Michigan Maritime Museum

Board Meeting

October 17, 2008

 

Present:  David Bergman, Barbara Busch, Arlene Dickerson, Charlotte Giesler, Bob Copping, Gary Horton, Pete Mathews, Janice Varney, Mike Winkel, and Jim Woodruff

    Absent:  John Busch, Bob Hoppes, Cleo Miller, and Jim Spurr

Guests:  David Bugge, David Ludwig, Frank James, Mary Stephens, George Jepson, Darcy Heavin, Janice Heavin, Jim Schneider, Marilyn Powell, Bonnie Wilson, Diane Schlanser

 

President James Woodruff called the meeting to order at 3:03 p.m.  The minutes of the Annual Meeting held on September 30, 2008were reviewed and approved.

 

Treasurer/Finance Committee Report:  An accountant has been hired after discussing the needs and requirements.  Bob Hoppes and Bob Copping with meet with Jackie McGeehey next Wednesday.  The accounting expenses will be capped at $1,000/month with subsequent months to be determined.

 

Other points covered:

·        The accounting system is running

·        Copping and Hoppes are finalizing the budget

·        We have a business plan

 

The following accounts will be kept separate for tracking:

·        Restricted purpose income (grants and donations)

·        Store

·        Special projects (includes membership & fundraising as line items)

·        Administration

 

1.     Quick Books will be used for reporting

2.     Very simple reports for board meetings

3.     All checks will be written from Quick Books

4.     Seasonalize the budget

 

A lot of programming is required and the committee will try to get a statement prepared by the November meeting.

 

Mike Winkel presented the Business Plan as covered in the handout which will be filed with these minutes.  Winkel made a motion, supported by Copping, to approve the general business plan.  Motion passed.

 

In addition to the committees as stated in our by-laws, other areas of need for committees were discussed including combining some together.  This included:

·        Friends Good Will  (Jim Spurr)

·        Combining Finance & Planning

·        Combining Planned Giving & Fundraising

·        Combining Development & Grants

·        Merchandising

·        Communications

·        Nominating & Human Resources (Cleo Miller)

·        Accreditation  (Pete Mathews)

·        By-Laws (Spurr)

·        Library/Collections (Pete Mathews)

 

Board members were asked to sign up as Committee chairs in their area of interest.  All board members need to be pro-active to move the museum forward.

 

Staff Reports:

Captain Jim Schneider gave a report about a one, five, and ten year plan.

He stated that the museum should have a long term plan so that we don’t waste time and money.  We need basic financial goals to move forward in planning.  Also to prioritize and task out to individuals/ volunteers. Other points covered in his presentation were:

·        New exhibits (fishing, boats) using museum’s collection

·        A permanent small exhibit

·        Targeted fund drive with goals to be achieved

Restricted areas (commercial fishing, collections, FGW, educational tours)  Follow up with a letter to the donor stating what we accomplished with their donation

·        Youth volunteers

·        Importance of securing the campus and expanding the store

 

David Ludwig:  Reported that the shrink wrap for FGW cost $350.

          We also need to move the small boat collection from Petter’s barn to another storage facility

Mary Stephens:  Reported that she is working on a plan and getting organized to                                move forward.

 

New Business:

John Busch has tendered his resignation with regret.  Winkel moved, supported by Bergman, to accept.  Motion passed.

 

Gary Horton asked the board about sponsoring the March 2009 Chamber of Commerce “After Business Hours”.  There is a $200 fee, appetizers and beverages to be provided, and 300 invitations to be sent to members.  The board agreed to decline the offer due to other priority concerns.  It was suggested that perhaps we could invite them to a summer picnic on the museum grounds to showcase the FGW, exhibits, and campus.

Horton also stated that there is no advertising budget.

 

Woodruff introduced George Jepson to the board and thanked him for attending.

Barbara Busch discussed the newsletter and wanted the following included in it:

1.     Fund drive with donation tear off

2.     Keel Club

3.     Volunteer opportunities

4.     Future exhibits

5.     Programs in the Padnos

6.     Children’s letters

7.     Email addresses of members

Horton discussed the annual appeal for funds.  An initial letter will be sent, followed by a thank you letter for donating.  If there is no response, a second letter will be sent in December.  The different letter categories are:

·        Keel Club- current

·        Keel Club- lapsed

·        Members

·        Non-members

·        Business

·        Volunteers

We should also look into Meijers and Gordon Food Services’ “community reward” programs where a percentage of money spent in their stores is returned to the museum.  We have to register for the program.

Woodruff excused himself at 5:10 p.m. and Mathews chaired the meeting.

 Discussion of museum committees and greatest need for the moment continued.  Jim Schneider stated that we need to use job descriptions to empower the staff.

Bergman made a motion, supported by Horton, to adjourn.  Motion passed.

Meeting adjourned at 5:40 p.m.