Naper Settlement Museum Board

City of Naperville 400 S. Eagle Street Naperville, IL 60540 Meeting Minutes - Final Friday, September 9, 2022 8:00 AM Mayor's Conference Room Naper Settlement Museum Board Naper Settlement Museum Board Meeting Minutes - Final September 9, 2022 A. CALL TO ORDER: Mayor Chirico called the meeting to order at 8:00am. B. ROLL CALL: Also present: Macarena Tamayo-Calabrese, President and CEO; Harriet M. Pistorio, Chief Operating Officer; Donna K. Sack, Vice President and Chief Program Officer; Alexandra A. Atkinson, Director of Finance; Rachel Mayer, City Finance Director Present 6- Steve Chirico, Paul Hinterlong, John Koranda, Lee Quillinan, Alan Tang, and Al Zucco Absent 3- Bridget Kozlowski, Julie Schremser, and Susan Taylor Demming 1. Introduction of new board member Alan Tang. The members of the Naper Settlement Museum Board welcomed Alan Tang. C. PUBLIC FORUM: There were no comments in the public forum. D. OLD BUSINESS: 1. Receive remarks from the President and CEO, including an overview of summer highlights and a summary of new grants. Attachments: Summer Museum update Field Watchers info Tamayo-Calabrese summarized the construction progress of Benck Family Agriculture Center, Herman & Anna Hageman Memorial Thresher Hall, and Birck Family Innovation Gateway. Tamayo-Calabrese also discussed programming for the Herman & Anna Hageman Memorial Thresher Hall. Tamayo-Calabrese highlighted the success of summer events and record attendance at Naper Nights with over 17,000 attendees. Camps were also very successful and had a high sell out rate. Camps had been revamped to bring new and updated offerings to residents. Tamayo-Calabrese discussed Unvarnished: Housing Discrimination in the Northern and Western United States and stated that it was well received by the community. Additionally, Naper Settlement hosted School District 203 to review the exhibit and the resources available to educators for lesson planning. Tamayo-Calabrese also informed the board that MOCA (the Museum of Chinese in America) came to visit Naper Settlement as part of a museum exchange. City of Naperville Page 1 Printed on 2/10/2023 Naper Settlement Museum Board Meeting Minutes - Final September 9, 2022 E. NEW BUSINESS: 1. Receive the 5-year proforma that captures the operating expenses and revenue of Naper Settlement’s new buildings. Attachments: Naper Settlement New Buildings Proforma as of 08162022 Atkinson presented the 5-year proforma which provides net income/loss projections for the new buildings: Benck Family Agriculture Center, Herman & Anna Hageman Memorial Thresher Hall, and Birck Family Innovation Gateway. 2023 is showing a net loss due to the timing of building completion, while 2024 and beyond project net gains. Quillinan asked about the troubleshooting services starting in 2025. Atkinson clarified that it is for a required service level agreement that would be based on the contract with the hardware and software provider of the digital experience. Mayor Chirico asked if there were any changes to the pro forma since it was shared with city staff in August. Atkinson confirmed there were no changes. 2. Receive and approve the 2023 Naper Settlement Operating Budget, including the deferred maintenance list. Attachments: full Budget packet for NSMB Atkinson presented the 2023 Naper Settlement budget request to the Board and stated that the budget had been shared with City Staff during an August meeting. Atkinson discussed the factors contributing to the 7.23% year over year increase in general property tax support. Details for the different accounts are found in the expanded budget found in the packet. Quillinan stated that he noticed a decline in school services revenue and asked what is causing that. Tamayo-Calabrese stated that field trips were nonexistent through Covid. Even though schools are open, schools have been slow to return due to some distancing protocols and the shift in field trip decision-making to the superintendent level. Pistorio stated that Naper Settlement is actively engaging the school districts. Sales have picked up for the latter part of 2022 and even into 2023. Koranda stated that it is important to note that Naper Settlement did not fill a position because of the decline in school services revenue. Pistorio confirmed this to be the case. Pistorio also stated that 2 positions would not be filled in 2023 based on the projected school services revenue. Should those increase, we would bring back the two positions in education. Mayor Chirico inquired about the increase in salaries. Atkinson confirmed that the projected increase was based on budget assumptions provided by city staff. Mayor City of Naperville Page 2 Printed on 2/10/2023 Naper Settlement Museum Board Meeting Minutes - Final September 9, 2022 Chirico asked about support services, specifically about the cloud storage. Atkinson confirmed that the cloud storage would be ongoing, and the computer refresh charge is based on how many computers need to get refreshed in a year. Tamayo- Calabrese stated that the rentals decline was due to other events not returning or considering other venues. Atkinson stated that the budget request would be updated when the city provided revised planning assumptions as related to salaries, benefits, city chargebacks, and cloud storage. Mayor Chirico asked about how some expenses are being treated as capital vs operating. Pistorio stated that CIPs have not changed except for the Master Site Plan being removed. Quillinan asked what is JP Superior. Atkinson replied it is the cleaning services firm that Naper Settlement uses for the grounds, buildings, and artifacts. Mayor Chirico asked about the increases in expenses - computer refresh and supplies. He asked if the new buildings were included in the increases. Pistorio confirmed that the new buildings are included. approved Aye: 6- Chirico, Hinterlong, Koranda, Quillinan, Tang, and Zucco Absent: 3- Kozlowski, Schremser, and Taylor Demming 3. Receive and approve the 2023-27 Naper Settlement Capital Improvement Projects (CIP). Attachments: CIP full doc Atkinson presented the 2023-27 Capital Improvements Project. These were prioritized at the request of Mayor Chirico and City Staff. There is $494,000 in deferred maintenance in the 2023 CIP request. Naper Settlement will be looking to complete $400,000 to $500,000 in CIPs and deferred maintenance in future years. Koranda discussed the Mansion and the landmarking designation and asked for clarification on types of contractors that can be used. Hinterlong asked about the exterior restoration for the mansion. Pistorio discussed that the porch is pulling away from the building structure. Pistorio stated that the full restoration of the $2.9 million project started over 22 years ago and not everything was done because of budgetary concerns. A preservation architect needs to be engaged. Mayor Chirico asked about deferred maintenance. Pistorio confirmed that we are at $2.2 million in current projects, of which $494,000 will be addressed in 2023. The list is updated on a continual basis. City of Naperville Page 3 Printed on 2/10/2023 Naper Settlement Museum Board Meeting Minutes - Final September 9, 2022 Atkinson has stated that NS works with the city budget team to figure out what is operational repairs and maintenance vs capital improvements. Mayor Chirico asked what the historical CIP request has been. Pistorio stated it is between $300K and $400K. Mayer confirmed this amount. Mayor Chirico asked if Naper Settlement is asking for the city for the entirety of the $3.2M. Pistorio stated some of the dollars are a carry over of approved dollars for CIPs, but NS is pursuing other funding for the digital collection initiative. Mayer clarified that some of the CIP items are part of the deferred maintenance list. $685K are not on the deferred maintenance list. The security cameras and the $1.2M for the new buildings are carry overs. Tamayo-Calabrese indicated that the master site plan was to be removed from the CIP request list. The remaining items are prioritized as discussed. Quillinan asked for a brief synopsis of a master site plan. Tamayo-Calabrese discussed that we need to do a master site plan as part of our next 5-year plan. approved Aye: 6- Chirico, Hinterlong, Koranda, Quillinan, Tang, and Zucco Absent: 3- Kozlowski, Schremser, and Taylor Demming REPORTS: 1. Receive and approve the minutes from the April 29, 2022 Naper Settlement Museum Board meeting. Attachments: NSMB minutes 04292022 approved Aye: 6- Chirico, Hinterlong, Koranda, Quillinan, Tang, and Zucco Absent: 3- Kozlowski, Schremser, and Taylor Demming 2. Receive and approve the Naper Settlement financial report as of July 31, 2022. Attachments: Financials for NSMB full Packet Atkinson presented the NS financials as of July 31, 2022. We are over $20,000 for the yearly budget for public program revenue largely due to the success of camps. Naper Settlement has savings on the expense side in salaries and benefits and other areas. Atkinson presented the cash flow projection for the year. Naper Settlement has taken steps to address projected revenue shortfalls with reductions in hard expenses as well as a reduction in museum educator hours and delaying the hiring City of Naperville Page 4 Printed on 2/10/2023 Naper Settlement Museum Board Meeting Minutes - Final September 9, 2022 of the other events position. Mayor Chirico asked if NS is in balance right now. Pistorio confirmed that it is. Atkinson confirmed that NS is projecting coming in under budget. Utilities are over because of natural gas costs. approved Aye: 6- Chirico, Hinterlong, Koranda, Quillinan, Tang, and Zucco Absent: 3- Kozlowski, Schremser, and Taylor Demming 3. Receive updates on events, exhibits, and programming, including Unvarnished, How I See What I See, a holiday “Wish List” exhibit, Naper Nights 2022, and October events. Pistorio discussed the success of Naper Nights and changes to the event as it continues to grow. Tamayo-Calabrese discussed the DCEO grant that NHS is pursuing for 2023 events. Mayor Chirico asked about what NS is planning on doing regarding liquor. Tamayo-Calabrese discussed the need for an expansion of the T Class license to be a site wide liquor license to capitalize on the new spaces. The current T Class license only covers the Pre-Emption House. Tamayo-Calabrese discussed the Field Watchers program with the Illinois Soybean Association. The Field Watchers program will have soybean farmers present agriculture to the third-grade field watchers via a digital platform. Sack discussed the roll out for Unvarnished. Naper Settlement has shared the project at over 30 meetings with a variety of institutions and clubs. The project has generated local interest and national attention. Sack discussed that NS is pursuing additional funding through the State of Illinois for the Unvarnished program as it relates to curriculum and lesson plan development that addresses primary resources and content. Pistorio reiterated that the online exhibit is open for three years. Mayor Chirico asked why online exhibits sunset. Tamayo-Calabrese that it is based on the web hosting and maintenance costs. Pistorio confirmed that it is currently $15K a year for maintenance on average. Sack discussed the Wing Young Huie summer workshop about identity. The exhibit was funded by the National Endowment of the Arts. 4. Receive the attendance and demographic report through August 31, 2022. Attachments: Aug 22 Attendance City of Naperville Page 5 Printed on 2/10/2023 Naper Settlement Museum Board Meeting Minutes - Final September 9, 2022 Pistorio presented the attendance and demographic report. We are currently on target for 2022. Naper Settlement still has three NHS October events and the Witches Night Out event run by the Women’s Club. Quillinan asked about the virtual field trips. Tamayo-Calabrese stated that teachers are focused on the mental health of students and adding virtual field trips is not a priority for schools now that they are just returning to the classroom. Mayor Chirico asked if field trips will grow. Sack stated that school districts are leaning to a hybrid experience. G. ADJOURNMENT to adjourn the Meeting of Aye: 6- Chirico, Hinterlong, Koranda, Quillinan, Tang, and Zucco Absent: 3- Kozlowski, Schremser, and Taylor Demming City of Naperville Page 6 Printed on 2/10/2023