Museum Trust Authority

MINUTES OF REGULAR MEETING SAND SPRINGS CULTURAL & HISTORICAL MUSEUM TRUST AUTHORITY Tuesday, March 16, 2021 - 6:00pm Sand Springs Museum 9 East Broadway - PO Box 1807 Sand Springs, OK 74063 December 2020 to November 2021 MEMBERS PRESENT: Steve Clem 4-0 Mayme Crawford 4-0 Debbie Nobles 3-1 Cynthia Phillips 4-0 Vicki Sisney 3-1 Grady W. Whitaker 3-1 Nathan Woodmansee 1-3 The Sand Springs Cultural & Historical Museum Trust Authority met for a regular meeting pursuant to the agenda filed at the City Clerk’s office and posted on the digital display board located in the lobby of the Sand Springs Municipal Building, 100 E. Broadway, Sand Springs, Oklahoma. 1. CALL TO ORDER Trustee Clem, Chairman, called the meeting to order at 6:05 pm. 2. ROLL CALL Parks Administrator, Joy Turner, called for an individual roll call with members replying in the following manner: Clem, here Crawford, here Nobles, here Phillips, here Sisney, here Whitaker, here Woodmansee, here 3. CONSENT AGENDA Trustee Nobles moved to approve the below matters listed under “consent”. Trustee Phillips seconded the motion. a. Approval of the Minutes of the February 16, 2021 regular SSCHMTA meeting. b. Financials & Monthly Disbursements c. Bills Parks Administrator, Joy Turner, called for an individual roll call with members replying in the following manner: Clem, aye Crawford, aye Nobles, aye Phillips, aye Sisney, aye Whitaker, aye Woodmansee, aye The motion carried 7-0-0 4. TRUSTEES WILL DISCUSS MOVING FORWARD WITH THE COMPANY “COPY SCAN AND MORE” FOR THE NEW STORYBOARDS FOR THE EAST GALLERY AND CONSIDER ANY NECESSARY ACTION Steve Clem stated the money for the new storyboards have already been approved through a grant as he showed the board an example of the material used for the storyboards. Debbie Nobles continued explaining the material is cheaper, waterproof and a thinner material to allow larger artifacts on the signage. Steve Clem asked if the company creates the signage in various Minutes – Continued -2- March 16, 2021 sizes based on the display cases and Cynthia Phillips confirmed the answer is yes they can. Grady Whitacre suggested the material needs to be of a satin or matte finish to eliminate the glare when being placed inside the display cases. Grady Whitacre motioned to approve the Museum Director to proceed with the recommended company for signage. Cynthia Phillips seconded the motion. Parks Administrator, Joy Turner, called for an individual roll call with members replying in the following manner: Clem, aye Crawford, aye Nobles, aye Phillips, aye Sisney, aye Whitaker, aye Woodmansee, aye The motion carried 7-0-0 5. TRUSTEES WILL REVIEW SIGNAGE PROPOSAL FOR PARKING, WAYFINDING AND NEW OPEN/CLOSE SIGNAGE FOR THE MUSEUM AND CONSDER ANY NECESSARY ACTION Grady presented the Trust Authority with a quote for signage for outside the building as well as inside the building. Grady Whitacre presented a sample of the open/close signage options to the Trust. Mayme Crawford suggested a purchase of two open/close signs, one for the front of the building and one for the side of the building. City Manager, Mike Carter, asked the Trust if they have considered having an electronic sign in addition to the signage suggested. Mike asked the Trust research the cost of a marque sign to give it to him with the potential of installing a sign to help bring visitors to the Museum. Mayme Crawford motioned to move forward with the purchase of the signed not to exceed $1,600 in cost. Cynthia Phillips seconded the motion. Parks Administrator, Joy Turner, called for an individual roll call with members replying in the following manner: Clem, aye Crawford, aye Nobles, aye Phillips, aye Sisney, aye Whitaker, aye Woodmansee, aye The motion carried 7-0-0 6. MUSEUM ASSOCIATION REPORT Lisa Riggs reported the association continues to meet each month and are optimistic about bringing events back to the Museum. In addition, the education committee is proof reading the educational content they want to bring to the Museum. July 24th and August 28th are the two dates the Association will be voting on during next month’s meeting to determine the annual Association meeting date. Lisa stated Ginger would be contacting Jim Halsey to coordinate a possible appearance during the annual Association meeting to help drive new memberships during the meeting. She will follow up with Ginger for any update. There is currently one opening to fill during the annual meeting. Steve Clem encouraged Lisa to expand on the content the education committee is working on for the Museum to Mike Carter. Lisa explained a scavenger hunt is in the works to drive school kids to the Museum to find certain items while encouraging the kids to learn more while inside the Museum. In addition, a YouTube channel is in the making to expose more awareness to the public via interviews and stories related to Sand Springs and/or the Museum to share. Trunk shows are also another project the committee is working on to allow teachers to bring the information to the classroom. Mike Carter informed the Trust of a media room the City hopes to have in the future and offered use of the room to the Museum to use to help make their YouTube channel.  Minutes – Continued -3- March 16, 2021 7. DIRECTOR’S REPORT Ginger printed a report to give to the Trust in her absence from the meeting. In her report, she listed the upcoming exhibits. April 6th begins “Remembering and Appreciating Our Military Medical Personnel from WWI – Vietnam” presented by Keith Meyers. The Apron display will be located in the North Gallery along with the Military Medical display in the west gallery cases. Ginger reported the customers who visited the Museum in February gave good feedback on the “Move Over Sir, Women Working on the Railroad.” Ginger reported that they would like to set up a maze at the Museum as well as provide chalk to the kids to draw on the back wall behind the Museum. The newest volunteer is Teresa Smith and she is working out quite well. Sam Gavrill’s sewing machine used in the chenille factory arrive as soon as the elevator is working. 8. MUSEUM COORDINATOR REPORT Diana printed a report to give to the Trust in her absence from the meeting. The research library continues to expand with news articles and photograph memorabilia. Diana reported that she has been working with Sherry Morris on the education component but most of it has been on hold due to Sherry’s father being ill. John Neal, one of the students who integrated to Charles Page High School contacted the Museum for photographs of Booker T. Washington School. Diana reported 9. CHAIR’S REPORT No report. 10. COMMITTEE REPORTS A. Steve Clem /De-Accession – No report B. Grady Whitaker, Jr. Building – Grady Whitaker informed the Trust of the delayed elevator project. The project is roughly three weeks out. In addition, there is no movement on the HVAC project. We have the equipment but are in need of a contractor to install. C. Debbie Nobles, Documents –N/A D. Vicki Sisney, Exhibits- N/A E. Cynthia Phillips, Grady Whitaker, Fundraising – F. Mayme Crawford, Budget – No report 11. ADJOURNMENT: 6:49 pm ______________________________________ Steve Clem, Chairman Date JT sschmta-minutes  FY 2021 March Financials  Sand Springs Cultural and Historical Museum Trust Authority Balance Sheet For the Period Ending March 31, 2021 Assets Cash in Bank (Bancfirst) $ 44,143 Cash in Bank (Am Heritage) 6,659 Pooled Cash/Bancfirst - Cash Long/Short 0 Petty Cash 750 Accounts Receivables - Short Term Investments 81,367 Intergovernmental Receivables - Total Assets $ 132,919 Liabilities Payroll/Federal Income Tax $ 132 Payroll/FICA & Medicare 597 Payroll/State Withholding Tax 23 Accounts Payable 49 Due to City for P Card Transaction - Deferred Rev-Grants - Sales Tax Payable - Total Liabilities $ 800 Fund Balances Encumbrances Reserved $ 1,894 Reserved 7,755 Unreserved 122,470 Total Fund Balance $ 132,119 Total Liability & Fund Balance $ 132,919 1  Sand Springs Cultural and Historical Museum Trust Authority Statement of Revenues and Expenditures For the Period Ending March 31, 2021 ANNUAL A C T U A L Y-T-D ENCUMB REMAIN BUDGET CURR MONTH YEAR-TO-DATE % EXP OUTSTAND APPROP OPERATING REVENUES: Intergovernmental Revenue $ 16,000 $ - $ - 0% $ 16,000 Memberships 5,500 - 3,650 0% 1,850 Other Fees 12,000 - 957 8% 11,043 Rental Fees 1,000 - - 0% 1,000 Shop Sales 1,200 - 196 16% 1,004 Contributions/Donations 9,000 683 10,955 122% (1,955) Interest Earned 1,200 0 1,371 114% (171) Other Revenues - - - 0% - Total Revenues $ 45,900 $ 683 $ 17,128 37% $ - $ 28,772 OPERATING EXPENDITURES: Personal Services $ 23,050 1,415 $ 12,665 0% 350 $ 10,035 Materials & Supplies 22,150 2,525 6,761 31% 1,544 13,846 Other Services & Fees 4,230 5 1,599 38% - 2,631 Total Expenditures $ 49,430 $ 3,944 $ 21,025 43% $ 1,894 $ 26,511 Other Financing Sources (Uses) Contributed Capital $ - $ - $ - 0% $ - $ - Loss on Disposal of Assets - - - 0% - - Total Other Financing Sourses (Uses) $ - $ - $ - 0% $ - $ - Net Income (loss) $ (3,530) $ (3,260) $ (3,896) Beginning Fund Balance $ 143,919 $ 136,015 $ 136,015 Ending Fund Balance $ 140,389 $ 132,755 $ 132,119 Reserved: Memorials $ - $ 7,755 Building Project - - Encumbrances - 1,894 Grants - - Unreserved 140,389 122,470 Total Ending Fund Balance $ 140,389 $ 132,119 2  SAND SPRINGS CULTURAL AND 04/20/2021 HISTORICAL MUSEUM TRUST AUTHORITY 810 SSCHMTA MUSEUM 210886 MODERN OFFICE FOLDING CHAIRS & CH DOLLY 2,461.00 210911 SIGN IT INC. 3X8 MUSEUM BANNER-RAILROA 96.00 210714 SIGN IT INC. 4X8 BANNER CNDY CHRISTMAS 128.00 210162 WALMART COMMUNITY BRC MAGIC 6 PCK & DSKPAD 14.94 MUSEUM ADMINISTRATION TOTAL 2,699.94 GRAND TOTAL FOR FUND $2,699.94 GRAND TOTAL $2,699.94 Page 1