Southern Illinois Association of Museums

Meeting Minutes July 26, 2004
Host Site: Wabash County Museum and the Living Legacy Farmstead Mt. Carmel

Present:

1. Attendee Brief Introductions and Re-Introductions

2. Mark Your Calendar

   • October 16 (Saturday, 9:30 a.m.-3 p.m. at SIUC Museum).

     A marketing workshop is scheduled for this day. A registration form will follow in the next few weeks.

   • March 19 (Saturday, 9:30 a.m.-2 p.m. at White County Historical Society).

     A collection management workshop is scheduled for this day dealing with issues from registration methods to preservation techniques.

   • June 18 (Saturday, 9:30 a.m.-2 p.m. at the University Museum, Southern Illinois University).

     A workshop on developing museum quality exhibits. Tentative date, Lori Huffman is checking with William Snyder, museum exhibits designer at SIUC, to see if this day/time works.

3. News from the Illinois Association of Museums

   Claudia Dant reported that consortiums could apply for the museum grants as long as they are members of IAM. Claudia also reminded everyone about IAM's annual conference in Danville.

4. Action/slogan Statement for SIAM Unveiled

   The winning slogan: SIAM: Museums Serving Southern Illinois

5. Marketing Committee Report

   Pam Madden reported for the marketing committee. She reminded everyone about the marketing workshop to be held October 16, and discussions are still centered around a passport system.

6. Technical Assistance Committee Report

   Lori Huffman announced that the digitization workshop was canceled and will be rescheduled for April 2005. Suggestions were take for future roundtable discussions. Fundraising seemed to be our next topic for consideration. It was scheduled for August 2004, but will need to be rescheduled to September 2004, as we have a guest lecturer for our August meeting.

7. Development Committee Report

   Development committee members were unable to attend, but Lori reported that Jo Nast, director of development at JALC, would like to give a roundtable discussion on grants. She has a conflict in fall and spring for Mondays, so we may need to schedule a meeting on a Thursday. Details will follow.

8. 2004 Meetings:

   Tours begin at 4:00 p.m. with meeting starting at 5:00 p.m. unless otherwise noted

   • Monday, September 27, 2004:

     The Science Center (Carbondale)

   • Monday, October 25, 2004:

     The University Museum (Carbondale) 3:30 tour/5:00 meeting (meet at the Archive for the tour, then carpool to the Museum for the meeting)

   • Monday, November 22, 2004:

     The Beatles Mini Museum (Benton)

9. What is next for SIAM?

   We have a logo and slogan what do we do next? The unanimous suggestion was a brochure. Details will be discussed next time.

10. Homework Assignment for Next Meeting

    Bring suggestions for technical discussion roundtables. Bring brochures to share with others (10 packets of 15 each)

11. Roundtable Discussion--Volunteer Programs within Museums:

    Claudia Dant Summarized ideas/suggestions
    • The most important thing to remember is "we need them."
    • Volunteers need a specific job
    • Remember to classify volunteer time as in-kind for reports to boards, grants, etc.
    • Reward your volunteers: dinner, visit other museums, certificate, volunteer of the month in newsletter, etc.
    • Develop a volunteer notebook with job descriptions with a sheet for them to sign to say that they have read the manual
    • Have a name badge for each volunteer to make them feel part of the staff
    • A volunteer coordinator can be used to schedule/oversee volunteers
    • Use local hospital auxiliaries, retired teachers, community service workers, Key Club, etc.
    • Develop a volunteer questionnaire
    • Have a volunteer rewards tracking system
    • Have rules for dress and behavior
    • Know who is libel if your volunteer is injured
    • Use local business to assist in rewarding your volunteers
    • Cultivate new volunteers from those people new to the area
    • Speak to Rotary Club, Chambers, AARP about your need for volunteers
    • Have a procedure ready to dismiss a bad volunteer

12. Next meeting:

    Monday, August 23, 2004 at John A. Logan College Museum