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HomeMy WebLinkAboutCultural Resources Board - Minutes - 02/25/1999Citv of Fort Collins Cultuo T nary and Recreational Serves Lincoln Center CULTURAL RESOURCES BOARD MINUTES Regular Meeting - Thursday, Feb. 25, 1999 7:30 a.m. Lincoln Center IlCouncil Liaison: Will Smith Staff Liaison: David Siever 11 Chairperson: Jennifer Beccard Phone: 495-1875(h) Vice -Chair: Fran Johnson Phone: 493-4480(h) A regular meeting of the Cultural Resources Board was held on Thursday, February 25, 1999 at 7:30 a.m., in the Columbine Room of the Lincoln Center. The following members were present: Jennifer Beccard, Fran Johnson, Joan Day, Ayleen Burns and Loren Hooper Board Members Absent: Corinne Govan and Bruce Hendee Staff Members Present: Mike Powers, CLRS David Siever, Lincoln Center Jill Stilwell, Fort Collins Museum Evan Hyatt, Lincoln Center Guests: Rita Greene, Fort Collins Convention and Visitors Bureau AGENDA I. Call to order (7:35 a.m.) - Jennifer Beccard II. Consideration of tonight's agenda - Two items were added: 1. A discussion of a letter received from the Northern Colorado Intertribal Pow -wow Association was added to Item V. 2. A discussion of a draft of the Fort Fund evaluation form was added after Item VII. 417 West Magnolia • Fort Collins, CO 80521 -646 • (970) 221-6:35 • F:i_K (970) 484-0424 III. Consideration of minutes of Jan. 21, 27 & Feb. 3, 1999- The minutes of January 21 will be amended to include an entry to notify Joan Day of any meetings between the staff of the Convention and Visitors Bureau and members of the Board so that she can be included. Ms. Day also asked that any future Board meetings not take place at the same date and time as Board meetings of the Convention and Visitors Bureau so that the two meetings do not conflict. Corrections were made to the minutes of January 21 to add a discussion regarding the Fort Fund proposal by the Junior League of Fort Collins. Corrections were made to the minutes of February 3 to amend typographical errors Motion to accept the minutes of Jan. 21, 27 & Feb. 3, 1999 as amended: Fran Johnson Second: Loren Hooper Passed unanimously DISCUSSION ITEMS IV. Museum Advisory Council/retreat - Jill Stilwell updated the Board on the outcomes of the Museum staff's retreat and the progress of the Museum Advisory Council. Board members were given information on the retreat including the Museum's newly developed mission statement and a draft of the guidelines for the selection of members for the Museum Advisory Council. Board members provided feedback on the Museum's newly created mission statement. Fran Johnson and Jennifer Beccard thought that it would be a good idea to add the last sentence of the former mission statement into the new mission statement. ("The Museum will preserve such material and make it available to all those who wish to see and study it".) Ms. Stilwell explained that the intent of the sentence would be included into the general services and purposes of the Museum and that the Museum staff did not feel that it necessarily needed to be included in the mission statement. The guidelines for the proposed Museum Advisory Council were created using examples of guidelines from similar Boards/Councils at the Library and Lincoln Center. (see attached draft of guidelines) The guidelines were intended to not be as formal as those of the Cultural Resources Board since the Museum Advisory Council will not be a governing Board, but will be providing advice and guidance to the Museum staff. Board members were very pleased with the guidelines and asked a few questions of Ms. Stilwell to clarify some of the items within the guidelines. Board members encouraged Ms. Stilwell to move forward with the creation of the Museum Advisory Council using the guidelines. The staff of the Museum will select the members of the initial Museum Advisory Council once the guidelines are finalized. In the future, Advisory Council members will select new Council members. Ms. Stilwell encouraged Board members to call her with any suggestions for possible Council members. The Museum staff will host an introduction meeting/reception to allow Board members to meet the initial members of the Museum Advisory Council Ms. Stilwell then summarized the highlights of the Museum staff's retreat of October 1998 and the vision of Lincoln Heritage Park. (see attached summary) Lincoln Heritage Park is one vision of what the current Library and surrounding park areas could be used for if the Library is moved to a different location as part of Building Community Choices. A question was asked about the status of the National Endowment for the Humanities (NEH) exhibits. The Museum staff plans to create new exhibits for the main floor of the Museum as a result of the grant that was received from the NEH. The planning phase for these exhibits should be completed by August of this year. The gift shop and main entrance to the Museum would possibly be moved to the lower lever of the Museum as part of this project. Once the plans for these new exhibits are complete, the Museum staff will need to begin a process to raise funding for the building and installation of the exhibits. Those fund-raising efforts could include another grant from the NEH, soliciting individual and corporate donors, and funding from the city. Museum staff will begin the fund-raising process in the fall of 1999. V. January Fort Fund meeting follow-up - Recommendations for funding from the January Fort Fund session were approved by City Council on Feb. 16, 1999. Rita Greene, Executive Director of the Fort Collins Convention and Visitors Bureau, discussed an issue relating to the Bureau's input on funding that is granted from the Tourism Account. Ms. Greene expressed that she feels the staff of the Bureau is receiving conflicting direction from City staff regarding the role of the Bureau in making recommendations for funding from the Tourism Account. Ms. Greene is working to arrange a meeting on March 11 at 9:00 a.m. with members of the Bureau, the Board and City staff to clarify the role of the Bureau in making these recommendations and how they are to be recognized by the Board. The Board asked that Ms. Greene also include Councilmember will Smith in this meeting. 0 On February 18, staff received a letter from the Northern Colorado Intertribal Pow -wow Association and the Native American Student Association regarding the funding they received during the January Fort Fund session. (see attached letter) The letter was to inform the Board that the two organizations would not be holding the event that was stated in their proposal, and were asking for a decision from the Board as to what could be done with the funding. Because the event will not take place as stated in their proposal, the approved grant will not be given to these organizations. Board members expressed that they needed more information about the events that the two groups were now proposing before making a decision on the status of the funding. The Northern Colorado Intertribal Pow -wow Association will re- apply for their own event during the June funding session. Staff will ask the Native American Student Association (NASA) to provide information regarding their event to the Board for consideration at their regular meeting in March. Members of the NASA will be required to make a presentation to the Board regarding their event at the March meeting. Through staff, members of the Discovery Center Science Museum asked the Board for clarification on an event they plan to hold that could be outside of their annual programming and if it would qualify for Tier #2 funding as a special event. Board members asked for more information regarding the event. Staff will obtain more information from the Discovery Center for discussion at their regular March meeting. VI. Input on changes to Fort Fund contracts - The Board provided feedback to staff regarding proposed changes to the Fort Fund contracts to clarify issues raised by the new three -tiered funding system. Staff will work with the City Attorney's office to make changes to the contracts and will provide the Board with a final copy when the changes are complete. VII. Arts Alive update - Jennifer Beccard updated the Board on the progress of the Arts Alive initiative. There has been significant progress on the initiative since the item was last discussed. The initiative will be included in an ordinance on the City Council's agenda for March 2, 1999. If approved, the ordinance will appropriate $35,000 from the City for Arts Alive. In order for Arts Alive to receive these funds, the organization will need to raise $35,000 on its own. If the organization is able to raise the $35,000 to match the City's appropriation, they would then receive an additional $35,000 for a total of $70,000 from the City of Fort Collins. Fran Johnson moved that the Board recommend that the City Council appropriate funds to support the Arts Alive initiative. Second: Joan Day Passed unanimously VIII. Fort Fund Evaluation Form - Joan Day discussed with the Board a draft of the Fort Fund Evaluation Form. The Board suggested changes to the draft. Staff will make changes suggested by the Board and the form will be discussed further at the Board's regular meeting in March. IX. New Performing Arts Center update - David Siever updated the Board on the process of selecting a site for the proposed new performing arts center. The architectural firm of Van Dijk, Pace & Westlake has been hired to study the possible sites for the arts center. Consultants from the architectural firm will be in Fort Collins March 21 & 22 to begin the process of analyzing the possible sites. Members of the firm have received city planning documents that would affect the areas under consideration. During this initial visit, the architects will tour the possible sites, meet with city staff, the fund-raising committee, the conceptual review committee and large donors. Board members will be invited to attend a joint meeting with the Lincoln Center Board on March 22 to meet members of the architectural firm and discuss issues regarding the new arts center. The architects will return to Fort Collins in April to gather more information and again in June to make recommendations to the Board. Staff hopes to take a final recommendation for a site to City Council in August and begin fund-raising for the new center in October. At this point the Board adjourned to an Executive Session to discuss the possible sites in more detail. X. Review of past Fort Fund events - The Board reviewed final reports from the following events/organizations: Riversong Waldorf School - "A Christmas Light" CSU English Department - Poetry Readings XI. Committee Reports - Lincoln Center Board - Did not meet. Fort Collins Area Arts Council - No report. Museum - See above information regarding Advisory Council. Convention & Visitors Bureau - See above information regarding the discussion of Tourism Account. Art in Public Places - A final decision on the Downtown Art Project will be made at the Board's meeting of March 24. New Facilities - See above information regarding the New Performing Arts Center. XII. Other Business - Memo on City Budget Preparation - Board members were presented with a memo from the City Manager regarding recommendations for the 2000-2001 budget process. Board members were asked to consider and recommendations they might have for the 2000-2001 city budget. Recommendations will be discussed at the Board's regular meeting in March. If the Board has any recommendations, they will need to be forwarded to the City Manager's office no later than May 3, 1999. XIII. Adjournment (9:35 a.m.) Moved - Joan Day Second - Loren Hooper Passed unanimously Respectfully submitted, 1 Evan HY4�tt Publicity Coordinator Cultural, Literary and Recreational Services Fort Collins Museum City of Fort Collins February 18, 1999 To: Cultural Resources Board From: Jill Stilwell, Museum Directoq?r Re: Draft of revised Museum Mission Statement Following is a draft of the revised Fort Collins Museum Mission Statement, a product of a planning retreat last October. The old statement is printed below for comparison. Any comments the CRB members might have would be welcome and appreciated. MISSION STATEMENT "The Mission of the Fort Collins Museum is to engage and inspire our audiences to explore the legacies of the peoples and environments of the Cache La Poudre River Valley. The Fort Collins Museum is a dynamic institution that provides opportunities to learn, reflect, and have fun." The Museum is a non-profit (170, C-1) educational institution operated for the benefit of the community, open to the public and fully accessible. In striving to attain its mission, the Museum disseminates information and stimulates learning through artifact collecting, exhibitions, publications, information services, tours, and special programs that are appealing to all culturally diverse populations and age groups. Former Mission Statement: The purpose of the Fort Collins Museum will be to collect, preserve, conserve, study, exhibit, and interpret those objects that serve to illustrate the story of man and nature in the Latimer County. The Museum will collect artifacts and specimens that depict Larimer County's past in terms of natural resources, exploration, settlement, agriculture, commerce, transportation, education, and cultural achievement. The Museum will preserve such material and make it available to all those who wish to see and study it. '00 Mathews Street • Fort Collins, CO S0524 • (970)22_11-6:38 DRAFT - DRAFT - DRAFT The Fort Collins Museum Advisory Council (MAC) Guidelines I. NAME The name of this advisory committee shall be the Fort Collins Museum Advisory Council (MAC). H. PURPOSE A. The purpose of the MAC is to provide community based input on the Fort Collins Museum's programs and services; to advocate for the Museum and enhance its public image; to build the Museum's constituency; to advise and support the Museum Director; to bring expertise to the Museum; and to assist in fundraising efforts. B. The MAC is advisory in nature, not a governing board, and shall not act in place of the Cultural Resources Board. III. GOVERNANCE A. Size: The MAC shall consist of nine (9) regular members. Two liaisons will be encouraged to attend MAC meetings: one representing the Cultural Resources Board, and one representing the Museum's Volunteer Corp. Subcommittees may be formed for special projects under the MAC. Task Forces and committees may be formed by Museum staff outside of the MAC for exhibits, projects, programs, etc. B. Initial Selection/Rotation: The first MAC members will be chosen by the Museum Staff. Three members will be selected for a 5 years term, three for a 4 year term, and three for a 3 year term. After this initial selection process, selection and rotation will occur as outlined below. C. Selection: 1. New MAC members will be nominated by the MAC and selected by the Museum Director. A conscious effort will be made to have a diverse Council reflective of the Fort Collins community. 2. In the event of resignation, death or removal of a Board member, the Museum Director will appoint his or her successor for the completion of the unexpired term. D. Rotation: MAC members will be appointed to four-year terms. If re -nominated, a MAC member may serve two consecutive four-year terms, and then must go off the Council for at least one year before being eligible to serve on the Council again. There is no limit to the number of terms a member can serve as long as they are nominated each time and fellow the above rotational pattern. E. MAC Chair: A Chairperson will be elected annually by the Council. IV. MEETINGS A. Meeting Schedule: The MAC will meet monthly at a regularly scheduled date and time as agreed upon by the MAC members. B. Minutes: Minutes will be taken at all MAC meetings by a designated Museum staff member. Minutes will be provided to each MAC member and kept on file at the Museum. C. Attendance: If a MAC member misses 3 or more consecutive meetings, the MAC may determine that individual is inactive and appoint a new member through the selection process above. V. ETHICS The Fort Collins Museum recognizes and abides by the American Association of Museums' Code of Ethics, which states in part: "Loyalty to the mission of the Museum and to the public it serves is the essence of museum work, whether volunteer or unpaid. Where conflict of interest arise - actual, potential, or perceived - the duty of loyalty must never be compromised. No individual may use his or her position in a museum for personal gain or to benefit another at the expense of the Museum, its mission, its reputation, and the society it serves." MAC members are expected to abide by the AAM code of ethics and those outlined below: A. Confidentiality: 1. MAC members shall not use any information received as a result of serving on the MAC for personal advantage nor purposes detrimental to the Museum. 2. All information not intended to be publicly disclosed, regarding the administration and activities of the Museum, acquired in the course of serving on the MAC and not generally known or available to the public must be considered proprietary to the institution. B. Personal Collecting 1. No MAC member shall use his/her Museum affiliation to promote his own, his family's or his associates' personal collecting activities. 2. Personal Collecting is deemed ethical as long as the MAC member doesn't knowingly compete with the Museum for collectible objects or take advantage of information proprietary to the Museum. 3. Should a conflict develop between the desires of the individual and the need of the Museum, the need of the Museum shall prevail. 4. If a MAC member acquires an object that may appear to be in conflict with their service on the MAC, the member shall disclose their acquisition at the earliest opportunity to the MAC chair or Museum Director. The Museum shall be offered the opportunity to purchase the object at the same price, an action that must take place within 30 days of the disclosure. 5. MAC members may not deal in objects similar or related to those objects collected by the Museum. Dealing is defined as buying and selling for profit as distinguished from occasional selling or exchanging in the management of a personal collection. C. Use of Museum Property 1. MAC members shall not use the Museum's collections, property, services, supplies, shops, shop tools or resource - except for official Museum business - in a manner that exceeds the privileges available to any member of the public. D. Interaction with Staff 1. MAC Members should avoid giving direction to, acting on behalf of, or soliciting administrative information from the Museum staff, without first apprising the Museum Director. Z. MAC members may not accept artifact donations on behalf of the Museum. 3. MAC members should not expect personal assistance from the Museum staff but shall receive the same assistance that is offered to the general public. By the same token, staff should not expect personal assistance from a MAC member but should receive the same assistance offered to the general public. VI. MAC Member Responsibilities: A. To understand and support the Museum's mission and its public trust responsibilities. B. To set aside personal bias and maintain the best interest of the community while providing advice on Museum programs and services. C. To carefully nominate and orient new MAC members D. To assist in raising money for the Museum. E. To act as ambassadors for the Museum and enhance the Museum's public image. F. To share expertise and experience to benefit the Museum. G. MAC service may entail visiting other institutions or other local travel. MAC members will be responsible for their own local transportation and/or carpooling expenses. H. To attend regularly scheduled meetings. VII. Museum Responsibilities: A. Provide adequate training and information for MAC members to feel confident in fulfilling their duties. B. Assist in agenda preparation, taking meeting minutes and forwarding these materials to MAC members prior to meetings. C. Provide all reading materials, photocopies, etc. needed by MAC members. D. Facilitate open and honest communication between the MAC and the Museum Director. E. The Museum Director shall attend regularly scheduled meetings. Other staff members are not required to attend, but may be requested to attend based on the meeting agenda or to assist in taking meeting minutes. Citv of Fort Collins Cultural, Lil-ary and Recreational Services Fort Collins Museum FORT COLLINS MUSEUM FIRST ANNUAL RETREAT OCTOBER 1998 SUMMARY The Museum staff spent two days at Aspen Lodge to begin Long Range planning and to build teamwork among the staff. Brenda Martin facilitated the planning process and also led the staff through some teambuilding exercises. The staff began envisioning the future of the Fort Collins Museum by drafting a Vision Statement, reviewing the Mission Statement, and creating brainstorm lists of what an ideal museum would include. Staff then began focusing on a vision of the Fort Collins Museum in 10 years and identified the following areas as paramount: 1. Provide Quality Services, Products and Experiences 2. Be a Leader in the Community and in the Museum Profession 3. Capacity Building needed to achieve the above: - Monev - Community Support - Professional Staff - Facilities and Grounds During the second day, staff began brainstorming possible goals for the next three years that would help move the Fort Collins Museum towards the "Ten Year Ideal". This proved to be a monumental task and staff was able to move through three focus areas during the retreat: - Management - Finance - Education & Exhibits Since the retreat, the Museum staff has met to complete the last two focus areas: - Collections - Facilities From these lisu, we have been creating a plan of what could realistically be accomplished in the next three to five years. Staff also generated their own departmental goals and Scope of Work for 1999, all of which is being synthesized into the plan. The next step is to complete the draft of a Five-year Long Range Plan. We will also be integrating opportunities into our staff meetings to review the plan regularly during the year and plan to continue having an annual planning session in October. 2110 Nd.xcew, 5 _—eei • Fort Collins, CO 80524 • (970) 221-6738 • DATE: February 18, 1999 TO: Board and Commission Staff Liaison FROM: Doug Smith`� RE: City Budget Preparation Attached is a memo from John Fischbach to the City Advisory Boards and Commissions. The memo provides them the opportunity to submit policy or service suggestions for consideration in the development of the City Manager's 2000 and 2001 recommended biennial budget to be presented to City Council for their consideration and approval in September. Please forward the memo to your Board or Commission chairperson. Any comments or suggestions should be addressed to John Fischbach and forwarded by you to the Budget Office on or before May 3, 1999. City Manager City of Fort Collins DATE: February 18, 1999 TO: City Advisory Boards and Commissions n, FROM: John F. Fischbach, City Managerll RE: City Budget Preparation The City of Fort Collins will soon begin the development of the City's budget. As you are aware, the City adopts a two-year budget. I will be recommending to City Council the biennial budget for fiscal years 2000 and 2001 in September 1999 for their consideration and approval. To formulate my recommendation, I want to provide an opportunity for the various advisory Boards and Commissions to offer suggestions on key budget issues for the years 2000 and 2001. I view the budget not only as a tool to manage and control expenditures and revenues but also as a blueprint for outlining service priorities that reflect our community values. If your Board or Commission has any policy or service suggestions that you think would be important for Council to consider for 2000 and 2001, 1 would like to hear from your group by May 3, 1999. Please work with your staff liaison who will forward your suggestions and comments to the Budget Office Your suggestions are valuable to me and Council as we develop the City's service priority blueprint for 2000 and 2001. cc: Board and Commission Liaisons 300 LaPorte Avenue • P.O. Box 380 • Fort Collins, CO 80522-0580 • (970) 221-6305 • FAX (970) 224-6107 Cultto Library and Recreational Serval Fort Collins Museum City of Fort Collins FORT COLLINS MUSEUM REPORT CULTURAL RESOURCES BOARD March 25, 1999 PROGRAMS The Heirloom Series Lecture: Caring for your Family Photographs, February 28, 2- 4p.m. attracted 22 attendees. Cheryl Donaldson and Jill Stilwell provided a program for the Pioneer Women's Luncheon on March 51h. Todd Stampfli, Museum Volunteer, presented "Ghost Towns of the Colorado Prairie" to the Golden K Kiwanis Club on March 9`h. The lecture was based on the Museum's recent Silent Echoes exhibition. The Fort Collins Museum was the registration site for the United Way's "Sharin' of the Green" run. More than 200 adults and kids ran in this first annual race. The Museum will present a Pinhole Camera Workshop, part of the Making History Series, on Saturday March 271h, l0a.m. — 4p.m. Participants will create their own pinhole camera, take photographs, and develop them on site. VOLUNTEERS The Annual Volunteer Potluck is scheduled for March 29`h at the Museum from Noon — 2p.m. John Carr, Curator of Exhibits, will present a short program. As part of Women's History Month, Museum Volunteer Mabel Preble received the Commission on the Status of Women in Fort Collins' first award recognizing a woman who has been important in the history of Fort Collins. Ms. Preble was the city's first woman mayor (elected 1972), served on various commissions, and is a former Larimer County Woman of the Year. Ms. Preble was nominated by the Fort Collins Historical Society for this award. CURRENT EXHIBITS The Museum presented a small traveling exhibit of artifacts at the Multicultural Conference on March 201h. Thanks for the ,1/emories: open through April 17. :Mama's Camera: The Myra Miller Photo Collection: February 18 — June 13. 200 Mathews Street • Fort Collins, CO 80524 • (970) 221-6738 City of Fort Collins Cultural, 1 rary and Recreational Services Lincoln Center CULTURAL RESOURCES BOARD LINCOLN CENTER REPORT MARCH 25, 1999 ADMINISTRATION: Students from the Poudre School District 7" grade classes attended special performances of "Spirit of the Dance" on March 17" and 18'. These performances are underwritten by the Lincoln Center League, the Lincoln Center Birthday Ball committee, and the Lincoln Center. Students pay $3 per ticket. Lincoln Center was the site for the CSU sponsored Regional Dance Conference. In cooperation with CSU approximately 250 dance students attended the Hubbard Street Dance performance on Thursday March 4". Juried dance performances from participating regional cities were in the Performance Hall the weekend following Hubbard Street. Approximately 200 donors from the Centennial Club were guests of United Way at the Mark Oconnor concert. The donors were members of the Centennial Club. Interviews are being held to hire a 3/4 time contractual Art in Public Places to assist Ellen Martin with the increased workload created by the expanding program. TICKET SALES UPDATE: Joe Scruggs - 4,557 Chile travelogue - 989 Voila, New Wave Circus - 4,595 Jon Nakamatsu - 274 Oregon Ballet - 713 VISUAL ARTS: The Poudre School District Exhibit and "Works on Canvas" continues through March 31. Next, we will be featuring the 8`h Annual Northern Colorado Artist Association exhibit, April 14 — May 21, '999. This nationally juried exhibit features 150 works of art by 101 artists representing 22 states. This year's juror is Mark Thompson, a Colorado native and award -winning artist who has regularly exhibited with the Colorado Governor's Invitational. 417 West Magnolia • Fort Collins, CO 80521-2646 • (970) 221-6735 • FAX (970) 484-0424 CulturiWibrary, and Recreational Servi* on RecreatiDivision;' Fort Collins Senior Center City of Fort Collins March 10, 1999 To: All Boards and Commissions From: Fort Collins Senior Advisory Board Marjorie McTaggart, Chair Local communities around the world are tying in with the United Nations' proclaimed "International Year of older Persons" (IYOP), acknowledging that the senior populations are the fastest growing segments everywhere. Fort Collins is an immensely interesting and diverse society made up of people of all ages whose talents do not necessarily diminish as they grow older. The Fort Collins Senior Advisory Board asks you to watch for local events that celebrate our own senior population, and to not overlook this segment of the community in your planning. Five local organizations have volunteered to concen- trate on one of the five principles which have been highlighted by the UN: Independence - Area Office On Aging; Care - Aspen Club (Poudre Valley Hospital); Self -Fulfillment - Senior Center; Participation - RSVP; and Dignity - Senior Advisory Board. We respectfully suggest that all. city boards and commissions take these principles into consideration and apply them to all ages in plans that head into the new millennium. We also ask you to let the Senior Advisory Board know what those plans are, and if the Board can help put them into practice. Together let's make and keep Fort Collins a true "Society For All Ages." encl. pc: Ann Azari; all City Council members RECREATION -it's for li}el uw." & aez: 1�" ill ASZ4 ifiteramieftal Yen, of Bid., PM01 5 , Sao 1200 R,imtrec Drive • Port Collins, CO,°SOK-6 • (97i))221,,r,T