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09/19/2018 Vanderbilt Museum Regular Meeting Minutes

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09/19/2018 Vanderbilt Museum Regular Meeting Minutes Suffolk County Vanderbilt Museum Board of Trustees Minutes A regular meeting of the Suffolk County Vanderbilt Museum Board of Trustees was held on September 19, 2018 in the Planetarium Lobby, Centerport, New York. The following were in attendance: Ron Beattie – President Gretchen Oldrin Mones – 1st Vice President Jack DeMasi – 2nd Vice President James Kelly – Secretary Betsy Cambria – Treasurer Terry Pearsall – Trustee Kathleen Giamo – Trustee Clara Macri – Trustee Stephen Melore – Trustee Thomas Glascock – Trustee Lance Reinheimer – Executive Director Elizabeth Wayland-Morgan – Associate Director Ann Marie Pastore - Stenographer Excused Absence: Dr. Steven Gittelman – Trustee Robert G. Keller – Trustee Absent: Anthony Guarnischelli – Trustee 1 (Mr. Ron Beattie called the meeting to order at 7:10 p.m.) MR. BEATTIE: Welcome to the September 19, 2018 meeting of the Suffolk County Vanderbilt Museum and Planetarium. As always, we’ll start with the Pledge of Allegiance. {SALUTE TO THE FLAG} Until we have a quorum, we’ll hold off on the vote of the previous meeting minutes. We will start out with Education and Exhibits, Gretchen. MS. OLDRIN MONES: As always, there’s lots of good news in the Education and Exhibits Committee Report. For starters, Living History had a very successful summer. Lots of publicity helped to make this a record attendance year. In your publicity packets you’ll see there’s a number of articles printed about the Living History Tours. Tours are so popular that ideas are being discussed to expand the number of tours, if additional actors can be found. Mansion tour numbers are phenomenal. In July there were 2,104 tours, and that compares with July 2017 of 1,939. August numbers are even better. There were 2,016 this August as compared to August 2017, when the tour numbers were 1,062. Progress continues on the second floor of the Hall of Fishes. Zach did a great job helping take inventory and cataloging the not-for-display quality marine specimens for storage in the mansion basement. Some pieces are awaiting the completion of the fish taxidermy from George Dante. The large glass doors need to be repaired, as well as black glass shelving at the bottom of the cases. These repairs are going to be done by Peter Newman. The second floor could be open soon, although not complete in terms of interpretation and signage. Stephanie has followed up with the glass vendor for safety panels for the Stoll Wing dioramas. A new structural engineer was scheduled to visit to evaluate construction of the base with the reinstallation of a column. Stephanie and others hosted several successful events in August: the Rotary Event on August 9 and the BAE Systems Event on August 14, at the mansion. 2 She tells us a somewhat funny and mostly hectic story of staff addressing a full cesspool problem and strategically arranging for the cesspool to be pumped before the visiting group moved from the planetarium to the tent. As in all other impossible tasks they accomplish daily, the staff was successful in doing this. Educators participated in several community events, including the Old Westbury Gardens KidsFest on September 16. Upcoming events are the Heckscher Museum’s Draw Out on September 23 and Greenlawn Community Day on October 14. Some potential exciting news is that the Museum Education Act passed in New York. As Stephanie pointed out, we are chartered by New York State Department of Education, and there may be some opportunities for funding in this Act. (Ms. Betsy Cambria entered the meeting at 7:13 p.m.) Digitizing the collection is a goal. Stephanie has already taken initial steps to give people access to our tremendous resources. Additionally, she has researched some sources of help. Before we know it, the mansion will be offering Twilight Tours. A suggestion was made to highlight one or two new items each year to keep the tour fresh. Stephanie volunteered that Mary Schlotter will provide a new evergreen dress and everyone wanted a train. Lorraine discussed the decline in planetarium program attendance. Luckily, there are quite a few new shows that may increase attendance. Most of them are listed in the Fall Brochure. I think everyone has one. They are also listed in the new Education Brochure, which goes out this month. The new show titles are “Incoming,” “Two Small Pieces,” “Laser Stranger Things,” and “Laser Queen.” “Laser Queen” is timely, as the movie “Queen” comes out November 1. One of the songwriters has an astrophysics degree, and there is also a member named “Freddie Mercury.” You can be sure that Lorraine makes all these connections. The lobby exhibits have been delayed and are now expected in October. Kathy Dulanto is enthusiastic about the Carriage House Revitalization Project. She has put together an impressive guest list of people who value education and are interested in previewing ideas to enhance this historic venue that will 3 house STEM and STEAM Educational Programs, theater productions, workshops and community gatherings. One of the wonderful things that will happen at the September 25 event is the debut of a new Smart Board generously donated by Laura and Eric Gerde. Beth has put together historic photos from the structure and her workshop to display. Kathy Dulanto is also working with a bank to get 10,000 of the new maps printed. Signage is being updated to make it easier for visitors to follow the rules. For instance, photography is now allowed, but no flash or video is permitted. (Mr. Thomas Glascock entered the meeting at 7:15 p.m.) The June 24 Yelp Cocktail Classic IV completely sold out. Five hundred and one people attended. That provided $10,020 in revenue – free and clear to the Vanderbilt. A huge thanks to Lorraine who makes the arrangements and to Timmy, Pete and Lorraine who came in early to clean up from a wedding that ended the night before and to Lorraine, Tim and Lance and their spouses who helped make this another success. For the curious, the first place winning cocktail was a margarita made by Garden City Hotel and second place was bacon infused drink, which was part of the theme; bourbon tequila, as well as bacon infused things. Next year, if you want to mark your calendar, the event will be held on the last Sunday in June. Something else to look forward to is on October 20, when the second “A Morning for Children with Special Needs” will take place. From 300 to 500 attendees are expected. Beth is collaborating with others, including the Heckscher Museum, Sweet Briar and the Fish Hatchery. The very popular service dogs will once again be attending. Then there are several workshops planned, and they are also in this very attractive Fall Brochure that you have. This is not exactly related to the committee, but it did come up during the meeting, so I’m going to mention it now. We talked about a date for Staff Appreciation Day, which as you know, is something that we do as a Board to appreciate the staff. The date is October 15. The time is at noon. 4 I will be passing around a sheet. You may recognize it from last year. Some people have already signed up for a dish to bring, which is much appreciated. Any effort to make something personal to bring in and to share with the staff really makes it a nicer event. Earlier, Elizabeth said that there might be a showing of two of our brand new planetarium shows for all of us that day. That would be really special. Also, Betsy has agreed to collect $20 per Trustee. That’s the end of my report. Does anyone have any questions? MS. CAMBRIA: Gretchen, what’s the date again for that? MS. OLDRIN MONES: October 15, which is a Monday and the time is noon. MR. REINHEIMER: I just have one clarification on your report, Gretchen. When you stated that Lorraine noticed a decline in planetarium attendance, that was a decline in the fall. But the spring, she said the attendance did pick up. MS. OLDRIN MONES: Yes, it picked up after the mailing to the pre-schools, as well. MS. REINHEIMER: So I think overall it picked up for the year, but it’s not declining now. I just wanted to make that clear. MS. OLDRIN MONES: That’s even better. Thank you. MR. BEATTIE: Is there anything else for Gretchen? Okay, now that we have a quorum, we can vote on previous meeting minutes. Can I have a motion? MR. KELLY: So moved. MS. OLDRIN MONES: Second. 5 MR. BEATTIE: Without objection? Thank you. (Vote: 9/0/0/6 Not Present: Mr. DeMasi. Absent: Dr. Gittelman, Mr. Guarnischelli & Mr. Keller. Two vacancies.) Betsy is now here, so we can go to the Treasurer’s Report. MS. CAMBRIA: I haven’t consulted with Lance yet, so bear with me. It looks to me as if the – and I’m referring to the July 2018 Treasurer’s Report. We have the Actual and the Budget. Admissions, as you’ll note, is up. I think Gretchen referred to that. The Membership is up, as well. The Special Events was way up. I assume Lance will address why that was way up. The Suffolk County Funds are up because we received our allotment from them. The Site Use was down. Lance will address that, as well. The total Revenue, which actually had been budgeted for two ninety, was up to five eighteen, which is great. Expenses, the only actual expense that I note was under the Professional category. I’m not quite sure what that is.
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