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04-25-1991 Packet , '" .. SALINA ARTS AND HUMANITIES FOUNDATION MEETING: APRIL 25, 1991 TIME: 3:30 P.M. AGENDA: 1. Minutes 2. Financial Statement - Salina Arts and Humanities Commission Horizons Smoky Hill River Festival ._ .-,If< " " SALINA ARTS AND HUMANITIES FOUNDATION MARCH 21, 1991 The meeting was held in the Commission Room of the Smoky Hill Museum. Members present were Dan Diederich, Nancy Hodges, Betsy Poer, Ned Rose, Joe Warner, Jane Weathers and Paula Wright. Officers present were Martha Rhea and Lana Jordan. Staff members present were Connie Harper, Marlene Stine and Karla Prickett. Minutes of the February 21 meeting were approve9 as written. Financial Report: Wright moved and Graham seconded the report be approved as written. Motion passed. Copies of bid recommendations for office computers were distributed to Commissioners. Rhea discuSSl3d with Commissioners the decision to proceed with purchasing three computers as money is available, but there will be a 4 to 6 week wait after ordering. Hodges moved to purchase 3 computer at $1,500 each and Rose seconded. Motion carried. The April meeting of the Salina Arts and Humanities Foundation will be held at the Bluestem Gallery, 636 E. Iron, 3:30 p.m. With no further business the meeting adjourned. ". SALINA ARTS & HUMANITIES COM:.'1. SALI~A ARTS & HUMANITIES FOUNDATIO~ INCOME AND EXPENSE STATEMENT AS OF 3/91 INCOME TICKET SALES P. TRAXLER BOOK SALES USD 305 RAC-COMMUNITY DEVELOPMENT KAC-PROGRAMS MID AMERICA ARTS ALLIANCE- A/S SALINA PUBLIC LIBRARY CULTURAL AWARENESS CAMPAIGN S W BELL-90/91 ARTS ARE BASIC S\~ BELL-91/92 ARTS ARE BASIC INTEREST INCOME MUSEUl1 MISC. INCOME (INCL. SHR PRESS) CORPOR\TE CONTRIBUTIONS INDIVIDUAL CONTRIBUTIONS CITY OF SALINA CITY (SALARIES - SA&HC) CITY (SALARIES - SHRF) CITY (OTHER) DESIGNATED FUNDS LOVEWELL INSTITUTE TKT SALES AETIST SERIES 91/92 REGISTRATION - L. BISHOP TKT SALES-ARTIST SERIES 90/91 IND CONTRIB-ARTIST SER. 90/91 INCOME TOTALS EXPENSES SALARIES - SA&HC DIRECTOR ARTS PROGfu~ COORDINATOR/EDUC. ARTS PROJECT COORDINATOR CLERK, PRINCIPAL SALARIES - SlLl{F OFFICE SUPPLIES CAPITAL/~ffiINTENANCE TELEPHONE MEMBERSHIP POSTAGE LITERATURE' TRAVEL IN-TOWN MILEAGE OUTSIDE PROF SERVICES - OTHER GR\NTS PROGRi\H MISCELLANEOUS EXPENSE PROJECTS NEWSLETTER/ARTS BLITZ ART A LA CARTE PERFORL'1ING ARTS COMMUNITY RESOu~CES A I E ARTS ARE BASIC 1991/1992 LOVEWELL INST.-CREATIVE ARTS WICHITA CHILDREN'S THEATRE THE ARTIST SERIES 1991-1992 1 POETRY SERIES MUSEUM SERVICES/PROJECT SUPPORT DANCE/PERFORMING ARTS ARTIST IN EDUCATION- 1991 CULTURAL AWARENESS CMIPAIGN L. BISHOP - CREATIVE WRITING ARTS IN BASIC ED.-C.FINEBERG THE ARTIST SERIES '90-'91 EXPENSE TOTALS ANNUAL BUDGET YEAR-TO-DATE I THIS MONTH 660.00 12,000.00 14.000.00 16,000.00 4,600.00 '2,000.00 1. 000 , 00 1. 500 . 00 1. 200 . 00 10.00 12,000.00 12.589.00 8,100.00 3,640.00 700.00 2,257.00 2.300.00 372.23 276.41 133.61 276.41 100.00 109,880.00 5,000.00 28,900.00 9,000.00 1, 000 . 00 19,000.00 1. 068.51 500.00 1.350.00 462.20 464.00 , --------------- --------------- --------------- 219,540.001 48,968.35 3,831.02 109.880,00 5,000.00 4.000.00 I 2,500.00' 4,000.00 1,000.00 1. 750.00 400.00 1.300.00 700.00 3,220.00 15.000.00 500.00 745'.49 4,020.00 1,516.26 95.00 663.29 39.95 315.66 83.71 515.81 190.25 315.66 2.960.86 2,886.67 2,650.00 1,161.54 1,500.00 2.000.00 3,000.00 1,387.86 930.00 12,200.00 1. 000 . 00 136.43 82.72 2,660.00 ,17,500,00 4.000.00 .182.69 121. 31- 2,300.00 1. 486 . 88 1,078.08 1.330.00 2,006.55 307.25 1. 100.00 2,000.00 1,000.00 1,350.00 500.00 13 , 050.00 3,109.94 2,584.94 3,000.00 3 ,065. 77 3,008.75 --------------- --------------- ......-------------- 219,540.00 24,244.17 12,362.53 .. .' SALINA ARTS & HUMANITIES COMM. SALINA ARTS & HUMANITIES FOUNDATION BALANCE SHEET AS OF 3/91 ASSETS CASH IN BANK PETTY CASH SAVINGS ACCOUNT-FNB&T 466261 CD #0189 FIRST BANK 27.309.41 50.00 2.929.11 500.00 TOTAL ASSETS 30.788.52 BALANCE ACCOUNTS BEGINNING FUND BALANCE TRANSFERS NET GAIN/LOSS 6.064.34 .00 24.724.18 30.788.52 TOTAL LIABILITIES & NET WORTH 30.788.52 SALARIES-SAHC YEAR-TO-DATE 27.889.08 THIS MONTH 9.725.39 -..,...1 ,'-" HORIZONS SALINA ARTS & Hl~~NITIES FOUNDATION r INCOME AND EXPENSE STATEMENT AS OF 3/91 INCOME ANNUAL BUDGET YEAR-Tal-DATE BUDGET BALANCE TICKET SALES USD 305 MUSEUM STORE ROOM RESERVE F.UNDS - GRANTS 35,040.00 35,040.00 INTEREST INCOME 147.62 147.62- MISCELLANEOUS INCOME CORPO~~TE SUPPORT 1989/90/91 4,400.00 4,400.00 FOUNDATION SUPPORT 550.00 550.00 INDIVIDUAL CONTRIBUTIONS 18,150.00 550.00 17,600.00 CITY OF SALINA 15,000.00 15,000.00 --------------- --------------- --------------- INCOME TOTALS 73,140.00 697.62 72,442.38 EXPENSES OFFICE SUPPLIES 1. 000.00 39.82 960.18 TELEPHONE 200.00 51.19 148.81 POSTAGE 800.00 270.35 529.65 TRAVEL 500.00 500.00 PRINTING 1,000.00 875.00 125.00 OPS 1,000.00 1, 000 . 00 EVALUATOR EXPENSE 3,000.00 1,216.39 1,783.61 GRANTS/1991 30,000.00 30,000.00 GRANTS/1990 19,640.00 12,017.00 7,623.00 UNRESTRICTED FUND EXPENDITURE 953.75 953.75- INTEREST EXPENSE MISCELLANEOUS EXPENSE 85.78 85.78- HORIZONS 50 RESIDENCY - 1991 5,000.00 5,000.00 HORIZONS 50 FUNDRAISING GATHER 1,000.00 10.73 1,010.73 HORIZONS 50 RESIDENCY - 1990 10,000.00 6,517.75 3,482.25 --------------- --------------- --------------- EXPENSE TOTALS 73,140.00 22,016.30 51,123.70 ...~ HORIZONS SALINA ARTS & HUMANITIES FOUNDATION BALANCE SHEET AS OF 3/91 ASSETS CASH IN BANK CD #27418 BANK IV SAVINGS ACCOUNT - 24 1440 CD #87279 FIRST NAT'L BANK & T CD #15967 BANK IV CD 4F23894 SECURITY SAVINGS CD #20281 BANK IV CD #67794 PEOPLE'S HERITAGE 4,484.43 21,648.64 6,136.35 51, 468 .14 11,006.45 16,005.57 11, 006.45 .00 TOTAL ASSETS 121, 756.03 ------------------------------------ LIABILITIES ACCTS PAYABLE ENCUMBRANCES .00 TOTAL LIABILITIES .00 BALANCE ACCOUNTS TRANSFERS RESTRICTED FUNDS UNRESTRICTED FUNDS NET GAIN/LOSS .00 97,05.7.55 46,017.16 21,318.68- 12r. 756.03 TOTAL LIABILITIES &: NET WQRTH 121,756.03 ------------------------------------ I .. , ~ , SMOKY HILL RIVER FESTIVAL SALINA ARTS & HUNANITIES FOUNDATION INCOME AND EXPENSE STATEMENT AS OF 3/91 'INCOHE BUTTON SALES - PREFESTIVAL BUTTON SALES - EMPLOYEE BUTTON SALES - GATE BUTTON SALES - BICENTER LIQUOR TAX-COUNTY INCOME KANSAS ARTS Cm-lMISSION MID-AMERICA ARTS ALLIANCE INTEREST INCOME INVESTMENT CONTRIBUTIO~ FOUR RIVERS MARKET FEES JURY FEES ARTIST FEES GAl1E FEES FOOD FEES CRAFT DEMONSTRATION FEES ELECTRICAL FEES T-SHIRT SALES MISCELLANEOUS INCOME REHIBURSEMENTS SOFT DRINKS BOOTH BUSINESS DONATIONS SPONSORSHIP SUPER SUPPORTERS INDIVIDUAL CONTRIBUTIONS PROFESSIONAL FUND. Cfu~PAIGN CAPITAL IMPROVEMENTS Fl~D INCOME TOTALS EXPENSES OFFICE SUPPLIES TELEPHONE POSTAGE TRAVEL PERSONNEL/CREW CONTINGENCY INSUR.I\NCE BMI/ASCAP ~~RKETING AND PROMOTION POSTER PRINT ARTIST GATHERING T-SHIRTS VISORS VOLUNTEER BREAKFAST SUPER SUPPORTER GATHERING SOFT DRINKS BOOTH PERSONNEL-TECHNICAL CONSTRUCTION ELECTRICAL TECHNICAL STAGING-BICENTER STAGING-GAZEBO STAGING-CHILDREN'S & STAGE II DECORATIONS OUTSIDE PROFESSIONAL SERVICES ART PARTICIPATION CRAFT!DEMONSTRATIONS FOUR RIVERS MARKET PUBLIC ART/MERIT AWARDS ENTERTAINHEt\T ARTIST IN ACTION GAMES SALES TAX MISCELLANEOUS EXPENSE HOSPITALITY CAPITAL IMPROVEMENTS FUND EXPENSE TOIl\LS ANNUAL BUDGET 48,000.00 6.000.00 28.000.00 7,.500.00 10,OOO,QO. 9.000.00 3.400.00 7,500.00 500.00 11.000.00 1. 000 . 00 17.000.00 1.300.00 1. 400 . 00 8.000.00 1, 000 . 00 30.000.00 10,000.00 5.000.00 12,000.00 I 217,600.00 2.250.00 .2,000,00 2.700.00 2.000.00 17.000.00 1. 000 . 00 200.00 300.00 37.000.00 1.500.00 400.00 400.00 1. 000 . 00 500.00 5,000.00 1. 000 . 00 4,500.00 5.000.00 6,000.001 2.000.00 2,500.00 4,500.00 4,000.00 300.00 250.00 5,000.00 75,000.00 15,000.00 5,000.00, 1. 500.00' 800.00 12.000.00 217.600.00 YEAR-TO-DATE ; 6.5261.38 224.61 4.700.00 237.00 300.00 280.00 1.050.00 550.00 82.50 750.00 6,500.00 375.00 3,250.00 12,000.00 I 36,825.49 1, 658.44 383.43 1.336.74 17.34 925.00 8,394.95 1. 758.00 100.00 244.95 915.00 150.00 2,220.00 2,543.34 6~. 70 186.35 14,287.50 996.00 I 315.76 36.497.50 BUDGET BALANCE 48.000.00 6,000.00 28.000.00 7,500.00 3,473.62 8,775.39 3.400.00 2.800.00 263.00 10.700.00 720.00 15,950.00 1. 300.00 850.00 82.50- 7,250.00 1. 000 . 00 23.500.00 9,625.00 1,750.00 180,774.51 591.56 1,616.57 1. 363.26 1. 982.66 17,000.00 75.00 200.00 300.00 28.605.05 258.00- 400.00 100.00- 400.00 755.05 500.00 4.085.00 1. 000.00 4,350.00 5,000.00 6.000.00 2.000.00 2.500.00 2.280.00 1.456.66 300.00 185.30 '4;813.65 60.712.50 14,004.00 5,000.00 1. 184.24 800.00 12,000.00 181,102.50 ~. ~ , ; " . SMOKY HILL RIVER FESTIVAL SALINA ARTS & Hl~NITIES FOUNDATION BALANCE SHEET AS OF 3/91 ASSETS CASH IN BANK PETTY CASH SAVINGS ACCOUNT 4r146994 FB&T CNfr 50129 NBA CD~fr 62298 NBA CD 4fr118157. 0 SECURITY SAVINGS CD ~ft73706 FIRST NATIONAL BANK CD ~fr115153. 0 SECURITY SAVINGS CD iFl09701.0 SECURITY SAVINGS CD ~fr118488. 0 SECURITY SAVINGS 15,966.51 25.00 If35.56 42.770.71 7.000.00 135.15- 18,248.71 11,527.51 17,376.29 22.989.23 TOTAL ASSETS I ------------------------------------ 136,204.37 LIABILITIES ACCTS PAYABLE ENCl~BRANCES .00 TOTAL LIABILITIES .00 BALANCE ACCOUNTS INVESTMENTS- RESTRICTED FUND CARRY OVER TRANSFERS NET GAB/LOSS 127.020.17 8,856.21 .00 327.99 I 136,204.37 TOTAL LIABILITIES & NET WORTH 136.204.37 SALINA ARTS AND HUMANITIES COMMISSION MEETING: APRIL 25, 1991 3:30 P.M. TIME: 41_"'; '\ll "'. C'..' _. ^,,""" ',---,- AGENDA: 1. Minutes 2. Smoky Hill River Festival 3. Horizons a. Update b. Grant application - Parks and Recreation: VOTE 4. Arts Education 5. Museum a. Staff b. Committee 6. Cultural Planning - Update (Bring calendar in order to identi~y . retreat time.) 7. Artist Series, 1991-92 - Update 8. Other Please call 827-4640 if you are unable to attend this meeting. "- " 40, SALINA ARTS AND HUMANITIES COMMISSION MARCH 2t, 199'/ The meeting was held in the Commission Room of the Smoky Hill Museum. Members present were Dan Diederich, Nancy Hodges, Betsy Poer, Ned Rose, Joe Warner, Jane Weathers and Paula Wright. Staff present were Martha Rhea, Lana Jordan, Connie Harper, Marlene Stine, and Karla Prickett. Minutes: Nancy Hodges moved and Warner seconded the minutes be approved as written. Motion carri,ed. Community Cultural Planning: Rhea reported that Chair, Dick Todd, would be moving to Lawrence. Clay Thompson has agreed to chair the committee. The next Policy 8t Planning meeting will be Wednesday, March 27. Thelcommittee will begin to establish ground rules for task forces: Cultural Organizations, Outreach and Marketing, and Fac:i1ities. Rhea and Weathers met to discuss the recommendations from thel Wolf Report for the Arts and Humanities Commission. A suggestion was made by Rhea that the commission plan a retreat to discuss these recommendations. Moving from an internal organizational orientation to a community cultural planning body is quite involved and would warrant such a meeting. Regular commission meetings are filled with, agenda ite,ms and this special meethlg would allow more time just for reflecting and planning for the work of the commission. Hodges moved that the Arts and Humanities Commission schedule a retreat for cultural planning in the nea~ future and that Rhea contact a potential facilitator. Warner seconded. No opposition. Motioln approved. Museum: Callaway reported that Betsy Pyle was initiating a proj~ct with studetnts at South Jr. High. The project is a simulated excavation on school grounds to take place in the latter part of April. The architectural exhibit would involve architects from K-State and Lawrence. Donnie Marrs and Mary Douglass will direct walking tours to study architecture in the historic block of south Santa Fe. The museum will have a panel discussion, open to the community on re-design projects for homes. Information for this will be available the first week of April. Saturday, April 6, the quilt exhibit closes. The expected attendance would be around 2000. The related quilt program at the Community Theatre drew 101 in attendance. Rose reported that Sister Evangeline Thomas' position was filled by Betsy Pyle. There was a Long Range Planning Committee workshop held at Lakewood and task forces are being created in order to begin in April. Smoky Hill River Festival: Jordan reported that the professional and super suporter campaigns were underway. The individual campaign would be going out within the next week. Jane Struble designed the festival logo and the new buttoris are here. Charles Sanderson is the artist for this year's festival print. Each commissioner receives a signed copy of the print and an explanation of the print. This year's headline entertainment will include the Gones Sisters, Regency, The Harper Brothers, JO'EL Sonier, and Jason D. Williams. Other entertainment is basically booked. Jordan called for discussion on the matter of admission price to the headline entertainment at the Bicentennial Center. Should there be no charge, a $~ , $3, or $5? We do not want to raise the button prices. Attendance at these events has alwaysf averaged 2500 regardless of the charge. Do we want to create a concert atmosphere without people going in and out casually, causing interruptions to the artists? The festival budget included a $7500 income from these entertainment events. Following discussion, Rose made a motion to charge a i ,. motion to charge a $2 fee for the Bicentennial Center entertainment during the 1991 River Festival. Weathers seconded motion. Motion carried wittl a vote of 5 in favo~, 3 opposed. Letter from Downtown Lions Club: Poer opened discussion concerning! a letter from the Lions Club to the Commission concerning rejection of their club's food booth lat the River Festival., Dan Diederich pointed out that their club (he is current president) has been a strong supporter of past festivals, providing many donated hours on the gates by its members. The club was objecting to the acceptance by the food committee of another civiC organization wanting to provide the same type of booth. The organization that was accepted, had nqt pr:ovided the festival with donated support as the Lions Club had. Therefore it was their opinion that past support should not be disregarded, but should be a part of the criteria involv~~ in the selection process. Jordan explained the selection criteria and that lit was additional ',items offered by the selected organization that made their booth more appealing to the committee. I POler suggested that Commission members and Jordan meet with the Lions Club to explain the decision since prior Festival volunteerism is currently not a criteria in food booth selection~ The Commission very much appreciates the past services provided by the Lions Club to the F~stivlaL The Commission agreed to review the selection rrocess prior to next year's Fest~vaL Artist Series: Salina, the Lindsborg Arts Council, and Bethany are discussing the Artist Series. The group will meet at Bethany College, Tuesday, April 9. Horizons: Horizons 50 has identified the recipients of this year's organizational grants. The grant application session was herd on March 7. Comments pertaining to the applications were relayed to the applicants. Copies of the minutes of the grant session were distributed to Commission members. The Community Theatre will not be doing the production-of "The Grapes of Wrath" as was stated in their grant application, but will be doing another Depression related production instead. Arts in Education: Rhea introduced Connie Harper to the Commission, the new Program Director for Arts Education. Harper said how pleased she was to be back in Kansas, working at the community level., Other: The April Me~ting of the Arts and Humanities Commission will be held at the Bluestem Gallery on April 25. Brad Anderson is coordinating a retrospective exhibit of River Festival Art from Purchase and Merit Award winners of prior festivals. The exhibit will be in the Gallery at Kansas Wesleyan University. I Rose motioned to adjourn. Wright seconded. Meeting adjourned. REQUIRES SAHC APPROVAL Aprn 5, 1991 The fQllQwing revised versiQn of the Mission Statement was develQped by the LQng Range Planning CQmmittee. It will be voted Qn by the Museum CQmmittee at its April 10, 1991 meeting; thence tQ the Arts & Humanities CQmmissiQn, fQr acceptance at its next meeting. MissiQn Statement "The mission of the Smoky Hill Museum is to create a dynamic, inviting, educational museum that collects, preserves, researches, exhibits and interprets the history and artifacts of Saline CQunty and the regiQn. This is tQ be accQmplished through exhibitiQns, edu~atiQnal prQgrams and public activities that engage peQple tQ bring clarity and visiQn tQ the values and aspi~atiQns Qf the regiQn as they are remembered, reflected, and changed." # # # The current mission statement adopted by the Salina Arts Commission in 1984 and revised by the Salina Arts and Humanities Commission in 1988 reads: "The mission will be to create a dynamic, inviting, educational museum-that collects, preserves, researches, and interprets the history and artifacts of Saline County and the region. This will be done through interactive programs and activities that bring clarity and vision to our values and aspirations as they are remembered, reflected, and changed in the Midwestern community culture." Smoky Hill IVIuseum Long-Range Plan Final Report 1991 PREPARED BY Mar\' Kav Ingemhron Planning"Consultant MK Communications Kansas City. Missouri SMOKY HILL iVIUSEUl\l LONG-RANGE PLAN EXECUTIVE SUMMARY 1. I~TRODUCTION The ~irector and members of the governing body of the Smoky Hill Museum initiated a long-range plannmg process in January. 1991 to determine major issues facing the Museum and to formulate a plan ~o address those issues. A specially appointed. 12-member long-range planning committee was tormed and included members of the Salina Arts and Humanities Commission. the Museum Committee. Friends of the Museum. staff and volunteers (see Appendix A). Consultant. Mary Kay Ingenthron of MK Communications in Kansas City facilitated the initial planning sessions. The first session was held on January 18-19. the second. on February 9. Prior to the meetings. committee members were asked to complete pre-planning worksheets designed to initiate the plannmg process and to assist committee members to think strategicallv about the Museum (see AppendIx B). Members were asked to define the purpose of the Museum. determine its audiences and their needs. and identify present issues confronting Smoky Hill. In addition. the consultant conducted phone interviews with several members of the committee and reviewed numerous documents. including organizational by-laws. previous planning studies. Museum Assessment reports. annual reports and the Community Cultural Plan. During the planning sessions. committee members identified six goals that will position the Museum for a confident and progressive future. They are: 1. Provide financial security by broadening the funding base. 2. Increase public awareness and improve the Museum's public image. 3. Increase public outreach and provide diverse public programming. :. Establish a strong and effective Friends organization. :). Ensure on-going, dedicated volunteer support. 6. Establish a comprehensive collections. exhibition and interpretation program. A third session was held on March 16 to finalize the first phase of the planning process. organize task forces, prioritize activities and establish a timetable for planning implementation. The following report is a summary of the results of those meetings and the efforts of the pla~ning committee. They include a statement of vision for the Museum's future, a revised mISSion statement, six goals through which the vision can be realized, and specific strategies for effectively achieving the Museum's mission II. i\HSSION STATEMENT AND VISION STATEMENT The first step in the long-range planning process was to review the Museum's genera~ purpose. current operation and resources in relation to its present mission statement. After a brIef discussion, the committee modified the present mission statement to renect more accurately the Museum's philosophy. MK COMMUNICATIONS " - :.......~~~,:;.,-..:.=;... :__",n..~~. _ ~-~_~""""~<:;--"-C ., The mission statement. adopted by the Salina Arts Commission in 1984 and revised by the Salina Arts and Humanities Commission in 1988, read: "The mission will be to create a dvnamic. inviting:. educational museum that collects, preserves. researches, and interprets the history and artifacts of Saline County and the region. This will be done through interactive programs and activities that bring clarity and vision to our values and aspirations as they are remembered, reflected. and changed in the Midwestern community culture." The revised mission statement to be presented to the Arts and Humanities Commission was modified slightly to read: "The mission of the Smoky Hill Museum is to create a dynamic, inviting, educational museum that collects, preserves, researches, exhibits and interprets the history and artifacts of Saline county and the region. This is to be accomplished through exhibitions, educational programs and public activities that engage people to bring clarity and vision to the values and aspirations of the region as they are remembered. retlected. and changed." \'lembers of the committee then discussed what thev believed to be the future direction of the Museum and ag:reed on the following: statement. . "The Smoky Hill Museum is-the major history museum. educational and cultural resource in the region. offering the public exhibitions and educational programs that are imaginative. interactive. entertaining and of the highest quality. The Museum is a fun place for the people of Salina and the region to visit, and is an important tourist destination. The Museum has an active and supportive audience and is cooperatively funded by individuals and businesses alike. The Museum is accreditated by the American Association of Museums." III. ISSUES CONFRONTING SMOKY HILL MUSEUM The next step in the planning process was to determine the Museum's primary audiences and to identifv their needs. Ten categ:ories were identified: families with children. tourists. schools. Saline 'County residents. historical groups. community groups. museum store customers. senior citizens. volunteers and Friends. The committee determined the issues confronting the Museum relative to meeting the needs of the audiences and identified the level of operation the Museum should strive for in the next three years in order to better serve its publics (see Appendix C). The following needs were identified as most pressing by the planning committee: 1. Development of a broader financial support base. with emphasis on private: funding. 2. Determination of an exhibition and collection's policy. 3. Establishment and implementation of a plan of action for capital improvements. 4. Development of an identity and projection of that identity to the public through a strong marketing and public relations strategy. 5. Increase in volunteer support and development of a strong cadre of volunteers. 6. Development of a comprehensive. on-going educational program. 7. Definition of and direction for the Friends org:anization. 8. Determination of the type of governance to best assure the Museum's future success. 9. Advocacy for the Museum and increased community involvement. (These and others issues were incorporated into the previously listed primary goals.) rvIK COMMUt\ICATIONS .). 1. FUNDRAISING AND DEVELOPMENT Since its founding in 1983. the Museum has been funded through an interlocai agreement between the city of Salina and Saline County. Additional financial support has come from the Friends of the Smokv Hill Museum. the Kansas Arts Commission. the Kansas Council for the Humanities and the institute of Museum Services. Private support for the Museum has been limited and no strong effort has been made to develop an enlarged funding base. As a result. the Museum has been perceived throughout the community as receiving enough operating funds through the inter local agreement and not in need of further support. The Friends of the Smoky Hill Museum. a non-profit organization. was organized in 1987 "to promote and support the activities carried on bv the Museum and the Museum Store, which include providing the Museum with additional funding, volunteer services. advocacy. public relations assistance and community involvement." To date no fundraising program has been developed. yet the potential exists for the Friends to become successful fundraisers. While a major fundraising program has not been investigated. prospects for fundraising in Salina and the region appear good. Salina has a remarkable history of provIding finanCIal support ~'o.r its cultural organizations. The planning committee recommended dev~lopmer:t of a tundraIsmg plan and the targeting of individuals. corporations. businesses and toundatIons. In addition, the committee recommended that the Museum seek to increase earned revenue through memberships. attendance and Museum Store sales. RECOMMlliNDEDSTRATEGffiS With the development of a strong Friends organization. a comprehensive fundraising plan: and a plan to increase earned income. the Smoky Hill Museum should have a sound bas~. tor building financial security. The Museum should consider establishing a development otflce with initial emphasis on corporate and foundation funding, government grantsmanship. and sponsorship of programs. exhibitions and publications. This would help ensure a broad ba~e of financial support. Moreover, methods to increase earned revenue, expand the number ot memberships, and evaluate the costs and benefits of all Museum operations should be considered as part of the long-range planning process. 2. EXHIBITIONS AND COLLECTIONS Prior to 1985. the collection had been housed at the old Carnegie Librarv and then moved to the bathhouse in Oakdale Park. At each location most of the artifacts were on display. When the collection was moved to its current location (the city's former post office) and the present museum established, many citizens did not understand why all the artifacts were not on display as they had been previously. A number of individuals have expressed the opinion that a permanent exhibit on the ~istory of the region and the life of its citizens would be more appropriate than the current practice of featuring temporary exhibits. Others approve of the current practice. suggesting that the quality of changing exhibits and related public programming continues to bring more people into the Museum. \-lK COMMUNICATIONS J. l:\n invemory of the Museum's 30.000 artifacts is nearly finished, but the complete cataloging of the artifacts is two to three veal'S awav. The invemorv has alreadv revealed that in several categories items are needed to' properly round out the co'llections. and that acquisition of artifacts is recommended. The planning committee suggested setting up a collections task force to address collections manaQ:emem issues such as climate control. storage. catalogim! and funding for acquisition of artifacts. - ~ ~ RECOMMENTIED STRATEGIES The planning committee recommended the establishment of an exhibit task force to develop an exhibition policy and to work with the professional staff to develop an exhibit agenda based upon that policy. As part of the exhibit policy. the Museum should consider undertaking exhibitions and related programs having broad public appeal. Also. once exhibitions are identified. the exhibit committee should work with the fundraisinQ: committee to secure funds for the exhibition and related programs. The committee recommended that the task force also study the need for additional staff and/or volunteers for exhibit development and installation. .As Dart of the overall strategies for effective collections care. several additional recommenda- tions should be considered:-development of a plan to complete registratIon and cataloging ((); deaccesslomng) unprocessed collections: determinatIon of the conservation needs of the collections: determination of present and future storage needs. Additionally the task force should consider the development of a plan to document the collections and improve access for research. Working with the fundraising committee. the collection task force should develop a plan 10 establish a restricted fund for collections acquisition. 3. CAPITAL IMPROVEMENTS Although the museum facility affords the staff the opportunity to house a collection of 30.000 artifacts and install changing exhibits. the building was designed to serve as a post office and the HVAC (heating. ventilation. air conditioning) system was not built to meet the require- ments of museum collections. Consequentlv. maintaining proper climate control for the artifacts is difficult at best. In addition. accessibility for the handicapped was not a federal or state reuuirement when the building was completed. Today the building needs modificatIon L' IacilItate the needs of the cOiiection- and fu]fil( necessary handicapped access requirement::,. The planning committee believed that capital improvements issues could be handled through mher established task forces and did not require one for buildings. Therefore the collections management task force will address the issue of climate control: the marketing task force. the issue 'Of handicap accessibility. - .... . 'IARKETING A~D PUBLIC RELATIONS The Smoky Hill Museum has a high-quality changing exhibition program. a first-rate collection and a good public programs agenda. While these are presently promoted through news releases and distribution of posters and brochures. the Museum does not have a strom: Dubiic image within the community. - .\11-:. cm.I~IU~ICATIOI\S ). Many committee members believed that a comprehensive marketing strategy to create a strong and visible image within Salina and north central Kansas needs to be developed. Such a strategy would raise local awareness of the Museum. its programs and activities, and would increase regional attendance. With the upcoming change in the inter local agreement and the need for increased funding and co.llaboration with other community organizations, the committee voiced the need for the Fnends, the Museum Committee, volunteers and staff to take a more active advocacy role for the. Museum within the political. social and professional spheres of the city and county. These aCUons, along with a strong marketing and public relations campaign, will heighten public awareness and consequently increase support for the Museum. RECOMNffiNDEDSTRATEGffiS Since the development and implementation of a comprehensive marketing plan can take several months to complete. the Museum should consider developing. testing and implementing short- term methods of reaching the community and enhancing its public image. The development of il long-term marketing plan needs to include audience research. positioning the Museum in the community. market segmentation. selected use ot various promotional tools and a coordinated graphic and signage program. 5. VOLUNTEERS From its beginning, volunteers have ensured the success of the Museum's operations. They operate the Museum Store. assist with exhibit construction, inventory, clean and catalog the collections. act as greeters and docents. provide special technical assistance. and research material for exhibitions and publications. As with any growing organization, more volunteers are needed to assist the professional staff in serving the public. And as the organization grows, the relationship between staff and volunteers can become unclear and communications can break down. In order to support the development of a strong volunteer organiz~ltion. the planning committee suggested the establishment of a volunteer task force to evaluate the current volunteer program. recommend ways to increase volunteer support. provide direction for volunteer activities. and improve the volunteer's experience at Smoky Hill. RECOMNffiNDEDSTRATEGffiS Part of the process to develop a strong volunteer organization and ensure on-going support. the task force needs to devise a way to improve volunteer recruitment. training, placement. supervision, benefits and recognition. 6. PUBLIC OUTREACH The planning committee felt that if Smoky Hill was to gain the public recognition and private support it needs, the community's perception of the Museum must change. One metho~ would be to develop a coordinated outreach program to all levels of the community. WhICh . include the development of regular educational programs with USD 305, special programs tor hospital and senior citizen centers and enhancement of the speakers' bureau. MK COMMUNICATIONS --'- --'-"'":""'" -~",,-'!'" ","~'.~~-.<~'.. ,-~ ~,--~'--"'I""""'-. "~. --___- 6. The absence of an educational coordinator. sig:nificant funding: and volunteer resources to implement outreach programs was addressed.~ The planning committee recommended exploring alternatives for acquiring an education coordinator: studying a variety of program opportunities with teachers in usn 305 and area colleges: developing a diversified plan for public programming for visitors. seniors and children: and seeking greater collaboration with area cultural organizations. RECOMNffi~TIEnSIRATEG~S As the Community Cultural Plan points out, it will be important for the Museum to take a leadership role in education in usn 305. Involving the Museum in community-wide initiatives to improve the Salina schools, providing outreach programs for schools in Saline County. and creating programs and activities for young audiences within the Museum's walls are a few options to increase its visibility. The Museum needs to investigate additional methods to reach adult audiences and increase their attendance. "'! FRIENDS The kev to Smokv Hill Museum's 10mHerm success could easily be a strom! Friends onranization. A voung: org:anization. the Friends have struggle to define their role within the Museum's operaiionaCstructure and have not as yet reachedtheir full potential. However. the committee believes that once the organization determines the part it wants to play in the succe~s of the Museum and develops a plan to implement its goals. the Friends will make a real dIfference in the financial and volunteer support available to the Museum. I V. DEVELOPMENT OF THE LONG-RANGE PLAN Presently. the planning committee has been expanded and four task forces have been formed [0 develop strategies and a plan of action for implementation. During the next few months. they will aive careful and thoug:htful consideration to furthering: Smoky Hill Museum's role within [he community. On the following pages are sample recommendations for fulfilling the goals and ob.iectives established by [he planning committee during the initial phase of the long-range Dianmni; process. MK COMMU:-';ICATIONS :- :r., ,-. - 'wi :- Q. \;oJ Q ~I - - Q,I fIl = :; Q,I -= .... . - - .- - .... .- . - - - <:oJ Q,I fIl - e:s .~ = e:s = C Q,I "Cl .- ~ i: Q. - ..:.3 --t o "" :r. .~ ,... c: ~ :; :r. ::l :E ..: Eo :; :r. ..c :::: - "- u~ ~ ~ 0.0 ...."C Coc o = -:r. 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"r-,-,.,.-. ':""":-'':''"'-'.'- ": ~ - .. ....- .~PENDIX A. _-\1 LONG-RANGE PLANNING COMMITTEE Eve Bovle Presidelu. Friends Board Michael Catlin Member. Friends Board STAFF Tom Pfannenstiel Director Debbie Divine Member. Museum Committee Lisa Callawav Curator of Exhibits Max Ewalt Past President. Friends Board Marv Douglass Cunitor o(Collections Karen Greene \fember. Friends Board Co-manager. Museum Store Head. Volunteer ServIces Dorothv Kennedv Member. Friends Member. Membership Commiltee Martha Rhea Executive Director. Arts & Humanities Commission Ned Rose Chairman. Museum Commiltee Arts & Humanities Commissioner Paula Wright AIts & Humanities CommiSSioner MK COMMUNICATIONS APPENDIX B. B1 ANSWERS TO PRE-PLANNING \VORKSHEETS \USSION STATEMENT (Worksheet 1) ~larifying and understanding the mission, purpose and goals of the Smoky Hill Museum wil! be Important to effective strategic planning and a key factor in determining the future directIon ot the Museum. List any questions or concerns you have about the present mission statement, and consider whether the mission statement should be changed to retlect the future direction of the M~~. - 1. Potentially change "values and aspirations". Insert the word "exhibits" to "that collects. exhibits. preserves, researches. ... Say something besides being "inviting" about developing, broadening. maintaining our audience." Clarifv or delete the term" rCQ:ion" . Last lIne somewhat ncbulous~ \fission statement is very generai and all-encompasslOg. At odds with the idea of the museum being a place to display and interpret artiracts. Fails to address exhibit function or the museum. Define/c1arifv/delete "the Midwe..")tern community culture'!. Eliminate the second sentence. it is redundant. - Insert the word culture in the first sentence "interprets the history, culture and artifacts of Saline County ... No specific discussion of how outreach will occur in a meaningful way. Include wording that suggest") a common bond between all people and their ancestors.of Saline County and the region. (History tlows from the past. through the present and lOto the future. ) Need to remind ourselves of the mission statement often and utilize it as our focus for the museum. That way we can all work from the mission for the same purpose in our respective areas of service. ") -+. :) s. 9. LO. 11. 12. 13. 1-+. :\irK COMMUNICATIONS 1'R'" ~ ""'" B2 CURRENT PROGRAMS AND SERVICES Before the Committee can beQin to plan the future direction of the Museum. it must be aware of the past and present. UnderstandIng significant events in the Museum's history. current programs and services. audience. staffing and financial position are crucial. List the significant events in the history of the Museum, types of programs and services the Museum offers the public: constituent categories and demographics, (eg. school children. adult tour groups. families. legislators, etc.): number of full-time and part-time staff and their positions: number of volunteers and the areas in which they work. SIGNIFICA:-.JT EVENTS l. '"') W. A. Phillips started the collection. A. M. Campbell Jr. housed the collection from 1879 to 1931. Collection moved to the CarneilIe Librarv 1931. Museum moved to Oakdalc Par-k 1956. . City /Countv Interlocal alIreemem 1983. Move to present site 1985. OpemnQ of the museum 1986. BeQinnrnQ of Friends orQanization 1987. Appointment of two directors in shan period of time. Appointment of third director 1988. . County-wide photo project. Opening second 1100r exhibit. Major exhibit openings. Success of Burma Road exhibit. Collection open for tours. Long-range planning process. Building maintenance issues. .) . 1 ""T. , (). S. 9. 10. II. 12. 13. 1.t 15. 16. PROGRAMS SERVICES -+. Temporarv exhibits and related oroQram:-: [\oon Coolers -- film serIes and' iccturc:~ Kansas Dav orOQrams Exhibit openinQ speakers Group tours - , School programs with exhibits Speakers' Bureau Childrens' tours Childrens' workshops Collections tours 8. l,\ . "' Tours Histor\' researcn assIstancL' Store MeetinQ facilities Newsletter Educational programs Identify items ior public Artifact preservation inio Tourist information .+. 6. 6. 8. 9. 10. rvlK COMMUi\rCATION~ CURRENT PROGR;\MS/SERVTCES CONSTITUENTS 1. Individuals Families Children Schools City/County government Older citizens Businesses Churches Wesleyan Historical Society Genealogical Society Librarv ~ - : 3. Area ethnic groups L -1-0 Friends is. Tourists Historv buffs College students Volunteers Museum Store customers Community Groups .., " ,). -+. 5. 6. 7. 8. 9. 10. ll. L 2. 16. 17. 18. 19. 20. 33 STAFF 1. Director Exhibits Curator Collections Curator Registrar 1/2 time Curatorial Aide 1/2 time Custodian 1/2 time Administrative Aide 1/2 time ..., oJ. 1 "0 5. 6. / . VOLUNTEERS , .co Head of volunteer onematlOn services Store manaQ:er Store ConsIgnment coordinator Docents (7) Store clerks (18) Speakers' Bureau Greeters (28) Researchers Technicians Museum Committee (9) Friends Board (8) ..., .) . -L 5. 6. 7. 8. 9. 10. 11. vlK COMMUNICATIONS B4 STRENGTHS AND WEAKNESSES (Worksheet 3) The Museum needs to focus on whether or not it has the resources and capabilities to achieve its mission. A knowledge of the strengths of the Museum will help the planning committee see new opportunities; determining the Museum's weaknesses will help the committee understand the liabilities as plans for the future develop. List the major strengths and weaknesses of the Museum. (The number in parenthesis represents the number of committee members who listed the specific strength or weakness.) STRENGTHS AND ASSETS 1. Dedicated, knowledgeable and professional Museum staff. (10) Extensive collection. (8) Good facility. (8) Volunteer program with committed volunteers. (7) Location. (7) Museum store. (4) Good, quality exhibits. (4) Good. quality programs. (4) Public funding base. (4) Cooperation with other cultural and educational groups. (3) Friends organization. (2) City that values arts and culture. (2) LIABILITIES A.ND WEAKNESSES 1. Lack of private funding. (10) ,., Poor climate control. (7) 3. Lack of a strong public image and good public awareness. (6) 4. Weak Friends organization. (6) ~ Lack of an educational staff and relZular educational programming. (4) ~ b. Need better volunteer organization. more volunteers, better communication. (4) 7. Lack of planning. (3) 8. Lack of a marketing plan. (2) 9. Progress in collections iIlventory and cataloging. (2) 10. Lack of public understanding as to why all the artifacts are not on display. (2) 11. Relationship with city/county. (2) 12. Need better relationship between Museum committee. Friends and Store. (2) 13. Lack of full utilization of second floor. (2) The followinf{ weaknesses were listed once. 1 -1-. Absence of a Museum Store manager. 15. Need for additional staff. - 16. Need for exhibits and programs to reach more people in the community. 1 7. Poor communications and relationship with the Historical Socie:ty. 18. Need for an artifact acquisition program. 19. No clear cut information on audience demographics. 20. Lack of focus for a permanent exhibition. 21. Infrequent change in temporary exhibits. .,,., Limited staff skills in organizing volunteers. 23. Inadequate collections and building security. .., 3. 1 .,.. o. s. l). 10. 11. 12. The followinr: strenvths were listed once. 13. Use of grants. 1 -1-. Networking among: other museum professionals. - 15. Good staff working relationship. 16. Good collections storage and maintenanc(:. I 7. Staff open to suggestions. 18 Well-thought of in the communit\'. 19. Importance of history in the region. 20. Accessible. smaller community. ivlK COMMUNICATIONS 85 OPPORTUNITIES AND CHALLENGES (Worksheet 4) Identify the major external forces that int1uence or will int1uence the Museum's operation. Take into account constituents; membership; competition; and social. cultural, political. economic and technological factors and events that can impact the Museum's future. (The number in parenthesis represents the number of committee members who listed the specific opportunities and challenges.) OPPORTUNITIES l. Developing a broader base for communitv financial support. (5) . Closer ties with schools and curriculum programs. (5) Collaboration with area cultural organizations. (5) Volunteer program potential and strong volunteer core. (3) New sources of museum visitors. (3) Collaboration with Flywheel Museum. (3) Potential change in governance. (2) Public interest in history of the region. (2) ..., , .) . h. '7 I. 8. The followine oQPortunities were listed once. 9. Educational outreach potential. 10. Good collection base to build on. 11. Working with Kansas history mandate. 12. Developing a strong Friends organization. 13. Better marketing. 14. Long-range planning. 15. Area tourist attractions. 16. Local organizations need for speakers. t 7. Kids area potential. 18. Promotion of group tours. 19. Opportunity to train teens as docents. 20. Work with Chamber of Commerce and their goal. 21. Improved access to state and local history resources through library. 22. Older citizens moving to smaller quarters can be a source of artifacts. 23. Small accessible community. 24. Harnessing the energy of a committed few to enhance the whole. CHALLENGES 1. Securing private funding. (4) .., Public support/economic conditions. (4) 3. Working with Chamber of Commerce. (4) 4. Expanding Friends organization. (3) 5. Developing fundraising plan. (2) 11. Attracting new people to events and programs. (2) . 7. Developing strong volunteer core. (2) 8. Developing a marketing strategy. (2) The followinf] challenees were listed once. 9. Working successfully under new governance. 10. Overcome building problems. 11. Leadership development. 12. Signage. 13. Carrying out strategic plan. 14. Carving a niche in the community. 15. Obtaining support from Historical Societv. 16. More ~olunteer speakers for groups. 17. Expansion of Flywheel Museum. 18. Advertisement for Museum Store. 19. Collecting today's artifacts for tomorrow's Museum. 20. Competition for funding with other cultural organizations. . . 21. Under auspices of Arts & Humantues Commission. 22. Ability to intluence politic~lle~ders. . 23. Responding to the needs of chIldren atter school. \fK COMMUNICATIONS B6 CRITICAL ISSUES FACING THE MUSEUM (Worksheet 5) Based upon vour knowled!Ze of the Museum's pro!Zrams and services: the needs of the constituency': the competition: and the economic, social. cultural. political and technological factors and events within the Salina community identifv 5 to 8 critical issues that face the Museum over the next two to five years. (The number in parenthesis represents the number of commiuee members who listed lhe specific opporlunities and challenges.) CRITICAL ISSUES i. ., Development of an effective funding base. (13) Establishment of an effective exhibition program. (5) Establishment of a program for capital improvements. (4) Increased volunteer support. (4) Resources to increase collections. (4) On-going educational programs. (3) Determination of the tvpe of l!overnance necded for the Museum's Iuture. (_~ : Increased staff and professional staff development. (3) . Broaden base for community involvement. (2) 1 -,.. " \.'. '...' The followin~ issues were listed once. 10. People to assist in carrying out long-range plan. 11. Better inter-staff communication. 12 Support of Saline County Historical Society. 13. Ability to expand programs and exhibits. 14. Support from the Friends. 15. Preservation of notable speeches. civic events, etc. on audio and/or video tape. 16. Harmonv between Museum Committee. Friends. Store. volunteers and staff. I 7. Greater staff/volunteer effort for collections and education. 18. Establishment and reconciliation of !Zoals and resources. 1 Y. Collections catalog and documentation betore development of permanent exhilbiL 20. AA1\1 accreditation. 21. Defining tar!Zet audience and development of a plan on how to reach them. ..,.., That the-Museum find its "nichc" an'd kecp it . 23. Creativitv and innovation. ' 24. Greater visibility in programming and services. 25. Competition for funds. 26. Development of a "can do" attitude. ~vIK COMMU:\"ICATIONS APPENDIX C. RESULTS OF PLANNING SESSION AUDIENCES AND THEIR NEEDS C1 1. The planning committee identified that the IvIuseum's primarv audiences as: Families with children (includes single parents and grandparents i Informative exhibits Participatory activities Place to drop off kids Summer camp activities History "Club" .., Tourists S ignage Brochures Extended hours Greeters to provide basic information Information for frontline people in motels. restaurants. ctc. Brochure distribution Greater cooperation with tourism agencies including better packaging 3. Schools Outreach to schools Tie into Kansas History programs Partnership with schools. including better collaboration with teachers Tours of Museum High school student as docents Ect'ucation coordinator Speakers for schools Saline County Residents Reason to come to Museum Special interest exhibits/programs Sense of ownership 5. Historical Grouns Resources for groups: information and facilitv use Research opportunity for college students 4. 6. Community Grouns Programs Tours Meeting place Access beyond regular tours Museum Store Customers [nformation on Store activities Expanded hours Qualitv merchandise Paid professional Store ;\fanager Trained clerks ~. Senior Citizens Accessibility Outreach Information on Museum activities Information on acquisition policy Tour guides sensitive to needs Ways for creative involvement 9. Volunteers Needed and appreciated Information Abilities utilized Better integrated into Museum operatIon 10. Friends Focus Identity/Purpose . Better interaction with Museum operatIons MK COMMUNICATIONS r, '-- CRITICAL ISSUES The olanning committee was asked to idemitv me majOr critical issues facing the :\1useum ana l() list the positIve and negative factors that impact the successfui resolution of these issues. 1. Fundim! base Positive Factors Public fundim! (citv/coumv/USD 305) Grants -, - - Ne~ative Factors Lack of private funding Government meeting stated obligation Informed public on Museum actIvities Lack of broad base support ,- Friends Positive Factors 501 (c) 3 Fund raising activities for Museum Support for-the Museum Museum Store Ne~ative Factors No ownership of Museum Store Perception of the Friends membership '"' Identitv within the communin Positive Factors Cham!InQ exhibits Strenmh -ot me collectIon Cultural Plan to capitalize on Word of mouth . Nellative Factors Museum is only repository for stuff Awareness of Museum activities Marketim! Positive Factors Brochure Press coverage Newsletter - Posters Poster distribution j'-ie~ative Factors ~o strategIc marketIng plan '\0 oroad base newsletter dlsmOUllc:- Governance Positive Factor:; i-\ItS & Humanities Commlsslo;i >'iefJative Factors rundinQ under imerlocal aQreemem Public oerceotion of no fundinrr needs Clue to interlocal agreemem - Educational Pro2:rammin~ Positive Factors Varied audience in Salina Communit\, interest in Museum Good resources at Museum Collaboration potemial Ne~ative Factors ~.ack 01 solid programs lor scnoaL, ,,,"0 euucallon coordmator Lack of funding Need volumeer-staff for outreacn Collections Positive Factors Good collection Inventory 85% completed Ne~ative Factors Cataloging incomplete Lack ot provence' Lack of objects within catagones Lack of specific categories Acquisitions budget Conservation needs Archives Security Environmental contro: 1 "'T. Buildin2: Positive Factors Good space Structurallv sound Location - Ne~ative Factors HVAC Signarre Fundin~ Parking Accessibility Security - \IK COMj\It..:~~ICATIOl\S C3 CRITICAL ISSUES commued. 9. Exhibits Positive Factors Changing exhibits Qualitv of exhibits and collections Programs relating to exhibits ~e~ative Factors Lack of permanent exhibits Ability to work with USD 305 Funding for staff Time for research. development and installation Kids room not complete lack of planning \'0 oral history \'eed for an exhibit commIttee 10. Museum Store Positive Factors Operated by volunteers Quality and variety of merchandise Ne~ative Factors No paid professional Store Manager Need for more trained sales clerks Need for better security Need for physical improvements \ilK COMMUNICATIONS c+ PRIMARY GOALS AND OBJECTIVES The planning committee identified the following goals and objectives to further the Museum's growth and development. 1. Provide financial securitv for the Museum. a. Study the issues of governance relative to funding. b. Identify physical assets and establish a system to protect assets. c. Enlarge and expand sources of revenue. Increase Dublic awareness and imDrove the Museum IS Dublic ima2:e. a. Strengthen relationship between the Museum and the community. b. Market the Museum and its programs. c. Formalize advocacy group. ") 3. Increase Dublic outreach aIid nrovide diverse Dublic pro~rammi~ a. Identifv educational role in Salina and Saline countv. b. Develop a comprehensive educational programming plan. -to ,Establish a strOD!! and effective Friends or!!anization. a. Define goals and purpose of the Friends organization. b. Review the Friends relative to the needs of the Museum. c. Establish benefits for membership. :). Ensure on-2:oin2: dedicated volunteer SUDDort. a. Evaluate present volunteer program. b. Develop a comprehensive volunteer program. c. Improve volunteer and staff relations. h. Establish comDrehensive collections. exhibition and interpretation pr02:rams. a. Identifv and evaluate exhibition issues. b. Develop and implement an exhibition plan. c. Identifv and evaluate collections issues. d. Finalize and imnlement the collections manal!ement nolic\'. e. Establish an exhibit and collections management committee. f. Inform the public as to the needs of the collection. MK COMMUNICATIONS 'Salina -/'1 r.ts and t1 umanities Commission TO: RE: SALINA ARTS AND HUMANITIES COMMISSIONERS LONG-RANGE PLANNING RETREAT MARTHA RHEA APRIL 22, 1991 FROM: DATE: Enclosed is a proposal from Judy Todd for facilitation of our long-range pl anni ng process thi s summer. (By the way, liThe Next Steps II refers to the Wolf Report and its recommendations for the Arts and Humanities Commission.) For your information a written summary is not the same as diagnostic or theory work, so is part of the listed fee. As a comparison---the Art Center budgeted $2,000 and $2,200 respectively for 1989 and 1990 to do a similar process. The Museum's long-range planning has been more involved, but one and two day facilation fees have been $1,000 and $1,500. These do not include preparation time or the final report. Judy worked with the staff as a result of recommendations from the Wolf Report. Her facilitation experience is varied and emphasizes organizational structures that are people-based and mission driven. Please be ready to discuss the proposal and to reach consensus at Thursday's meeting. BOX 2181 211 W.IRON SALINA. KS. 67402-2181 913-827-4640 Karen Graves, Chair / Betsy Poer, Vice-Chair / Nancy Hodges, Secretary-Treasurer Dennis Carlson. Dan Diederich, Randy Graham. Ned Rose, Joe Warner, Jane Weathers, Paula J. Wright 1\1 I'or Judy Mitchell Todd Human Relations Consultant 913/827-1950 . 2100 Applewood Lane . Salina, Kansas 67401 A PROPOSAL FOR COISULTING SERVICES SALINA ARTS AND HUMANITIES COMMISSION GOAL. Implementation of The Next Steps, epecially as concerns the Arts and Humanities Commission. OBJECTIVES I . , · Gain consensus among commissioners concerning ~heir perception of the present situation and their vision for arts and humanities in Salina now that they have the Wolf report. . Determine priorities for commission action e' Examine the leadership role of the commission and others' roles which affect arts and humanities. - Note ongoing duties of the commission and plans for new action. e' Agree on who will do what, when. e" Decide how to keep the commission's vision alive. .' Provide a relaxed, enj oyable process in which commissioners can become better acquainted with each other. THIING An overnight retreat is suggested; for instance, it could begin with dinner Friday and last until about 3 PM Saturday. COSTS FOR PROCESS CONSULTANT A1iID RETREAT LEADER $900 total for the project plus expenses $150 expense estimate copying travel fro~ La~rence room and Meals as needed supplies and postage submitted April 20, 1991 Judy Mitchell Todd Human Relations Consultant 913/827.1950 . 2100 Applewood Lane . Salina, Kansas 67401 AUTHORIZATION FOR CONSULTANT SERVICES The usual procedure: Iphone call to explore the possibility of ~orking together, no charge. linformation gathering through documents, phone calls and meetings lanalysis of information, diagnosis and proposal of process Icontracting for further services lactual leading of processes as agreed upon r I(optional) ~ritten summary and detailed recommendations for the future often including resources, educational pieces and/or bibliography, Charges for services rendered are based on the lesser of $600 a day or $75 an hour plus actual expenses. This i~cludes all prf=parationexcept for any written documents requested such as theory papers, d1.agnosis and recommendations, or official documentation. These will be charged at the above rate according to the time needed for preparation. One day is usually needed to analyz~ the information gathered and to prE!pare a writte~ diagnosis and proposal for future steps to take. Authorization is hereby given for consultant services by Judy Kitchell Todd for Salina Arts and Humanities Comnrlssion as outlined in the attached proposal dated April 20, 1991. provided a date for the proposed process can be agreed upon. Information has already been gathered and analyzeq. This prclposal is a result of that consultation. Charges for the process as outlined will be $900 plus actual expenses. Any additional services requested will be based on $75 an hour plus expenses. Agreed to and Acknowledged: SALINA ARTS AND HUMANITIES COMMISSION name title date JUDY MITCHELL TODD To: The National Educational Goals Panel FFOVI: USD 305, Salina, KS The Salina Arts and Humanities Commission RE: Written Testimony The Salina. KS Arts and Humanities Commission and USD 305 would like to take this opportunity to testify to our unified agreement about the key importance of the arts in education. We don't believe any national educational goals can be complete without the inclusion of the arts. The arts in education obviously provide an opportunity for studlents to express themselves creatively. However, from the study of the arts students also gain an understanding of world history. as well as the inter- relationship of the arts with current social, economic and political trends. The arts help students explore both global and national cultural differences and similarities in a unique way that is both exciting and interesting. Furthermore, the study of art criticism also provides students with critical thinking models which will make them both better art consumers and more able to make astute decisions about other decisiclOS in life which require the use of critical thinking skills. USD 305 and SAHC are involved in a partnership to infuse the arts into the basic curriculum in Salina and also provide quality arts experiences for each child. We believe that each student in America should have the same opportunity as Salina children for a complete education. 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UJ .:: .. ~~ 0 '::1:-< ;:JH Z I:-< UJ .. H ::CZ O';::l .:: 0 ...:I .. ro ...:I I:-< UO r.uo c:: I:-< .:: " - ::.:: .:: P.. t> r.u I:-< I:-< .. UJ ~ 0:: H ~ tu I:-< 0 ...:I I\)"- tu 0:: 0:: v 0:: 0:: Z I:-< UJ .:: <n :z: U 0014 >t H.W 14 r.u ...:I I:-< - c....O"I r.u m 14::C .::~:x: I:-<::C ~ I:-< .:: 0 '>-10"10 " r.u UI:-< ...:l~1:-< ::JI:-< I:-< :z: I:-< I:-< ,...;....... .. 0 HO 1:-<00 00 0:: r.u 0 -.s::: <nN... :> ...., 4: X Eo< 0 UJOM 0 0:: 0 UJ 0.. I:-< ..,. ~ ....... " 0 ~ r.uo 00 0::0 tu 0:: 0 ~ ........0 ..... I:-< mo ...:IOC r.u0 0 .:: Z 0:: ~ 0 ..... Z c '::00 ~o 0.. ;:J " ;:J 0:: E- t~ CQ tu ~ :>.wr.u e 0 tu H Z ;:J 0 <:::::: -lJ!:-<X .... U ::elf) a......-1Lr: '::0 t'l .. .......:: H ::; t> I:-< G', '::OC 0::'" .. rJ 0 I:-< ~ -< 00) U G\ C. ~ Ol .. .. _~""",,,"'~_"".,~~"~~~.e.,~~~. --'" ~- .~"" Staff Report April 10, 1991 Current: 1. The Prairie Planters will be upgraded this spring. Additional grasses and flowering plants will be put in the beds in late April. In May, the Park Department will kill off the bermuda qrass on the east and west sides of the building, and put in buffalo'grass $od. 2. Production is underway for the "Remaking America" exhibit, opening April 21. The traveling exhibit will be expanded to look at ten local examples of adaptive re-use. A hands-on resource center will be included in the exhibit. (The program listing will be handed out at the meeting.) 3. Attendance figures for March were 1,152, which compares with 907 in 1990. 4. The museum is working on a grant to the Kansas Committee for the Humanities to help underwrite the Depression Era project with the Art Center and Public Library. Activities: 1. "Qui lts in Dance & Drama" had a total audi ence of 101 on March 15, with 86 paying adults (children were admitted free). The program, sponsored by the Friends, featured Community Theatre players and the Prairie Wind Dancers from Lawrence. 2. Pamela Radcliffe, of Kansas State University, gave a program on quilt conservation at home on March 29. Thirty-one people attended the Friends sponsored program. 3. Barbara Brackman presented two quilt programs to a total of 50 people on April 2. Again, the Friends of the Smoky Hill Museum underwrote the sessions. 4. "A Quilter1s Life: Maudie Tinkler" closes on April 6. More than 2,065 people have visited the exhibit since it opened February 17. Thanks are given to Shirley Wolf, Wilma Crowther, Maudie Tinkler and her relatives for their help. 5. The collections policy committee (DeVere, Blomberg, Brian Palmer, and Mary Douglass) met March 8 & 22, to review new policy. Several changes were made in the draft report. 6. As part of the CAP suggestions, work night volunteers have cleaned light bulbs, and installed UV filters on the florescent fixtures in storerooms A & B; only room C and textile room #2 remain to be done. Upcoming: 1. On April 11, the Kansas State University Community Service Project team will be in Salina to meet with representatives of the museum and the Art Center. 2. During the opening of "Remaking America" on Sunday, April 21, Bernd Foerster, KSU School of Architecture, will give q lecture "Enjoying Architecture" at 2:00 p.m. From 3:00-5:00 p.m., Jeff Gillam, of Jones- Gillam Architects, will give computer assisted design demonstrations. 3. Doran Cart, Director of the Liberty Memorial in Kansas City, Missouri, will gi ve teachers and our vol unteers a 1 esson on IIreadi ng the streets, II and a walk through of the exhibit at 3:30 April 22. 4. On Thursday, April 25 (rain date May 2), Donnie Marrs, of DMA Architects will lead a walking tour of downtown Salina~ The 5:30-7:DO session will meet at the museum. 5. Mary Douglass will do a Santa Fe Sidewalk Tour of south Santa Fe homes on Saturday, May 4, starting at 10:00 a.m. The tour will start from the Sears Plaza. 6. A panel discussion on design options will be held at the museum on Sunday, May 5 at 2:00 p.m. Interior and exterior design professionals will talk about numerous choices and options available to people. -",....,., . Smoky Hill Museum --~ ---- 211 West Iron P.O. Box 101 Salina. KS 67402-0101 (913) 827-3958 Museum Committee Meeting Wednesday, April 10, 1991 2nd Floor Conference Room 3:30 p.m. AGENDA 1. 2. 3. 4. 5. 6. 7. 8. Open Forum Minutes of the Meeting of March 13, 1991 Budget Review for March, 1991 Long Range Plan Final Report Discussion of Revised Mission Statement Collections Management Policy - DeVere and Brian I Staff Report Other Business IF YOU ARE UNABLE TO ATTEND, PLEASE CALL THE OFFICE, 827-3958. - an affiliate of the Salina Arts & Humanities Commission __ . ' SMOKY HILL MUSEUM Museum Committee MINUTES 3:30 p.m., Wednesday March 13, 1991 2nd Floor Present: ,Ned Rose, Chair; Steve Ascher, DeVere Blomberg, Debbie Divine, Karen Graves, Brian Palmer, Jane Weathers, Paula Wright, Tom Pfannenstiel, and Joy Mansfield Absent: Rex Tjaden Carmen Wilson, LWV Observer, was also in attendance. There was no one present to address the public forum. Action: Minutes of the February 13, 1991 meeting were approved as mailed. The February 1991 Budget Report was accepted. Reports: KSU Community Service Program--Debbie Divine On March 2, Debbie and representatives from all the Kansas communities participating in this summer project met at KSU for an overview of the entire program. Salina1s four member student team will be back in town in April for more of their preliminary studies. Debbie told of visiting, while on a recent trip to Washington DC, with someone at the National Gallery who described and praised their experience with the program. Housing arrangements are being completed; some is still needed. Debbie will apprise the committee of open dates as soon as they are known. Collections Policy - Brian Palmer, DeVere Blomberg This subcommittee has met once and gone over a number of Collections Policies which were borrowed from other museums for study. A draft of SHM's own new one 'Nill be presented at the April meeting of this committee. It is anticipated that the size and scope of the Accessions Committee will be expanded by the new p-ol icy. Staff Report--Tom Pfannenstiel Tom highlighted the written report (as mailed). He also reported that at a meeting between Ned Rose, Karen Greene, Vi Justus and himself, Betsy Pyle was unanimously selected as the person to fill the Museum Committee vacancy. MOTI ON: The committee voted unanimously in favor of submitting the name of Betsy Pyle to the Arts and Humanities Commission for approval at their next meeting. Tom reported he has made application to Southwestern Bell for grant funds in the amount of $2,250.00 to be used to help underwrite a workshop and outdoor performance to be co-sponsored with the Salina Community Theatre. Other points of information: The Maudie Tinkler exhibit is attracting larger- than-usual audiences. Twenty-seven people attended the KSU course on the Built Environment hosted here. He urged attendance at the Quilters Drama Dance to be held at the SCT on March 15. The Art Center, Library, Theatre, and Museum will co-op a Depression Era exhibit and films events this summer. The meeting adjourned at 4:05. Next meeting 2nd Wednesday, April 10, 1991 - 3:30 p.m. '-"'~_""_"~'f-,- .__""""",".","'_~"..___""""__ 'Salina /1 ~ts and . . . 11 umanities CommIssIon TO: RE: FROM: DATE: POLICY AND PLANNING MEETING - TUESDAY, APRIL 30, 4 P.M. .MARTHA RHEA APRIL 25, 1991 Next Tuesday's agenda deals basically with the "Task Force Rally" planned for Saturday morning, May 18, at the Salina Community Theatre. Please review the tentative schedule and come with comments and suggestions. 8:00 - 8:30 Gather for coffee, conviviality, etc. (A variety of materials will be available from local and area cultural resources.) 8:30 - 9:30 Steve Ryan Welcome Karen Graves - Salina Arts and Humanities Commission role; why did Community Cultural Planning Joe Warner - Planning process and vision statement Brad Anderson - "This placet' from artist's viewpoint Break 9:45-10:15 Break into three task force groups - review specific recommendations from Wolf Report 10:20-11:00 Review planning model 11:00 - Specific task forces organize: initial discussions on approach; identify possible resource people; set time line; PUT AGREED UPON MEETING TIMES ON MASTER CALENDAR. Packets with the general task force job definition, list of task force members, specific recommendations from the Wolf Report, vision statement, and goals sheet will be available to each participant. Also the entire Wolf Report can be picked up from the office prior to the meeting. TASK'FORCE CHAIRS---bring a list of your members, addresses, and phone numbers to the April 30 meeting. See you then: that's Tuesday, April 30, at 4 p.m. in the Commission Room. BOX 21 81 21 I W IRON SALINA. KS. 67402-2181 913-827-4640 Karen Graves, Chair ! Betsy Poer. Vice-Chair ! Nancy Hodges. Secretary-Treasurer Dennis Carlson, Dan Diederich, Randv Graham, N<ed Ro'e, Joe Warner. Jane Weathers. Paula J. Wriqht r : ,.:.~ "t. .,,' : in ~.I \..J.J ~ LU.J U""H,j~ ~UJ III Ill~~IUJ l I S"alina ~~ J:,ts and . . tt umanities CommIssIOn TO: FROM: DATE: ARTIST SERIES CORE GROUP AGENDA, UPCOMING MEETING MARTHA RHEA APRIL 17, 1991 RE: I Becky and I have the following suggestions as an agenda for next Tuesday's meeting (April 23, noon, Swedish Crown)---and some "food for thought" ideas. We see beginning with the bigger picture and moving into the specifics of handling the 1991-92 season, as a sort of nutshell experience. General Series Questions A. Name B. Mission C. Kind of Series---i.e., mix of disciplines; classical, popular, experimental; etc. D. How many events and where E. Dollars---how much, how share, etc. Regional Issues A. Commonalities B. Uniqueness Actual Series - Suggested Committees A. On-going Events Committee---searching out performance ideas B. 91-92 Planning Committees 1. Marketi ng 2. Funding 3. Logistics This certainly gives us plenty to do! Let's plan to end up with committees identified and defined, and chairs/members suggested. See you Tuesday, April 23, at the Swedish Crown in Lindsborg. BOX 2181 21 I W IRON SALINA,KS.67402-2181 913-827 -4640 Karen Graves, Chair / Betsy Poer, Vice.Chair / Nancy Hodges, Secretary-Treasurer Dennis Carlson. Dan Diederich, Ran~y~raham NedR~~e, J~e Warner, Jane Weathers, Paula J. Wright ;,I1.".1 hn~d, E)". "l:'\!<' fhru:tor DOROTHY l. ILGEN - EXECUTIVE DIRECTOR SUITE 1004 - JAYHAWK TOWER 700 JACKSON 913-296-3335 TOPEKA, KANSAS 66603-3731 April 19, 1991 Marth.il Rhea Salina Arts & Humanities Commission. . 211 '\tVest" kon PO Box 2181 Salina} KS 67401-2181 Dear M:artha: On behaH of the Kansas Arts Commission, thank you for all the work you and your staff, board members, and the Salina arts community put into arranging a reception for Jolm Frohnmayer, Chairman of the National Endowment for the Arts. John was very impressed with all that he saw in Kansas, especially the strong community dedica.tion and the commitment to arts education. As a matter of fact, Chariman Frohnmayer stated that he has not seen the same level of community commitment to the arts in other states he has visited! . The entire visit went well; I wish you could have been along to see the enthusiastic receptilonswhich greeted John at every stop in Kansas. Thank you again for helping to make Chairman Frohnmayer's visit to Kansas a memorable one. ~ regards, Dorothy L. gen Execufive . ector ~ .j" P.;- , :.<,.N--- 'I h 1: -.-.---,_______J ,,'j ,,:-,;"'1 ':r:~t 'i(l: ,,'," '$':- ;1.'" ,~ { [ " " ' " '1-' , ,