MAY 25, 2005

ATTENDANCE: Marilyn Robinson, Chairwoman; Gail Wall; Carol Ann Falasca; Betty Booth; Bill Krummel; Debbie Mathies; Marvin Suchoff; Ralph Bloom; Marjorie St. Aubyn; Marija Bryant

STAFF: Susan Gunn, Curator

OTHER: Michael Bromley, Esq.; Barbara Amodio

CALL TO ORDER

Chairwoman Robinson called the meeting to order at 7:33 p.m.

Colt Kostowski, an Eagle Scout from Troop 12, presented his specialized window treatment proposal for the museum. The goal is to provide a protective barrier installed on eight large windows which will protect the artifacts, pictures, and displays from harmful light, dampness and dirt. The barrier is made of a new material called AZEK. It is a waterproof, ½ inch board and weighs about 25 lbs. Mr. Kostowski plans to ask sponsors to donate the materials, and he would put advertisements out in front of the museum as well as in the newspaper. The Commission needed more time to review this proposal. Some suggestions were made regarding alterations.

APPROVAL OF MINUTES

The corrections to the April 6, 2005 minutes are as follows:

On page 6, under Finance Report, Ms. Wall said that she had made the following statements that were omitted from the minutes. They should be inserted in the third paragraph, after the fourth sentence that starts with “The Commissioners discussed ……” The statements are as follows: Ms. Wall asked Ms. Gunn where the offsite storage facility is. Ms. Gunn replied that she takes the discs home with her, or they go home with staff person Sharon Soltis for safety. The disks should be stored at the City Hall vault, or the Norwalk Museum vault.

Ms. Booth said she would like the following sentence inserted in the same paragraph, before the fourth sentence that starts with “The Commissioners discussed ..…” The sentence is as follows:
Ms. Gunn presented a mini-demonstration on the computer showing how entries could be brought up from the database.

** MS. WALL MOVED TO APPROVE APRIL 6, 2005 MINUTES AS AMENDED.
** MS. FALASCA SECONDED.
** MOTION PASSED WITH TWO ABSTENTIONS (MR. KRUMMEL AND MR. SUCHOFF).

The corrections to the April 27, 2005 minutes should reflect that Ms. Booth was absent from that meeting.

** MS. BRYANT MOVED TO APPROVE APRIL 27, 2005 MINUTES AS AMENDED.
** MS. WALL SECONDED.
** MOTION PASSED WITH ONE ABSTENTION (MS. BOOTH).

REPORTS

Lockwood Mathews Mansion Museum – Ms. St. Aubyn reported that the stabilization of the plaster work has been completed. She is waiting for the final invoice, which should be about $2,000, and she will then take it to City Hall for reimbursement. The plaster was stabilized in Mr. Lockwood’s bathroom, bedroom, and hallway, as well as the music rooms. Mr. Henry Mangone did the work. Ms. St. Aubyn handed out the annual report. The 2003 financials are audited; the 2004 financials are not audited yet. An in-kind donation of $77,000 will be added to the 2004 financials. The new curatorial committee is going forward with the inventory process. Ms. St. Aubyn asked Ms. Gunn for the documentation for the crystal that was loaned to her. Ms. Gunn didn’t have the documentation. Ms. Robinson asked Ms. St. Aubyn about meeting with Mr. Passero and the executive committee. Ms. St. Aubuyn will email Ms. Robinson with possible dates.

Ms. St. Aubyn reported that the recent Garden Show went well. Plans are underway for the Antique Show in the fall. She said there is a new recruiting effort in place for volunteers. They have a training program for the volunteers that teaches them about the history of Norwalk. There is a 40-page handbook that she will bring to the next meeting. There are documents in the handbook that the volunteers have to sign. They created their own Hold Harmless agreement. The City doesn’t require the volunteers to sign that agreement.

Norwalk Historical Society - Ms. Wall submitted her report. She said that the Flood Exhibit will open on June 8th. She asked Ms. Gunn if the missing photo entitled “Onlookers” had been found. Ms. Gunn said that she has people looking for it. There is a digital copy of the original.

The Historical Society has a concern about staffing and coverage regarding the upcoming Flood Exhibit. The Directors want to ask “Friends” back to the museum as volunteers. Ms. Gunn said she has been told by the City that there has to be a City Employee with a volunteer, or there has to be two City Employees present for the museum to open. There is $30,000 available for paying part-time assistants. There is $3,000 available that she understands the Commission doesn’t want her to use to pay for the part-time people. She claims that the “Friends” have not been kicked out. Mr. Suchoff said he doesn’t understand the concept of spending money for paying people to be “City employees” to have the museum open. There are people that are willing to volunteer their time. They are knowledgeable, interested and less expensive. Ms. Gunn explained that she is the only City employee. She said she has other responsibilities and is responsible for other buildings also. She needs administrative help and volunteer help. The security of collections is a requirement of the City. Ms. Robinson said that she has extended an invitation to the “Friends” to come back, but they don’t want to come back. Mr. Scott Gibson is the person she contacted. Ms. Robinson made it clear that the money is earmarked to be under the supervision/direction of the curator, who would have total responsibility of how it gets spent, who gets hired, etc. She said the Commission felt that it would not accept it that way. The Commission should be in charge of the money.

Ms. Wall said that the Flood Exhibit is due to open in two weeks. She said they recently found out there won’t be any money available to pay the staff. Some discussion followed regarding money. Ms. Robinson said the money to pay for staff was supposed to last until June 30. She said that the money was used to pay for someone to do inventory. Ms. Gunn said $5,000 from the Bigelow Foundation was put in the wrong account. She said that the money is available immediately because it was accepted by the City for the part-time assistants. She said that she was told by Ms. Robinson that it had to come before the Commission. The money comes in, via the normal channels, in January as a restricted donation to the city for the Norwalk Museum. Ms. Falasca asked Ms. Gunn who told her that two people needed to be in the Museum in order for it to open. The correct information needs to be verified in order to go forward. Ms. Robinson said that Ms. Letorneau and Mr. Sparr claim that they didn’t say that. They are looking at it and will get back to her. Ms. Wall said that the lack of communication and the lack of volunteers are very prevalent. The Lockwood Mathews Mansion Museum and the Maritime Aquarium have enough volunteers. There needs to be a plan to communicate and get volunteers. Mr. Suchoff asked that this be made a priority starting Tuesday.

There was some discussion regarding finances. Ms. Wall asked Ms. Gunn to provide a 1099 form for the employee who did inventory work for three months and earned $1,750. Mr. Bloom suggested that the financing is all wrong. There needs to be more accountability for the money.
Ms. Robinson said that the money is being held up because she told them the Commission wasn’t accepting it until it was in charge of it.

Ms. Wall shows the Commission the newspaper ad recruiting volunteers and suggested that a similar ad be run for the museum. Mr. Bloom recommended that the Flood volunteers be asked to come back. Ms. Wall asked Ms. Gunn to provide a volunteer list for June.

There was some discussion regarding the Sonitrol alarm list, in case of an emergency at the museum, and the distribution of either a full set of keys, or a master key to one or two people on the Commission.

** MR. SUCHOFF MOVED TO APPROVE MS. FALASCA, MS. WALL, AND MR. BLOOM TO RECEIVE A MASTER KEY AND BE PUT ON THE SONITROL AlARM LIST FOR EMERGENCIES.
** MS. BOOTH SECONDED.
** MOTION PASSED UNANIMOUSLY.

Ms. Bryant commented on the volunteer situation. It appeared that there weren’t enough volunteers in place for the next month. Ms. Falasca suggested the formation of a subcommittee to work on a master plan for museum coverage. The two new exhibits are very exciting, and it is a good time for the museum right now to gain some publicity and exposure. The staffing needs to be in place for the upcoming exhibit. Ms. Falasca said that she will put an ad for the exhibit in the real estate newsletter.

** MS. BRYANT MOVED TO APPROVE THE FORMATION OF AN ADHOC COMMITTEE TO EXAMINE STAFFING AND MANAGEMENT ISSUES AT THE NORWALK MUSEUM, AND TO REPORT BACK TO THE COMMISSION AT THEIR NEXT MEETING IN JUNE.
** MS. WALL SECONDED.
** MOTION PASSED UNANIMOUSLY.

Ms. Wall suggested that Ms. Gunn prepare an emergency list. It should have Ms. Robinson and Ms. LeTorneau on the list to be the first people to call. Ms. Wall reported that the preview party for the upcoming exhibit will be at 6:00 p.m. They are sending out 200 invitations. Mr. Bloom suggested putting an ad in the newspaper.

Ms. Mathies will be the chairwoman, and she suggested that Elizabeth Montgomery be on the committee. The primary concern is that the exhibit remains open. Ms. Robinson refers back to Mr. Suchoff’s suggestion to get the staffing list by Tuesday. Ms. Gunn explained that the people she has in place have a schedule and they work out well. Mr. Suchoff’s concern is when the Commission members get emails that the museum is closed because Ms. Gunn has gone home ill for the day. That is when they need the staffing. Ms. Gunn said that she has volunteers scheduled through next week. There was some discussion about placing an ad in the newspaper and collecting a $35.00 registration fee. That would be the cost of the training program, and it would encourage the serious volunteers. Mr. Suchoff suggested combining Ms. Wall’s idea of getting volunteers with first-hand experience, and Mr. Bloom’s idea to advertise to get these people involved. It was decided to place the ad in the newspaper tomorrow, and not charge a registration fee. The emphasis would be on the exhibit and the volunteer’s personal experience.
Ms. Bryant suggested creating a handbook for volunteers so that they would have important information about the Museum, and the Staff would know how to best utilize them according to their background and experience.

STAFF TO COMMISSION REPORT

Finance Report

Mr. Suchoff said that he takes exception to one issue. He felt that it was up to Ms. Gunn to point out if there were any financial areas where the Museum is in trouble. Ms. Gunn said that she sent Ms. Robinson an e-mail that said funds were low or out.

Ms. Falasca asked about the hot water heater at Smith Street. It is in Dick Winfield’s apartment. It is 15 years old and is faulty. The estimate that was received from Paul the Plumber is $500.00. Ms. Gunn will get a revised quote and give it to Ms. Falasca. It will be taken out of the operating/building budget.

Ms. Wall reported on the carpenter ant damage at Mill Hill. Ms. Gunn went there and met with an exterminator. She will have the estimate soon. The damage is from moisture, and the wood window frames are where the most damage occurred. A suggestion was made to have the Parks and Recreation Department cut down the trees to remove the nest. There is another meeting on Friday morning with the 2nd contractor to get a price on the windows.

There was some discussion about the ownership and location of the shelving units. They cannot be located in a common area due to the fire laws. It was suggested to put them in the storage room. It was decided that they should not be thrown out.

Ms. Robinson said that the repair of the track lighting in the Lockwood gallery would cost $249.65. She remembered that it was decided that the Norwalk Museum would pay for it. Ms. Gunn agreed that it would be paid for out of the Building/Other budget.

Ms. Gunn requested a four-drawer letter file cabinet for the downstairs work room. There would be enough money in the Building/Other budget. She said she also needs white gloves, acid-free boxes, acid-free corrugated board, acid-free board for flat files, and acid-free envelopes for photographs, postcards and prints. It was suggested to send a letter to the Purchasing Department to request the four-drawer file cabinet from the old Police Station, as that move will soon be complete.

Ms. Gunn said she received offers of donations, and several of them are from Mr. Jack Bates. There is a copy of the case history of the flood;
A bill from A.E. Smith and Son, the pottery people, dated 1877 and found in a collection of pottery invoices in Ohio;
A letter written by Edwin Hall, a Minister that wrote the first history of Norwalk, which is about missionary funding that will be placed in an account by the name of Buckingham Lockwood and Polyester Lockwood, in the amounts of $12.00 and $30.00, dated 1850.

Ms. Gunn said that would like to accept those items listed above. The next item is a mirror, reverse painting on glass, of the steamship Citizen that ran between Norwalk and New York. It was donated by Judge William Mottolese. The general practice of the Museum is to accept donations, and then the Museum would send a release to the donor. The Commission decided not to accept the mirror because of a lack of storage space for it, and the fact that it needs restoration.

** MS. BOOTH MOVED TO APPROVE THE DONATION OF TWO LETTERS AND A BOOK ON THE FLOOD FROM MR. JACK BATES.
** MR. SUCHOFF SECONDED.
** MOTION PASSED UNANIMOUSLY.

The Commission discussed the Eagle Scout’s earlier presentation on the window treatments. It was a great presentation. They decided to wait and hear on the cap grant. City Hall needs to be approached to see if it is allowed. Ms Gunn said Plaza Management said it was okay.

** MS. WALL MOVED TO TABLE THE WINDOW TREATMENT PROPOSAL UNTIL THE CAP GRANT IS RECEIVED.
** MOTION PASSED UNANIMOUSLY.

CHAIRMAN’S REPORT

Norwalk Museum Website

Ms. Robinson said she had received an email from Mr. Manzi today. Ms. Bryant volunteered to evaluate ideas, including two new exhibits, and create a draft that she will send to everyone by the middle of next week.

Norwalk Historical Commission receives grant – “Handbook for Historic Homeowner Tax Credit”

Ms. Matheis said a $30,000 Community Development Block Grant was received. A tribute will be paid to Mr. Bill Kraus. It will be available July 1. She will send out a press release in a week or two. Ms. Robinson thanked her for all her hard work in getting this grant done.

COMMITTEE REPORTS

Cemeteries –

Ms. Matheis said that work is moving along on the cemeteries. The stones should be in by the summer.

Demolition –

Ms. Falasca said that 28 Sniffen Street can’t be found. She said there was nothing to report on Pepperidge Farm. Mr. Bloom suggests that the Commission acquire the entrance sign to Pepperidge Farm. He will ask Mr. Dave Waters about this, and he will let Ms. Gunn know.

LMMM/Mill Hill –

Ms. Bryant said that Mill Hill is waiting for an estimate.

Rogers-Ritch-Merritt House –

Mr. Krummel said he had received estimates for rebuilding the Rogers-Ritch-Merritt House. There are unsubstantiated reports that kids have been building bonfires around two trailers at Andrews Field.

Ms. Barbara Amodio had some ideas for fundraising. She said that for every redevelopment project, 1.3% must be donated to an historical cultural affairs committee. She suggested to ask for the money. She also suggested that every time someone files a deed or if they touch an historical deed in a special vault, they pay $1.00 to the City Clerk. It would provide a steady stream of money. Mr. Bloom suggested selling gloves to museum goers so they can touch the archives.

OLD BUSINESS

** MS. FALASCA MOVED TO APPROVE THE FRIEND DOCUMENTS.
** MS. BRYANT SECONDED.
** MOTION PASSED UNANIMOUSLY.

There is a package of checks and 66 files on the bricks plaza. Mr. Bloom asked where the documentation is. One is in a binder and one is loose in envelopes. The original is more important. $125,000 was raised.

There was some discussion surrounding things that are missing. There is a binder with a title and divider pages, but the information is missing from the vault. The Showalter Exhibits binder was on top of the gray cabinets. Ms. Robinson said they asked Scott to look over what else was missing, and he will put together a list.

Ms. Booth asked about the Splash Festival. It is scheduled for Sunday, June 5. Mr. Bloom will have the museum open. Chowder tickets will be sold at the museum during the Splash Festival.

There was some discussion regarding the summer intern. There was confusing documentation that the salary for the intern was $30,000. That was incorrect. The intern would be paid $2,000 for the summer. Ms. Gunn said she had conversations with a Fairfield University professor who had a student that was interested in doing the internship at the Museum. The project would be to catalog information in the archives, specifically the police records from the 19th Century. The stipend of $2,000 was agreed upon between Ms. Gunn and Fairfield University, and it was based on how many hours he would work per day as well as working on other things in the museum. Ms. Gunn suggested to him that he get credit for this. He then went back to the university, and they had given him permission to investigate this. It was suggested to look at interns from various colleges.

** MS. ROBINSON MOVED TO ADJOURN.
** MOTION PASSED UNANIMOUSLY.

The meeting was adjourned at 10:55 p.m.

Respectfully submitted,

Carolyn Marr
Telesco Secretarial Services

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