Naper Settlement Museum Board

City of Naperville 400 S. Eagle Street Naperville, IL 60540 Meeting Minutes - Final Friday, April 29, 2022 8:00 AM CMO CONF ROOM #248 Naper Settlement Museum Board Naper Settlement Museum Board Meeting Minutes - Final April 29, 2022 A. CALL TO ORDER: Mayor Chirico called the meeting to order at 8:01a.m. B. ROLL CALL: Also present: Macarena Tamayo-Calabrese, President and CEO; Harriet Pistorio, Chief Operating Officer; Donna K. Sack, Vice President and Chief Program Officer; Kimberly Grazulis, Development Associate; Marcie Schatz, Deputy City Manager; Kim Henley, Administrative Specialist; Rachel Mayer, Finance Director Present 7- Steve Chirico, Paul Hinterlong, John Koranda, Lee Quillinan, Julie Schremser, Greg Waite, and Al Zucco Absent 2- Bridget Kozlowski, and Susan Taylor Demming C. PUBLIC FORUM: There were no comments in the public forum. D. OLD BUSINESS: Receive an update on grants including the National Endowment for the Humanities (NEH) grant Tamayo-Calabrese stated that Naper Settlement received a $750K grant from the National Endowment for the Humanities (NEH) and that the funds would be applied to Innovation Gateway. Construction of Innovation Gateway has been scheduled to begin on July 1, 2022 and will be complete in 2023. Sack added that NEH capital project funding is highly competitive and supports projects that will host relevant and reflective humanities programming. Our proposal clearly articulated that the Innovation Gateway will host a wide variety of humanities experiences from teacher professional development to lectures. Chirico asked when the funding from this Grant is expected. Pistorio explained that Naper Settlement met with NEH upon award of the grant to provide requested paperwork. This grant functions as a reimbursement and receipts will be submitted for payment of expenses. The next meeting with NEH is scheduled for May 9th, 2022. Receive an update on capital projects: Herman & Anna Hageman Memorial Thresher Hall, Benck Family Agricultural Interpretive Center, and Innovation Gateway Harriet Pistorio provided a timeline for capital projects stating that both Thresher Hall and the Agricultural Center will be complete by the end of this year. Innovation Gateway construction is expected to begin on July 1st and City of Naperville Page 1 Printed on 2/10/2023 Naper Settlement Museum Board Meeting Minutes - Final April 29, 2022 is expected to be complete by Spring of 2023. Pistorio stated that the bid review for Innovation Gateway will be at 10 am on May 4th and added that the general contractor is Wight and Company. In response to Schatz, Pistorio said that we are expecting to be on budget and that any overage from supply chain costs, etc. on Innovation Gateway is earmarked through the capital campaign, federal and state grants. E. NEW BUSINESS: Receive a presentation about the rollout of Unvarnished Sack stated that both the online and on-site versions of the Unvarnished exhibit open on May 31st . There will be an exhibit reception from 6-8 pm that night. Details will be provided to the Board prior to the event Tamayo-Calabrese said that an Unvarnished communications plan, frequently asked questions and talking points will be shared with the City Council, Naper Settlement Museum Board, and Naperville Heritage Society Board. There will be informational meetings held with community and school leaders prior to the event. Two on two meetings will be scheduled with City Council members. Sack added that the Unvarnished exhibit was funded with a 750K Institute of Library and Museum Services grant received in 2017. Sack provided a recap of the Unvarnished project, shared information on the five communities involved in the project and indicated Naper Settlement’s plans to work with the DuPage County Recorder’s office to provide workshops to assist community members with the removal of restrictive covenants from their house deeds. Sack agreed with Chirico’s suggestion to meet with the Naperville Police Department prior to the Unvarnished exhibit opening, stating that they were on the list of those to receive the communications plan. F. REPORTS: Approve the minutes from the February 11th, 2022 Naper Settlement Museum Board meeting Attachments: MeetingMinutes 2 11 22 approved Aye: 7- Chirico, Hinterlong, Koranda, Quillinan, Schremser, Waite, and Zucco Absent: 2- Kozlowski, and Taylor Demming Receive and approve the Naper Settlement financial report as of January 31, 2022 City of Naperville Page 2 Printed on 2/10/2023 Naper Settlement Museum Board Meeting Minutes - Final April 29, 2022 Attachments: Financials JAN 31 2022 NS Notes for month ending January 31 2022 Pistorio presented the Naper Settlement Financials ending January 31st, 2020. January revenue was down due to rental agreements going out and due to a lack of weddings. Naper Settlement revenue is on target for the first quarter of 2022. Expenses are underspent under salaries and benefits due to a decision to delay hiring during Covid (this included the Digital Curator position which has since been filled). Utilities is greater than expected due to the increase of cost in gas, etc. Janitorial is on target. Buildings and Grounds is below due to receiving the snowplow bill late. There is an unbudgeted expenditure in January of $14K due to the service line water break in 2020, but this was covered by the insurance reimbursement. In response to Chirico, Pistorio explained that the first quarter is not shown on the financials due to timing -the Naperville Heritage Society (NHS) Board of Directors meets and reviews the 1st quarter financials prior to them being submitted to the Naper Settlement Museum Board. A committee of the NHS Board does review the financials monthly and will review February and March of 2022 at their next meeting. Once reviewed, the financials will include February and March of 2022. Chirico stated that there should be a user-friendly way to submit financials more expediently (possibly a dashboard) and mentioned a $1M shortfall budget transfer that will be discussed at the next City Council meeting. Zucco stated that there is a misconception regarding the fund transfer and explained that there was an accounting change driven by the city two years ago. There is no $1M shortfall, as it was a change in accounting to eliminate the fund balance. Chirico agreed that the idea was to spend down the fund balance and if there was an overage than the city would adjust for that. Chirico stated he was not aware of an overage in the last year. The budget stabilized, the fund balance was eliminated, and going forward there needs to be a structurally balanced budget and plan to have enough funding available in the event of changes in revenue streams. Finance Director Rachel Mayer advised Chirico that the city is working with Naper Settlement on an updated monthly financial reporting plan. John Koranda reminded the Board that the 2021 budget was approved (out of budget) in November of 2020, recognizing there would be a loss based on the vacancy in 2019-2020 and due to the drawing down of the fund balance. Mayer summarized that in 2019 the city chose to adjust and bring down the fund balance; and the 2020 pandemic “burned through” the fund balance. The budget for 2021 was approved with a variance and in 2022 the Settlement’s fund was reset so that it is balanced going forward. Mayer explained that the Settlement’s primary revenues are property taxes City of Naperville Page 3 Printed on 2/10/2023 Naper Settlement Museum Board Meeting Minutes - Final April 29, 2022 received between June- November; by the 4th quarter 99% of the revenues from the Settlement fund have been collected and that November-December represents all salary expenses but no new revenue to the fund and that is where the budgeted deficit really came into fruition. Mayer added that any of the operating costs necessary to support the expansion of the Settlement and expansion of the buildings will have to come through the Settlement fund and that the endowments will support capital and the operating side will require an increase of the Settlement fund. Tamayo-Calabrese provided details on the revenue that Naper Settlement returns to the City of Naperville ($434K in 2021, and $164K to date in 2022). The revenue was provided to the city from Naper Settlement tours, camps, fees, non-profit tax revenues, etc. Quillinan questioned the status of minor CIP projects including an elevator and cameras. Pistorio replied that we are waiting for a reply from city staff to provide an update on the elevator and the cameras. City staff is investigating the current code and will advise. approved Aye: 7- Chirico, Hinterlong, Koranda, Quillinan, Schremser, Waite, and Zucco Absent: 2- Kozlowski, and Taylor Demming Receive an update on winter and spring programming Pistorio provided an overview of the content of the Winter/Spring Program and Events Guide, which was distributed to attendees. Quillinan questioned a change in what will be expected of third-party promoters who host special events in the city. Chirico explained that third party promoters will now be required to sign an accountability statement and attend orientation as well as have Bassett training and security in place. G. ADJOURNMENT: to adjourn the Meeting of Aye: 7- Chirico, Hinterlong, Koranda, Quillinan, Schremser, Waite, and Zucco Absent: 2- Kozlowski, and Taylor Demming /S/ Kimberly Grazulis Development Associate, Naper Settlement City of Naperville Page 4 Printed on 2/10/2023