a very close relationship to admissions. A substantial portion of admissions come from tour operators ? these are booked in advance and directly impacted by tourism trends. They are less consistent that "walk-ins" and have a greater impact if cancelled. For the April-July period admissions were behind last year?s level by $13,500 to just under $30,000. Gift shop sales per visitor were up 42% to $9.45 per visitor (aggregate sales were down) ? far ahead of the industry average. Gift shop sales have helped offset the decline in admissions ? narrowing the aggregate shortfall to about $7500. Special promotions and additional concentration on tour operators throughout the remainder of the season should help further reduce this shortfall.
2) Competitive Environment Study ? As part of the AAM Museum Self Assessment program, the precursor to the accreditation process, a study of 14 similar and nearby attractions was completed. The study shows our admission fee of $6 per adult to be in the middle range (high $12; low $3). Attractions surveyed offer a wide range of experiences to various target audiences. Almost all attractions offered educational programs for children and/or adults, guided tours, and workshops as well as special events through out the year. Many offered guided tours or have docents available for reserved groups. Programs and events are significant factors in building and maintaining a repeat visitor base. In order to stay competitive, the library and museum need to create and implement regularly scheduled programs plus one or two "signature" events each season. Almost across the board, advertising dollars translate into one visitor per advertising dollar.
3) Exhibits ? The "Timely Treasures" special exhibit came to a close on June 30. Most of the displayed items have been packed and will be returned to their owners by early September. A special photographic exhibit of watch and clock factories is being prepared and will be available at the Syracuse Regional in August. It is easily transportable and available for regionals and chapters. The Military Horologist watch special exhibit opened in the main exhibition area. It will run through March 2002. The next special exhibit will be on "collecting" and will use portions of the Bryson Moore collection as examples of collecting technique.
4) NAWCC/Willard House ? The agreement between these two organizations was mutually terminated. The Museum?s Aaron Willard tall case clock which was on long term loan to Willard House has been retrieved and will be placed on permanent display in our exhibition hall in the near future.
5) Museum Assessment Program ? The first phase of the IMLS Museum Self-Assessment Program (MAP) is nearing completion. The self-assessment questionnaire is being completed by the staff and trustees and will be submitted to the AAM by September 15. The museum received a grant of $1725 from the IMLS to cover phase two of this process ? the peer review section. A review of the document and an on-site visit by the peer reviewer will take place this fall and a report with suggestions for changes in operations will be returned sometime during the winter months. There are three parts to the MAP program ? Institutional Assessment, Collection Management Assessment and Public Dimension Assessment. Each part takes approximately one year to complete. Once the Institutional Assessment phase is completed a decision will be made as to the next step ? additional self-assessments phases or to formally apply for the accreditation process. Once the formal application is made to the accreditation program, the process will take approximately 38 months.
6) Resource Development ? The museum endowment funds are approaching $300,000. Plans were discussed for the annual mail-out solicitation, creation of a legacy program, recognition levels, development of a database of "qualified" prospects, grant programs, corporate sponsors and special activities. Initial "Want Lists" were presented by the museum and library. Special project lists for chapters and groups of individual members were discussed. Over the next several months most of these programs will be discussed in the MART or BULLETIN. The pledge program initiated by Roger Gendron to encourage multi-year donations to the museum and library endowments was discussed. The proposal was presented at the Annual Business Meeting in New Orleans and sought five-year pledges by individuals and groups to the museum and library endowment funds. The target proposed would raise approximately $3 million. The program will be fully detailed in the October BULLETIN.
7) Library and Research Center ? The task catalogue (statement of planned activities and goals) was approved. The first several section of a Procedure Manual was authorized. Both these projects will be on going. Roger Gendron (Michigan) was approved as a member of the committee. The trustees approved the recommendation of the Library Committee to use available investment income from the library endowment account to support a library intern.
8) Investment Committee ? Bruce Gilmore (chairman), Laura Barmore, and Tom Ferrell were appointed to the Investment Committee. They are charged with managing the endowment accounts in accordance with the stated policy.
9) Museum Committee ? Robert Cheney (chairman), Robert Edwards, Bruce Gilmore and David F. Wood were appointed to the Museum Committee. The committee is charged with reviewing the collection standards and procedures and assisting staff in these areas. David F. Wood (not the NAWCC treasurer) is curator at the Concord Museum in Concord, Massachusetts.
10) Fiscal year 2002 Budget Cycle ? The initial budget for the museum and library will be filed by mid-October. It will be accompanied by business plans.
11) Book and Reprint Inventory ? The Association transferred its excess book and reprint inventory to the museum in fiscal 2001. Given the excessive number of items and slow sales rate, these items will be written down substantially in the near future to make disposal easier. Many will be offered to chapters and regionals for their libraries and/or door prizes. If your chapter library has a need please contact headquarters.
12) West Coast Museum ? For clarification, the relationship with the West Coast museum was discussed. The Museum will interface with the West Coast museum exactly as it does with other recognized institutions displaying items for the education of the public.
13) Smithsonian Loans ? The museum has five items on long term loan to the Smithsonian. They have requested an extension of these loans. Since the loans are greater than 1 year, Board approval was sought. This request was granted through 2004.
14) Personnel Handbook ? Comments on the revision of the Personnel Handbooks will be due by October 1. The Handbook will cover both the Museum and the Association. The plan will be for these books to be submitted for final approval at the Winter Council meeting.
15) Lobby Usage ? A member has proposed using our inventory of tower clock movements in the lobby of the building. Research is being completed on the condition of our items. Assistance will be required from members with this proposal. Much restoration may be required which will need member time and/or funds. If you are able to assist, please contact headquarters.
16) Volunteer Dinner ? The Annual Volunteer Recognition Dinner was held in the lobby. While some volunteers were not able to attend due to prior commitments, approximately 45 museum and library volunteers were in attendance. These individuals donated hundreds of hours of valuable service to the museum, library and members over the past year. Fred Reiss was selected as "Volunteer of the Year". The Board issued a proclamation to Lee Davis thanking him for his outstanding service to the museum and library, including his work with the volunteer groups.
Ralph Fletcher, Trustee
Ralfletch@Aol.com
Subject: Museum Trustee Meetings August 10 and 11, 2001
From: Ralph Fletcher, Trustee
Date: August 15, 2001
The Museum Trustees met in Columbia on August 10 and 11. Attendees included the chairmen of the Museum, Investment, Acquisition and Library committees. In addition, four members of the NAWCC Executive committee and staff members were present. Friday was a working session involving in-depth discussions on business activities, prospects, and problems. The Board meeting was held on Saturday ? two additional NAWCC directors attended the board meeting. The Museum?s Annual Volunteer Recognition Dinner was held Friday evening in the rotunda. The purpose of the dinner was to recognize the outstanding contributions made to the museum and library by our volunteer staff.
The following highlights do not attempt to differentiate between the two separate sessions.
1) Financial/Admissions ? On a budgeted cost basis, the museum and library are operating slightly better than budget. On the revenue side, both admissions and gift shop sales are behind last year and plan. Gift shop sales bear a very close relationship to admissions. A substantial portion of admissions come from tour operators ? these are booked in advance and directly impacted by tourism trends. They are less consistent that "walk-ins" and have a greater impact if cancelled. For the April-July period admissions were behind last year?s level by $13,500 to just under $30,000. Gift shop sales per visitor were up 42% to $9.45 per visitor (aggregate sales were down) ? far ahead of the industry average. Gift shop sales have helped offset the decline in admissions ? narrowing the aggregate shortfall to about $7500. Special promotions and additional concentration on tour operators throughout the remainder of the season should help further reduce this shortfall.
2) Competitive Environment Study ? As part of the AAM Museum Self Assessment program, the precursor to the accreditation process, a study of 14 similar and nearby attractions was completed. The study shows our admission fee of $6 per adult to be in the middle range (high $12; low $3). Attractions surveyed offer a wide range of experiences to various target audiences. Almost all attractions offered educational programs for children and/or adults, guided tours, and workshops as well as special events through out the year. Many offered guided tours or have docents available for reserved groups. Programs and events are significant factors in building and maintaining a repeat visitor base. In order to stay competitive, the library and museum need to create and implement regularly scheduled programs plus one or two "signature" events each season. Almost across the board, advertising dollars translate into one visitor per advertising dollar.
3) Exhibits ? The "Timely Treasures" special exhibit came to a close on June 30. Most of the displayed items have been packed and will be returned to their owners by early September. A special photographic exhibit of watch and clock factories is being prepared and will be available at the Syracuse Regional in August. It is easily transportable and available for regionals and chapters. The Military Horologist watch special exhibit opened in the main exhibition area. It will run through March 2002. The next special exhibit will be on "collecting" and will use portions of the Bryson Moore collection as examples of collecting technique.
4) NAWCC/Willard House ? The agreement between these two organizations was mutually terminated. The Museum?s Aaron Willard tall case clock which was on long term loan to Willard House has been retrieved and will be placed on permanent display in our exhibition hall in the near future.
5) Museum Assessment Program ? The first phase of the IMLS Museum Self-Assessment Program (MAP) is nearing completion. The self-assessment questionnaire is being completed by the staff and trustees and will be submitted to the AAM by September 15. The museum received a grant of $1725 from the IMLS to cover phase two of this process ? the peer review section. A review of the document and an on-site visit by the peer reviewer will take place this fall and a report with suggestions for changes in operations will be returned sometime during the winter months. There are three parts to the MAP program ? Institutional Assessment, Collection Management Assessment and Public Dimension Assessment. Each part takes approximately one year to complete. Once the Institutional Assessment phase is completed a decision will be made as to the next step ? additional self-assessments phases or to formally apply for the accreditation process. Once the formal application is made to the accreditation program, the process will take approximately 38 months.
6) Resource Development ? The museum endowment funds are approaching $300,000. Plans were discussed for the annual mail-out solicitation, creation of a legacy program, recognition levels, development of a database of "qualified" prospects, grant programs, corporate sponsors and special activities. Initial "Want Lists" were presented by the museum and library. Special project lists for chapters and groups of individual members were discussed. Over the next several months most of these programs will be discussed in the MART or BULLETIN. The pledge program initiated by Roger Gendron to encourage multi-year donations to the museum and library endowments was discussed. The proposal was presented at the Annual Business Meeting in New Orleans and sought five-year pledges by individuals and groups to the museum and library endowment funds. The target proposed would raise approximately $3 million. The program will be fully detailed in the October BULLETIN.
7) Library and Research Center ? The task catalogue (statement of planned activities and goals) was approved. The first several section of a Procedure Manual was authorized. Both these projects will be on going. Roger Gendron (Michigan) was approved as a member of the committee. The trustees approved the recommendation of the Library Committee to use available investment income from the library endowment account to support a library intern.
8) Investment Committee ? Bruce Gilmore (chairman), Laura Barmore, and Tom Ferrell were appointed to the Investment Committee. They are charged with managing the endowment accounts in accordance with the stated policy.
9) Museum Committee ? Robert Cheney (chairman), Robert Edwards, Bruce Gilmore and David F. Wood were appointed to the Museum Committee. The committee is charged with reviewing the collection standards and procedures and assisting staff in these areas. David F. Wood (not the NAWCC treasurer) is curator at the Concord Museum in Concord, Massachusetts.
10) Fiscal year 2002 Budget Cycle ? The initial budget for the museum and library will be filed by mid-October. It will be accompanied by business plans.
11) Book and Reprint Inventory ? The Association transferred its excess book and reprint inventory to the museum in fiscal 2001. Given the excessive number of items and slow sales rate, these items will be written down substantially in the near future to make disposal easier. Many will be offered to chapters and regionals for their libraries and/or door prizes. If your chapter library has a need please contact headquarters.
12) West Coast Museum ? For clarification, the relationship with the West Coast museum was discussed. The Museum will interface with the West Coast museum exactly as it does with other recognized institutions displaying items for the education of the public.
13) Smithsonian Loans ? The museum has five items on long term loan to the Smithsonian. They have requested an extension of these loans. Since the loans are greater than 1 year, Board approval was sought. This request was granted through 2004.
14) Personnel Handbook ? Comments on the revision of the Personnel Handbooks will be due by October 1. The Handbook will cover both the Museum and the Association. The plan will be for these books to be submitted for final approval at the Winter Council meeting.
15) Lobby Usage ? A member has proposed using our inventory of tower clock movements in the lobby of the building. Research is being completed on the condition of our items. Assistance will be required from members with this proposal. Much restoration may be required which will need member time and/or funds. If you are able to assist, please contact headquarters.
16) Volunteer Dinner ? The Annual Volunteer Recognition Dinner was held in the lobby. While some volunteers were not able to attend due to prior commitments, approximately 45 museum and library volunteers were in attendance. These individuals donated hundreds of hours of valuable service to the museum, library and members over the past year. Fred Reiss was selected as "Volunteer of the Year". The Board issued a proclamation to Lee Davis thanking him for his outstanding service to the museum and library, including his work with the volunteer groups.
Ralph Fletcher, Trustee
Ralfletch@Aol.com