Naper Settlement Museum Board — Naperville, IL
Date: 2019-10-25

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



 Meeting Agenda

 Naper Settlement Museum Board

Friday, October 25, 2019 8:00 AM Mayor's Conference Room




A. CALL TO ORDER:

B. ROLL CALL:

C. PUBLIC FORUM:

D. OLD BUSINESS:
 19-1026 1. Case Dairy Farm Milk House - Harriet Pistorio
 2. Yuletide Festival - Harriet Pistorio/ Rena Tamayo- Calabrese
 3. Grants - Donna Sack

E. NEW BUSINESS:
 19-1025 Receive and approve the CY20 NS Budget and CIP and discuss the recent
 presentation to Council

 19-1035 Receive updates on the following new business items:
 1. Blackbaud upgrades - Harriet Pistorio
 2. ‘Twas the Night Before Christmas Holiday Exhibit - Donna Sack

F. REPORTS:
 19-1022 Approve the minutes from the August 19, 2019 meeting.

 19-1024 Receive the following reports:
 1. Attendance and demographic report - Harriet Pistorio
 2. Financials as of July 31, 2019 - Harriet Pistorio

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 10/18/2019

City of Naperville

 400 S. Eagle Street
 Naperville, IL 60540




 Meeting Minutes - Final

 Friday, October 25, 2019

 8:00 AM



 Mayor's Conference Room



Naper Settlement Museum Board
Naper Settlement Museum Board Meeting Minutes - Final October 25, 2019


A. CALL TO ORDER:

 Mayor Chirico called the meeting to order at 8:02 AM. Erin Lochtefeld, 2019-2020
 student representative, and Bridget Kozlowski, applicant for the vacancy on the board,
 were introduced.

B. ROLL CALL:



 Also Present: Macarena Tamayo- Calabrese, President & CEO; Harriet
 Pistorio, Chief Operating Officer; Donna Sack, Vice President & Chief Program
 Officer; Kimberly Grazulis, Administrative Specialist; Marcie Schatz, Deputy
 City Manager and staff liason for the Naper Settlement Museum Board; Bridget
 Kozlowski
 Present 7- Steve Chirico, Paul Hinterlong, Len Monson , Sally Pentecost, Greg Waite, David
 Wentz, and Erin Lochtefeld
 Absent 6- Kelly Douglas, John Koranda, Connor Chapman, Michelle Zheng, Bhoomi Sharma,
 and Cecelia Curtis

C. PUBLIC FORUM:

 No comments were made.

D. OLD BUSINESS:

 1. Case Dairy Farm Milk House - Harriet Pistorio
 2. Yuletide Festival - Harriet Pistorio/ Rena Tamayo- Calabrese
 3. Grants - Donna Sack
 1. Case Dairy Farm Milk House
 Harriet Pistorio said that staff has been working with the City legal team and Marcie
 Schatz to get everything in order and get the building on the City’s insurance. They have
 been collecting quotes from potential moving companies and anticipate that it will be
 moved in the next few weeks. Pistorio clarified that it will be the thirty-first structure on
 Naper Settlement’s grounds. Dave Wentz asked why it hadn’t been moved sooner, since
 it was approved by the Board in August. Pistorio explained that putting the building on the
 City’s insurance and collecting bids from movers took some time. Erin Lochtefeld asked
 for clarification on where the building will be placed, and Donna Sack explained that it will
 fit nicely next to other agriculture-related structures on site.
 2. Yuletide festival
 Pistorio said that staff has been working closely with Star Events. Vendors are still
 being secured. The festival will open Friday, December 6 and will be free of charge. Staff
 from Naper Settlement and Star Events are working on advertising. One projected activity
 is story time in the Meeting House. A conversation was had about vendors and Tamayo-
 Calabrese explained that because it is a rental, the renter manages vendors.
 3. Grants
 Donna Sack gave background on the Institute of Museums and Library Services'
 Museums Empowered grant that was awarded in 2018. The grant's purpose is staff
 development and has allowed senior leadership to visit museums around the country that
 have transformed. The most recent visit was to the Strong Museum in Rochester, New
 York. The grant supports bringing thought leaders to the museum to train staff. Sack


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Naper Settlement Museum Board Meeting Minutes - Final October 25, 2019

 discussed upcoming visits by Cinnamon Catlin-Legutko, Director of the Illinois State
 Museum, and Dr. Darren Ranco (Penobscot), Professor at the University of Maine.


E. NEW BUSINESS:

 Receive and approve the CY20 NS Budget and CIP and discuss the recent presentation
 to Council
 Attachments: CIP .pdf
 NS budget for NSMB 10.2019.pdf

 Pistorio presented the budget, which was approved by the Naperville Heritage Society
 (NHS) in September. Most of the revenue lines are staying flat, though weddings have not
 been as profitable as they have been in the past. There will be a pledge made by the
 Naperville Heritage Society.
 For salaries and benefits, everything is in line with the City of Naperville’s budget,
 though it will be changed to reflect the chargebacks once they are finalized and a merit
 increase of 3% instead of 2.75%, which was originally projected.
 A discussion ensued regarding the NHS’s pledge and its place in the budget. The
 Mayor stated that he did not feel comfortable approving the budget as is and offered
 suggestions for how the NHS pledge should be utilized. Tamayo- Calabrese said that she
 would take these suggestions to the NHS Finance Committee. Wentz asked by when the
 Naper Settlement budget needed to be approved, and it was clarified that there would
 likely need to be another NSMB meeting for that vote before the Settlement’s budget
 workshop with Council on 11/18. A motion to table this item was made by Paul
 Hinterlong, seconded by Dave Wentz.
 Pistorio presented the CIP recommendation. For the next fiscal year, the request is
 for security cameras for increased safety. The quote provided would allow for 98%
 coverage of the site. The Mayor asked about the infrastructure for delivering the footage
 and Pistorio explained that it would function like the current security system around other
 city buildings. Pistorio and Tamayo- Calabrese also gave a brief background on the
 Innovation Gateway and how it would fit in and impact the surrounding area should it
 receive the necessary funding.



 Paul Hinterlong made a motion, seconded by Dave Wentz, to table this agenda
 item.
 The motion carried by the following vote:

 Aye: 6- Chirico, Hinterlong, Monson, Pentecost, Waite, and Wentz

 Absent: 2- Douglas, Koranda, Chapman, Zheng, Sharma, and Curtis


 Receive updates on the following new business items:
 1. Blackbaud upgrades - Harriet Pistorio
 2. ‘Twas the Night Before Christmas Holiday Exhibit - Donna Sack
 1. Blackbaud Upgrades
 Harriet Pistorio explained that Blackbaud is the software used for membership
 processing, rental payments, and other finances. The software is being upgraded for the
 first time in over ten years. The upgrade will start in the next week or two and will take 4-6
 months. She highlighted the usefulness of the new software for ticket processing at large


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Naper Settlement Museum Board Meeting Minutes - Final October 25, 2019

 scale events.

 2. ‘Twas the Night Before Christmas Holiday Exhibit
 Donna Sack gave background information on the new exhibit and invited the board to
 the exhibit reception on December 4. She talked about how this exhibit will complement
 other holiday events at Naper Settlement, like Yuletide and the Cup of Cheer™ house
 walk.


F. REPORTS:

 Approve the minutes from the August 19, 2019 meeting.
 Attachments: Aug 19 19 minutes to be approved at Oct 2019 meeting.pdf

 Sally Pentecost made a motion, seconded by Len Monson, to approve the
 minutes from the August 19, 2019 NSMB meeting. The motion carried by the
 following vote:

 Aye: 6- Chirico, Hinterlong, Monson, Pentecost, Waite, and Wentz

 Absent: 2- Douglas, Koranda, Chapman, Zheng, Sharma, and Curtis


 Receive the following reports:
 1. Attendance and demographic report - Harriet Pistorio
 2. Financials as of July 31, 2019 - Harriet Pistorio
 Attachments: NS Financials for Oct meeting.pdf
 Aug attendance report.pdf

 1. Attendance and demographics report
 Pistorio said attendance numbers were in line with the past year.
 2. Financials as of July 31, 2019
 Per Pistorio, revenue is close to where it should be. There are a few rental payments
 that were not in at the time of this report, and wedding revenue was down. Otherwise,
 financials are on target. Salary and benefits will be moving closer to budget due to recent
 promotions and staff members joining the team.
 The Mayor asked about total operating expenses for 2019, and Pistorio anticipated
 that it would be about $100,000 less than budgeted. She added that before the end of the
 year, some of the budgeted funds would be used for updates to the lower level of the
 chapel and updated storage at Fort Hill.

 Kim Grazulis distributed a draft NSMB meetings schedule for 2020.


G. ADJOURNMENT:
 Len Monson made a motion, seconded by Councilman Paul Hinterlong, to
 adjourn the Regular Naper Settlement Museum Board meeting of October 25,
 2019 at 8:48 a.m. The motion carried by the following vote:

 Aye: 6- Chirico, Hinterlong, Monson, Pentecost, Waite, and Wentz

 Absent: 2- Douglas, Koranda, Chapman, Zheng, Sharma, and Curtis


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