Naper Settlement Museum Board — Naperville, IL
Date: 2023-09-22

400 S. Eagle Street
 City of Naperville Naperville, IL 60540



 Meeting Agenda

 Naper Settlement Museum Board

Friday, September 22, 2023 8:00 AM NEU




A. CALL TO ORDER:

B. ROLL CALL:

C. PUBLIC FORUM:

D. OLD BUSINESS:
 23-1085 Receive an update on Naper Nights

 23-1078 Receive update on Unvarnished


E. NEW BUSINESS:
 23-1079 Receive and Approve 2024 Budget/CIP


F. REPORTS:
 23-1080 Receive and Approve the minutes from the August 25, 2023 NSMB board
 meeting

 23-1081 Receive and Approve the Naper Settlement financial reports as of July
 2023

 23-1082 Receive an update on Naper Settlement’s new buildings

 23-1083 Receive CY23 Attendance Demographic Tracking report for August


G. ADJOURNMENT:
 Any individual with a disability requesting a reasonable accommodation in order to
 participate in a public meeting should contact the Communications Department at least
 48 hours in advance of the scheduled meeting. The Communications Department can
 be reached in person at 400 S. Eagle Street, Naperville, IL., via telephone at
 630-420-6707 or 630-305-5205 (TDD) or via e-mail at info@naperville.il.us. Every effort
 will be made to allow for meeting participation.




City of Naperville Page 1 Printed on 9/15/2023

City of Naperville

 400 S. Eagle Street
 Naperville, IL 60540




 Meeting Minutes - Final

 Friday, September 22, 2023

 8:00 AM



 NEU



Naper Settlement Museum Board
Naper Settlement Museum Board Meeting Minutes - Final September 22, 2023


A. CALL TO ORDER:


 Mayor Scott Wehrli called the meeting to order at 8:00am and entertained
 a motion to bring Erik Long into the meeting via teleconferencing as he
 was out of town on business.

 Mayor Wehrli addressed the new meeting format. All boards and
 commissions follow the open meetings act requirements, as such the lobby
 and conference room doors will remain open and accessible to the public.
 Every meeting will have the names and titles of all participants so the public
 can identify them, and a designated seating area for public will be
 available.

 Motion by Al Zucco, seconded by Councilman Josh McBroom.
 Motion passed with 7 Aye and 1 Abstain




 A motion was made approved. The motion carried by the following vote:

 Aye: 7- McBroom, Meyer-Smith, Quillinan, Schremser, Tang, Wehrli, and Zucco

 Abstain: 1- Long

B. ROLL CALL:


 Staff Attendees - Macarena Tamayo-Calabrese, President & CEO;
 Harriet M. Pistorio, Chief Operating Officer; Donna Sack, Vice President
 & Chief Program Office; Alexandra A. Atkinson, Director of Finance;
 Diane Fornek, Administrative Specialist

 Also, Present - Rachel Mayer-Finance Director/City Treasurer; Marcie Schatz
 Assistant to the City Manager

 Present 7- Erik Long, Josh McBroom, Leanne Meyer-Smith, Lee Quillinan, Julie Schremser,
 Alan Tang, and Scott Wehrli

C. PUBLIC FORUM:

 No comments in Public Forum

D. OLD BUSINESS:




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Naper Settlement Museum Board Meeting Minutes - Final September 22, 2023



 Receive an update on Naper Nights


 Naper Nights update was presented by Pistorio. Naper Settlement had
 approximately 19,000 attendees over the six Naper Nights dates. Taylor
 Swift/Dixie Chicks being the most successful with approximately 6,300 in
 attendance. Naper Settlement revenues over the six-night period came in
 at approximately $371K. Staff did a great job. They were professional and
 managed to get everyone in by 6:00pm for the start of the Taylor Swift/Dixie
 Chicks concert. At a prior concert, the Naperville Police Department
 directed staff to evacuate due to significant storms headed in our direction,
 staff cleared the grounds within 20 minutes and headed for the nearest
 basement to wait out the storm.

 Mayor Wehrli asked if the same bands are booked for next year. Pistorio
 indicated that the event staff is currently working on the line-up for next year
 and they usually change year to year.

 Receive update on Unvarnished
 Attachments: Unvanrished Website Analytics Template



 Sack updated the board on the Unvarnished project. Sack informed the
 board that she and Jeanne Schultz-Angel attended the national conference
 of the American Association of State and Local History Museums and
 received their most prestigious award in recognition of that project.

 Sack also referenced information in the NSMB board packet on the
 analytics of the project as well as the substantial growth for the Unvarnished
 website. The impact is larger than the numbers on the report, given that
 what may appear as “one hit/participant” is often an entire classroom
 (typically 20-30 plus students). The other data presented in the packet
 reflects the participation of the onsite exhibit which ran from June through
 October and had approximately 5,800 in person visitors. This online exhibit
 was so successful that a travel exhibit has been developed allowing
 Unvarnished to gain greater impact and reach in Illinois.

E. NEW BUSINESS:




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Naper Settlement Museum Board Meeting Minutes - Final September 22, 2023



 Receive and Approve 2024 Budget/CIP
 Attachments: NS 2024 Operating Packet

 The Naper Settlement operating plan for fiscal year 2024 proposed budget
 is $5,189,251 which reflects a 24% increase over last year according to
 Pistorio. Contributions to increases in revenue for next year would include
 additional programing for the Mary & Richard Agricultural Center STEM
 lab, a Fair Farm Market, which is a combination of a Farmers Market
 utilizing Fair Trade, along with increased revenue opportunity with the Birck
 Family Innovation Gateway building. The building will be done by
 mid-December and available for rent by March of next year. Naper
 Settlement anticipates a $40,000 increase in revenue by renting this
 building for weddings, conferences, and birthday parties. School Services
 are also back with an expected increase in revenue of approximately
 $166K which is significantly over budget.

 Pistorio also pointed out other expenses reflected in the budget, including
 three new full-time positions: A Grant Specialist, an IT Specialist, and
 Preservation Specialist. Naper Settlement has approximately 15 active
 grants that require diligent administration to meet grant requirements along
 with outstanding grant opportunities that have yet to be explored. The IT
 Specialist position is necessary to help meet the growing digitization
 demands. The Preservation Specialist will focus on the historical homes
 and structures on site to help address issues early before they become an
 expensive line item on the deferred maintenance report.

 Other expenses include a new cleaning contract for $42K which is up for
 bid again. There is also approximately $13.4K for the upcoming
 celebration of the 150th anniversary of the Naperville Fire Department.
 There is $35K for an update on Naper Settlements closed network. Also,
 Naper Settlement is currently researching other possible cultural events to
 bring to the grounds along with researching the bus tour industry. Both
 ventures would require significant research and development and are
 budgeted at $92K. Fifty thousand ($50K) allocated to experts in master
 planning. The last master plan for NS was done in the 1980’s and a new
 plan is long overdue. Deferred maintenance accounts for an additional
 $139K that Naper Settlement would like to tackle in 2024. Quillinan
 requested information regarding the snow removal expense. Pistorio
 explained that NS has a company that assists with snow removal of over
 two inches. Anything below that is removed by NS staff. Mayor Wehrli
 asked why the city does not provide snow removal. Rachel Meyer
 explained that there are so many streets to try to clear that even the city
 leverages other companies to assist with side streets and cul-de-sacs.
 Given the tight stretch, NS would not be a city priority.


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Naper Settlement Museum Board Meeting Minutes - Final September 22, 2023

 CIPs are part of the packet and contain the fiber optics plan to bring
 modern technology to the site. The current fiber optics was put in decades
 ago. Conversations with Doug Keiger, and Jackie Nguyn, IT Director have
 determined that City IT is over-stretched and lacks field expertise to
 support NS needs. Naper Settlement received a quote for $632K for a
 closed network. According to Tamayo-Calabrese the total cost for said
 project is $2M+. The museum has sought federal dollars and expects to
 receive approximately $800K when the federal budget is approved. Mayor
 Wehrli asked what would happen if the $800K federal funding does not go
 through? Tamayo-Calabrese said a similar request would go in for the
 following year and new strategies would be developed with the federal
 lobbyist.
 Mayor Wehrli asked if the city approved the IT position would there be an
 offset for the city? Rachel Meyer explained that it would not because there
 is a gap in expertise on the city side.

 The Mayor asked what is the impact on Naper Settlement without this
 funding? Per Pistorio, it would impact the need for field-appropriate exhibit
 cases, the 150-year fire department celebration, the loss of income from
 the Fair Farm market,and result in a reduction in the number of grants
 applied for in the future. All resulting in a decrease in revenue potential.
 Tamayo-Calabrese assured the Mayor that Naper Settlement is committed
 to doing its part to increase impact and revenue. Rachel Meyer then asked
 how the RND $92K figure was built. Pistorio said that it is a projection
 based on travel expenses along with consultant costs and other potential
 needs. Donna Sack reminded the board that Naper Settlement is only a
 few short years from reaccreditation. The accreditation committee
 assigned to NS will be looking at the funding and technology with great
 scrutiny as both are factors in reaccreditation.

 Mayor Wehrli requested a motion and vote to approve the budget.

 Councilman Josh McBroom said he voted present/abstained because he
 is new to both Council and NSMB and has seen only the first of the four
 budget workshops and prefers to wait to see final numbers.

 Votes:
 Councilman McBroom Votes present/abstain.
 Leanne Meyer-Smith votes YES
 Erik Long votes YES
 Julie Schremser votes YES
 Alan Tang votes YES
 Lee Quillinan votes YES
 Al Zucco votes YES
 Mayor Scott Wehrli votes NO


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Naper Settlement Museum Board Meeting Minutes - Final September 22, 2023



 Motion to approve with 6 Yes, 1 no and 1 present/abstain
 A motion was made approved. The motion carried by the following vote:

 Aye: 6- Long, Meyer-Smith, Quillinan, Schremser, Tang, and Zucco

 Nay: 1- Wehrli

 Abstain: 1- McBroom

F. REPORTS:

 Receive and Approve the minutes from the August 25, 2023 NSMB board meeting
 Attachments: 8.25.23 NSMB Legistar minutes

 Al Zucco called attention to the approved minutes from the last NSMB
 board meeting asking that the record reflect that the vote from the last
 meeting should be 6-0 along with a 6-0 vote for the financials.
 Mayor Wehrli requested a motion to approve the minutes with the changes
 indicated.

 Motion approved by Al Zucco and seconded by Lee Quillinan. Motion
 carries 8-0

 A motion was made approved. The motion carried by the following vote:

 Aye: 8- Long, McBroom, Meyer-Smith, Quillinan, Schremser, Tang, Wehrli, and Zucco




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Naper Settlement Museum Board Meeting Minutes - Final September 22, 2023



 Receive and Approve the Naper Settlement financial reports as of July 2023
 Attachments: NS Notes for month ending July 31, 2023
 NS Operating P&L 2
 07. NS 2023 projections as of July 31 through December

 Alexandra Atkinson discussed the Naper Settlement financials through July
 31, 2023. The operating revenue through July is $354,068 for Naper
 Settlement which is approximately 95% of the operating revenue goal for
 the year. School Services has exceeded the yearly revenue goal by over
 $14K. The annual public programming revenue budget is over $16,658.
 Overall Naper Settlement’s budget is over by $4,000 even with the loss of
 Naper Pride and Witches Night Out.
 On the expense side, Naper Settlement is at 51% of the yearly budget.
 Naper Settlement has filled two vacancies. The Event Specialist and
 Digital Archivist positions have been filled. The Archivist begins November
 1st.

 Naper Settlement has anticipated savings of approximately $20K for
 utilities due to the dropping rates for gas this year.

 Mayor Wehrli asked for a motion to approve NS financial reports. Motion
 made by Lee Quillian and seconded by Al Zucco. Motion carries 8-0
 A motion was made approved. The motion carried by the following vote:

 Aye: 8- Long, McBroom, Meyer-Smith, Quillinan, Schremser, Tang, Wehrli, and Zucco




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Naper Settlement Museum Board Meeting Minutes - Final September 22, 2023



 Receive an update on Naper Settlement’s new buildings

 The Richard & Mary Benck Agriculture Center building has been rented for
 several events. Currently, $250K of the DCEO grant is available to fund the
 exhibit space. An additional $250K will be used to revitalize and
 incorporate the playscape located outside the Ag Center. The Ag center
 STEM program which is supported by the Illinois Soybean Association will
 allow 2,500 students to attend, 1,000 have already gone through the
 program. The grantor has requested that Naper Settlement reapply for
 funding again for next year. This will allow 5,000 students to attend the
 STEM program at the Ag Center in two years. Mayor Wehrli has asked if
 Naper Settlement has reached out to the Illinois Farm Bureau for grant
 opportunities and indicated he has a contact there that may be useful.

 The Birck Family Innovation Gateway building is on schedule. The stone is
 going on the façade, the numbers have been added to the building and the
 west wall floor to ceiling windows have been installed. The installation of the
 HVAC system is expected to be completed by the end of November.
 Naper Settlement is currently working with Cortina, a state-of-the-art digital
 experience company, to develop an introductory video.

 Once approval of the liquor license is complete, Naper Settlement can
 begin rentals for this location. Mayor Wehrli has requested a meeting to
 discuss the liquor license approval process with the executive staff at
 Naper Settlement.

 Receive CY23 Attendance Demographic Tracking report for August
 Attachments: CY23 Attendance Demographic Tracking for Aug

 The attendance reports indicate that Naper Settlement attendance is currently
 at 76,931 of the projected of 94,545 in 2023. Naper Settlement expects to meet
 or to exceed this number through the end of the year

G. ADJOURNMENT:

 Mayor Wehrli asked for a motion to adjourn at 9:10am. Motion approved by
 Al Zucco, seconded by Leanne Meyer-Smith. Motion carries 8-0.
 A motion was made approved. The motion carried by the following vote:

 Aye: 8- Long, McBroom, Meyer-Smith, Quillinan, Schremser, Tang, Wehrli, and Zucco




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 Minutes respectfully submitted by:

 /S/ Diane Fornek
 Administrative Specialist




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