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AUBURN’S HISTORIC & CULTURAL SITES COMMISSION
Meeting minutes from August 8, 2006
Present: M. Alberici, D. Schuster (B.I.D.), D. Carabajal (Cayuga Co. Arts Council), J. McCormick, B. M. Lewis,
E. McHugh, B. Barrett (Cayuga Co. Chamber), M. Vanek, S. Tucker, S. Schuster (S.M.A.C.), P. Wisbey, K. Walker,
B. Anderson (Auburn Public Theater), Jeff Alberici (E.M.S. guest), Matt Drastal (E.M.S. guest), and J. Kline
Excused/Absent: L. Leary, P. Copes Johnson, D. Dempsey, D. Stankus and Rev. Carter
Commission members introduced themselves to guests from East Middle School and new representatives from the Cayuga County Arts Council, Cayuga County Chamber of Commerce and Auburn Public Theater. J. Alberici and M. Drastal presented the Commission with the proposal, “Lessons on Auburn: Growing for the Future by Learning from the Past.”
The goal of this program is to promote Auburn’s rich history by making the sites destinations for middle school students within visiting distance of Auburn. They would create approximately 100 catalogs with 10 lesson plans for the sites that encourage students to explore, learn and interact during their visit there. For teacher ease, the plans would be cross-referenced with NYS Education Standards. They would also be available in a digital format, with a PowerPoint presentation and companion CD. Suggested sites that would tie into the lessons plans were Willard Memorial Chapel, Cayuga Museum & Case Research Lab, Schweinfurth Memorial Art Center, Seward House, Harriet Tubman Home and Fort Hill Cemetery. The estimated cost of this program, which would replace the collaborative exhibits of “Common Threads,” would be $6000, with ideally another $2000 available if needed.
Reaction to the program was very positive, P. Wisbey thought the cost was inexpensive for the amount of work involved, and made a motion to move forward with this initiative, seconded by D. Carabajal. All were in favor and the motion carried. Since the only budget line that has some flexibility is advertising, M. Vanek said the Marketing Committee will meet to decide where best to pull $2000 from, if it is needed.
I. Approval of the Minutes
S. Schuster read the Commission’s mission and vision statements. M. Alberici asked for approval of the June 19, 2006 minutes. E. McHugh made a motion to accept the minutes as submitted, seconded by P. Wisbey. All were in favor and the motion carried.
Committee Reports
II. Planning & Development Committee
E. McHugh said she felt very positive about the potential of the EMS program, and has high regard for other projects that they have done in the past. Their programs do cross many academic disciplines too, which was a question voiced during the presentation. E. McHugh said, within her budget at the Cayuga Museum, she would not have the funds to cover such an expense. Those present agreed to focus on middle school students since the “Passport to History” is for fourth graders, and high school students do more research based projects. They also don’t get out as much on bus trips. “Lessons on Auburn” will help the sites achieve their missions. M. Vanek said the program is also good for local PR since it shows the Commission/City’s support for the sites’ educational
importance.
III. Marketing Committee
J. Kline passed out copies of her monthly report, showing inquiry numbers since the last meeting. M. Vanek said leads have peeked corresponding with our ad placements. M. Vanek said there is a copy of the budget draft in the packets. We now have confirmation the ’06-’07 budget for the Commission $48,000. ($2000 was pulled at the last minute to support a concert program.) This amount, plus $3,000 anticipated from ILNY Matching Funds, puts the total to $51,000.
Going down the budget categories, brochure distribution remained about the same. This pays for having the Commission brochure at the information centers across the state. The Memberships line remains the same, the largest expense being the NYSTPA Council ($500). We need this membership to participate in the Meredith Publication buy, our largest producer.
M. Vanek said the line for Passport to History is $500, since E. McHugh has a large supply of passports that will see us through the next two years. E. McHugh will also pursue getting bike donations. The Fulfillment line was cut $4000 since we are saving money sending things out bulk mail. Administration remains the same; it’s a monthly stipend that hasn’t increased in years. Web Maintenance was increased to $4000 since the website seriously needs to be optimized, an expensive service. The PR line, which is $500, will be used for letterhead and envelopes. (J. Kline circulated the draft, and said she will e-mail a PDF to those that weren’t at the meeting.) Print advertising will remain the same as past years, $19,000. A detail of how that money is proposed to be spent is in the packets on a separate
sheet, and M. Vanek briefly reviewed the break out.
M. Vanek said if you look at the ad schedule, you will see two ads were paid for in the last budget cycle. These are Family Circle, running in September, and the FLTA Travel Guide, out the beginning of ‘07. Otherwise, we have money pending for whatever cooperative buy FLTA develops for regional partners. We plan to once again go into the NYS TPA Meredith buy, always our largest producer of inquiries. We have tentatively scheduled running ads in Family Circle and Country Home, two more sure bets, and have allotted some money for design fees, and regional ads to promote special events. D. Carabajal made a motion to accept the 2006-2007 budget draft as submitted, seconded by S. Schuster. All were in favor and the motion carried.
IV. Community Outreach Committee
E. McHugh said the final report for “Passport to History,” was distributed at the last Commission meeting. As the report requested, E. McHugh is looking for substantial help in pulling together next year’s program. There has also been some discussion on expanding the program out into the County. The earliest this could happen is after this supply of passports have been used. Then we could have other sites added, and print a larger quantity. Those added entities would obviously be asked to subsidize the extra expense. But, further discussion is needed before moving forward on that. In the meantime, a committee will discuss distributing the work load of the existing program. E. McHugh, S. Schuster, K. Walker and S. Tucker agreed to meet.
V. Other Business
J. Kline passed out the Treasurer’s Report and reviewed expenses incurred since the last meeting. Our end balance for the ’05-’06 budget cycle was $30.24. J. Kline said things have greatly improved since working directly with the City Comptroller to process invoices. M. Alberici made a motion to accept the Treasurer’s Report as submitted, seconded by E. McHugh. All were in favor and the motion carried.
M. Vanek said, at the last Commission meeting, it was agreed that the Tourism Office would continue providing administrative support, so M. Vanek sent the contract through and it was signed by the Mayor, and returned. So, if he is the one that is supposed to sign it, we should be all set. Yet, regardless of the contract, if we are paid, the work will continue to get done.
With no other business to discuss, the Commission adjourned at 5PM. The Commission’s next meeting will held October 17th at 3:30PM, 3rd Floor City Hall.
Recorded by Jesse Kline
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