HomeMy WebLinkAboutItem 01 Annual Joint Work Session with Springfield Museum Board and Director. AGENDA ITEM SUMMARY Meeting Date: 9/28/2015
Meeting Type: Work Session
Staff Contact/Dept.: Brenda Jones, DPW Staff Phone No: 726-3610
Estimated Time: 45 minutes
S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Preserve Hometown Feel, Livability, and
Environmental Quality ITEM TITLE: ANNUAL JOINT WORK SESSION WITH SPRINGFIELD MUSEUM BOARD
AND DIRECTOR
ACTION REQUESTED:
Meet with the Museum Board and Director to discuss issues of mutual interest and
concern.
ISSUE STATEMENT:
The City owns the Springfield Museum building and its permanent collection of
historical artifacts. Under an agreement that renews annually, the City contracts
with Springfield Museum Board (a non-profit corporation) to manage the Museum for the benefit of the community. The City / Museum Board management
agreement sets forth obligations for both parties. The Work Session will allow a
discussion of these.
ATTACHMENTS: Attachment 1: 2015 Museum Board Annual Report
Attachment 2: Springfield Museum Board of Directors Attachment 3: 2015 Exhibits Attachment 4: 2015-2016 Management Agreement
DISCUSSION/ FINANCIAL IMPACT:
The Management Agreement at Section 7 (Attachment 2, page 5) addresses compensation for Museum Board services. The base fee for 2015/2016 remains at
$45,000.
Benjamin Johnson, the Museum Director will present the annual report to Council.
590 Main Street • Springfield, Oregon 97477 • 541-726-2300 • www.springfield-museum.com
To: City of Springfield Councilors and Staff
Re: Springfield Museum Annual Report 2015
Date: September 28, 2015
Summary:
Despite the challenges presented to the Springfield Museum staff and Board of Directors over
the last 12-18 months, we have made significant progress in several key areas and continue to work
toward the goal of becoming an anchor in ongoing redevelopment of downtown Springfield. I believe
that it is possible, given smart decision-making and proper use of resources, that we can create an
environment where the Springfield Museum serves not only as a warehouse of the City’s historical
objects, but as an economic engine for the surrounding businesses. We have a prime opportunity to
create and promote high quality programming and exhibits not only for residents of Springfield, but for
all of Lane County and beyond. These exhibits can be promoted across the state and region, providing
yet another reason to attract families to downtown Springfield. Yet Beyond these apparently self-serving
reasons, the Springfield Museum is tasked with an invaluable mission to protect and preserve the history
of Springfield and the surrounding communities. All of our public exhibitions and programming help
support our preservation efforts, without which the city’s historic collection and archives run the risk of
disappearing over time. Without places like the Springfield Museum, local history will be lost or
forgotten completely. Some highlights of the 2015 calendar year include:
- New museum website (www.springfield-museum.com)
- Increased exhibition space by utilizing space efficiently
- Dramatic increase in individual and corporate sponsorships over previous years
- 3,500+ visitors since January 2015
- Improved relations with local business community
- Improved public profile through media relations
Attachment 1, Page 1 of 5
590 Main Street • Springfield, Oregon 97477 • 541-726-2300 • www.springfield-museum.com
Management:
2015 brought new leadership and a renewed commitment toward our goals of preserving
Springfield’s history while also providing high quality exhibits and programming for our city, state and
region. Benjamin Johnson took over as the museum’s Executive Director in January, and we are once
again assisted by a solid core of volunteers. The Board of Directors continues to meet on a monthly
basis, though we have begun the process of reevaluating the management model that has existed
relatively unchanged for the past ten years. We are evaluating the proper structure, role and function of
the Board of Directors as well as the museum’s relationship with the City of Springfield in order to
create the framework for sustained success over the next 5-10 years. By the end of my first calendar year
we will dramatically reduce expenses, increase financial and in-kind support, improved collection care
and management, and set in place a new framework for increased future successes.
Operations:
In a very broad sense, the basic core of every museum can be broken down into two basic
categories which encompass the whole of its mission: exhibits and collections. Though there are many
more elements necessary for day-to-day operations, ‘exhibits and collections’ are the bedrock upon
which all other functions rest. Exhibits, broadly defined, are the museum’s public persona through
which the public engages the institution. The Springfield Museum is little different in this regard as we
are obliged to create exhibits on a rotating basis for the benefit of the public at large. Thus far we have
created and displayed six major exhibits over the last 9 months (see attachment). Each one has been
extremely well received, and we look forward to another strong slate of exhibits for 2016. Where in the
past the Museum has sought to change these exhibits on a monthly basis, it is my intention to create
larger high-quality exhibits on display for up to 10-12 weeks at a time. This provides a better
opportunity to research and develop the exhibit, gain institutional partners, raise funds and promote over
the long-term. We are also venturing into a new area by ‘traveling’ our current exhibit to other museums
around the country as a means of promoting our brand and adding another revenue stream. We will also
focus on exhibits that more adequately serve our mission as a historical museum, selecting exhibits
focusing on historical narratives when possible. We are also attempting to offer additional educational
Attachment 1, Page 2 of 5
590 Main Street • Springfield, Oregon 97477 • 541-726-2300 • www.springfield-museum.com
programming or materials to coincide with each exhibit such as documentary films, discussion panels,
speakers or historical materials for local schools, etc.
With regard to the Springfield Museum’s collections, we have made some significant strides
toward the organization and care of our artifacts and archives. Though we are not completely in line
with industry standard care and handling practices, the Museum has made progress toward this goal. As
it currently stands, the museum maintains both digital and paper collections records. Though generally
accurate, these records have not been kept in a manner consistent with generally recognized museum
standards. In many cases we have gaps in the collections record and/or duplications of existing records.
Unfortunately, without a recent inventory of the objects in question, we do not have an accurate number
of objects within the collection. As we plan for 2016, however, we are in the process of developing a
master plan for the implementation of a complete collections inventory supported in part by funds from
several granting organizations.
Should these funds become available, we will execute our inventory plan over the course of the
next calendar year, concluding the inventory and assessment process near the end of 2016. Over the next
several months we should receive word regarding several grants for which we have applied to offset the
costs of an artifact inventory and digitization project. The project will reconcile all of our paper files
with our digital catalogue system, capture digital images of all artifacts and archived materials, and
create a master list of all artifacts and their locations. If we receive the grant(s), this project will be
completed within one calendar year and will include photographs of all artifacts and archived materials
on the museum’s website for public access.
Attachment 1, Page 3 of 5
590 Main Street • Springfield, Oregon 97477 • 541-726-2300 • www.springfield-museum.com
Per the information available, we are currently caring for the following number of items within
the collection:
- 2,304 items in “objects” – broadly defined as three-dimensional artifacts.
- 3,744 items in “photos” – including prints, negatives, glass negatives, etc.
- 2,303 items in “Archives” – includes papers, letters, and misc. documentation
- 573 items in “Library” – includes books, magazines, newspapers, etc.
________
8,924 Total Items
One of the primary factors contributing to the inaccuracy of these numbers is the fact that a large portion
of the Springfield Museum’s collection was, until very recently, housed at several off-site locations
including storage units in Eugene and a POD-type bulk storage container. Last year the museum’s off-
site storage was graciously moved to an office at the Booth Kelly Mill location, but we still have several
significant challenges with regard to the security and environmental controls of our off-site storage
locations. We are working with the City of Springfield to improve both the safety and security of the
objects including attempts to limit drastic changes in both temperature and humidity, and to institute a
more rigorous pest management program.
Finances:
Perhaps the most significant factor in the success or failure of an organization like the
Springfield Museum is the ability to raise funds and get the most ‘bang for the buck.’ It is here that the
Museum, like many other peer institutions, has struggled over the past several years to secure any
significant funding other than the generous amount provided by the City of Springfield. Past fundraising
efforts have placed a premium on grant requests and a limited amount of individual and corporate
sponsorship. Over the last nine months we have had some success reducing expenses and increased
fundraising, with a few highlights below:
Attachment 1, Page 4 of 5
590 Main Street • Springfield, Oregon 97477 • 541-726-2300 • www.springfield-museum.com
Calendar YTD Major Expenses
Payroll $38,443.15
Exhibits Related $4,731.34
Insurance $1,454.00
Technology $830.33
Total Expenses $54,758.86
Major YTD Sources of Income
City of Springfield $45,000.00
Exhibit Sponsorships: $3,000.00
Individual Donations: $2,061.15
Grants: $4,050.00
Total Income $54, 423.65
As we move forward into our FY2015-2016, it is imperative that we continue growing our donor base
and establishing a funding model capable of sustaining additional support staff. Current staffing
limitations curtail any rapid improvements in programming and collections management. For the
Museum to move forward to the next level, we must place a higher priority on collections care, and for
this we will need additional staffing solely focused on this task. In all, the Museum has made important
strides over the last nine months and we will be discussing our future goals with the City Manager’s
Office early next year.
Attachment 1, Page 5 of 5
Springfield Museum
Board of Directors
MAILING ADDRESS PHONE APPOINTMENT
DATE
RE-
APPOINTMENT DATE
EXPIRATION
DATE
DE LA O, Raul - President 5273 D Street
Springfield, Oregon 97477 (W)rdelao@4emergence.com
(H) rob-alta@yahoo.com
W: 541.741.7107 H: 541.746.9774
C: 541.731.0870
5/2014 5/2017
HERRON, Michael - Secretary 1880 “J” Street
Springfield, Oregon 97477 michael.s.herron@gmail.com
H: 541.232.7400 W: 541.736.3857
3/2014 3/2017
THOMPSON, Jeffrey - Treasurer
1095 “L” Street
Springfield, Oregon 97477 H: jefft@jstconsulting.com
W: jedd@springfield-chamber.org
H: 541.746.3157
C: 808.754.7854
4/2013 4/2016
JONES, Brenda - City Liaison
225 5TH Street Springfield, Oregon 97477
W: bjones@springfield-or.gov
H: 541-747-7201
W: 541-726-3610 C: 541-912-0163
2015
Edited 8/10/2015 BJones
Attachment 2, Page 1 of 1
Springfield Museum Exhibits 2015-2016
A Day in the Life
On display February – May 2015
A Day in the Life featured twelve front-page reproductions from the Springfield News covering
major events from the election of Franklin Roosevelt in 1933, World War II, the assassination of
John F. Kennedy, the moon landings and more. Each edition highlighted not only the major
world events of the period, but placed these events within the context of everyday life in
Springfield.
Student Art Exhibition 2015
On display March – April 2015
This exhibit featured art from high school students from within the Springfield Public Schools.
The artists provided dozens of pieces from different media types including charcoal drawing,
pastels, painting, watercolor, digital media and sculpture.
Attachment 3, Page 1 of 4
Gutenberg’s Legacy
On display May 8 through June 27, 2015
This exhibit discussed the artistry of early books as well as impact of printing on the world at
large. The Springfield Museum’s exhibit featured more than a dozen rare books printed from
1540 through the late 1700s, as well as enlarged reproductions of the text and images within.
Examples of books on display were a New Testament printed in 1540, a King James Bible from
1617, several works from Isaac Newton printed in 1765, a two-volume Cyclopaedia from 1740
and much more.
Citizen Historians: Eyewitnessing Springfield’s
History
On display June 10 -31, 2015
Presented by the Springfield Historic Commission, this exhibit highlights the group’s research
into several of Springfield’s historic properties, as well as some of the people who helped
preserve their historical legacies.
Attachment 3, Page 2 of 4
SMOKEJUMPERS: Firefighters from the Sky
On display August 14 – October 31, 2015
For 75 years, the men and women of the Smokejumpers have served on the front lines against
wildfires throughout the U.S. and Canada. This exhibit, Smokejumpers: Firefighters from the
Sky, describes the evolution and role of smokejumping over the last seven decades, and the
development of the techniques and technologies that has made aerial firefighting in the Pacific
Northwest what it is today.
The exhibit begins with the history of wildland firefighting in the Pacific Northwest, and details
various aspects of smokejumping’s early years through photographs and artifacts provided by the
National Smokejumper Association. In addition to these wonderful historical references, the
exhibit highlights some of the major fire events throughout the last 100 years as well as the
unique dangers these brave men and women face on a daily basis.
Film Screening: August 2, 2015 from 6-8 pm
In addition to the exhibit itself, we hosted a screening of a documentary film produced by the
National Smokejumper Association. Nearly 40 people attended the screening of this film and the
Q&A panel following the film. The panel was comprised of three veteran smokejumpers from
the 1960s and 1970s.
Attachment 3, Page 3 of 4
FIRST TO ASSEMBLE: The Oregon
National Guard and the 162nd Infantry Regiment
On display November 11, 2015 – January 31, 2016
This exhibit highlights the proud history of the Oregon National Guard through the story of the
2 -162nd Infantry Regiment headquartered at the Springfield Armory. Since its activation, the
162nd has enjoyed a long and storied history and has taken an active role throughout Southwest
Asia in both Iraq and Afghanistan since 2003.
The Springfield Museum has also coordinated a public showing of an award winning
documentary titled “Shepherds of Helmand,” shot from the perspective of several Oregon
National Guard soldiers while deployed to Afghanistan. The film’s director and several soldiers
from the film have agreed to take part in a question and answer session following the film. The
showing will take place at the Richard E. Wildish Theater in downtown Springfield.
February 2016 “Highway 99 – Revisited”
This month we are showcasing a collection of photographs of Oregon’s historic Highway 99.
Local photographer, and A3 instructor, Andrew Hunt will display a selection of photographs of
the entire length of the highway.
March/April 2016 – 2016 Student Art Exhibition
This exhibit features art from high school students from within the Springfield Public Schools.
Several more projects in the works for May – December 2016, STAY TUNED!
Attachment 3, Page 4 of 4
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
1
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
2
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
3
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
4
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
5
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
6
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
7
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
8
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
9
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
10
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
11
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
12
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
13
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
14
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
15
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
16
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
17
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
18
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
19
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
20
of
21
At
t
a
c
h
m
e
n
t
4,
Pa
g
e
21
of
21