Naper Settlement Museum Board — Naperville, IL
Date: 2022-09-09

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



 Meeting Agenda

 Naper Settlement Museum Board

Friday, September 9, 2022 8:00 AM Mayor's Conference Room




A. CALL TO ORDER:

B. ROLL CALL:
1. 22-1078 Introduction of new board member Alan Tang.


C. PUBLIC FORUM:

D. OLD BUSINESS:
1. 22-1079 Receive remarks from the President and CEO, including an overview of
 summer highlights and a summary of new grants.

E. NEW BUSINESS:
1. 22-1080 Receive the 5-year proforma that captures the operating expenses and
 revenue of Naper Settlement’s new buildings.

2. 22-1081 Receive and approve the 2023 Naper Settlement Operating Budget,
 including the deferred maintenance list.

3. 22-1082 Receive and approve the 2023-27 Naper Settlement Capital Improvement
 Projects (CIP).

F. REPORTS:
1. 22-1083 Receive and approve the minutes from the April 29, 2022 Naper
 Settlement Museum Board meeting.

2. 22-1084 Receive and approve the Naper Settlement financial report as of July 31,
 2022.

3. 22-1085 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.
4. 22-1086 Receive the attendance and demographic report through August 31, 2022.




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Naper Settlement Museum Board Meeting Agenda September 9, 2022



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 2 Printed on 9/6/2022

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.




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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

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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.

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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

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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



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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




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