Heritage Exhibit Guide

Transcription

1 Heritage Exhibit Guide Original Issue Date: 3/31/2011 Date Revised: 6/27/2014, 10/1/2015, 2/1/2017 Approved 4/16/2011 by BOD 1

2 Introduction: USS Albany Association Inc. The following job description is to help those who may be appointed to the position of Heritage Exhibit chairman (curator), or to help the incumbent perform the duties of that position. This guideline is the current process that supports the Association s goals and objectives to provide an exhibit that is conducive to the current by-laws of the association and the rich history of ships named after the capital of New York State. The following section relates the history from 1980 to Present in order to gain a better understanding of the Heritage Exhibit. USS ALBANY HISTORY 1980 TO PRESENT Shortly after the U.S.S. Albany CG -10 was decommissioned in 1980, a dedicated naval veteran by the name of Al Bursi (current Heritage Secretary) took the initiative to write letters to various public officials in an effort to bring the ship named Albany to the shores of Albany, New York. Through these communications Congressman Samuel Stratton and Senator Floss had responded to his plea. With this, the thought had snowballed and led to the establishment of the "USS Albany Veterans Memorial Committee". Under the direction of Captain William Windover a large group consisting of active naval personnel, government officials, retired navy and various dedicated naval veterans worked on numerous fund raising efforts to make this project a reality. The main objective was to bring the ship to the shores of Albany, New York as a floating memorial for all Veterans of New York State. Many long hours and a lot of hard work was expelled, but in the spring of 1990 the Navy Department notified our group that it no longer could hold onto the vessel due to costs and budget cut backs. Based on the lack of local governmental commitment and available funds the Veterans Memorial Committee had to relinquish their ties with the Navy Department. A bid package was then prepared for the scrap sale of the CG -10, hence being sold to the Jacobson Scrap Metal Co. of Virginia. As the lantern seemed to be getting dimmer, I received a phone call from gentlemen by the name of Hilton Dana of Florida. He asked if I would be interested in running the first reunion for the U.S.S. Albany. Hilton and I in a short ten month period of time was able to put together a program that brought 224 people to Albany, New York for this gala event. From this program came many accomplishments, an Association was formed, Plank ownerships/charter memberships were established, Officers elected, the formation of the U.S.S. Albany Exhibit Committee and twenty one more successful reunion programs have been held. With the commitment to continue to make and preserve Albany history the exhibit committee worked from September 1990 to locate and restore artifacts from all ships named "Albany". The task of dealing with federal and state government was very frustrating and very time consuming. Finally, after three long years and much dedication of the five-man committee, on 2 September 1993 the "USS Albany Heritage Exhibit" became a reality. The exhibit is open 2

3 7 days a week for all visitors and citizens visiting New York State to enjoy. The committee's objectives are to continue to obtain memorabilia for restoration and periodically change and update the display. Like the "USS Albany Heritage Committee" the Association has made great strides over the past twenty one years. Our membership has grown, we have had the great fortune of dedicated officers and committee chairmen, inductees as Honorary & Meritorious Life members for their many contributions to the success of this association, an open repore with our present name sake "USS Albany SSN753" and our newest venture the Association Website. ( We as members should be proud of an organization that has so many valuable resources and dedicated individuals. I would like to commend all of our past and present officers and committees for their dedication and time committed to make this a great Association Thank You for a Job Well Done As we enter into another year I am confident that our next generation of officers will provide us with the same dedication and growth this Association has experienced. In closing, I would like to thank you, our members, for the support and confidence afforded me and all of your officers and committees over the past twenty years. I look forward to our continuous growth and gatherings at future reunions. Still Making History Original Exhibit Committee 1990 L to R Al Bursi, Wayne Van Amburgh, Norm Nilsen, Richard Knapp & Al Malcomson 3

4 Current Committee as of March 1, The photo shown was at Al Malcomson funeral services in Below is a photo of an additional committee member Susan Cleary is also an honorary member. L to R Al Bursi, Norm Nilsen, Wayne Van Amburgh Suitable Photo Not available at this time Ms. Susan Cleary 4

5 Exhibit Chairman Position as outlined in the current by-laws: Dated 2006a.RTF Article VII. Committees Section 5. The Heritage Exhibit Committee The Heritage Committee acts as a liaison between the corporation, and the public and private communities in order to promote and preserve the history and memory of all the USS Albany's. The committee shall be dedicated to the enhancement of educational and historical resources of all USS Albany's by soliciting funds and other assistance for the Exhibit operations and USS Albany Historical Relic Preservations. The Committee may accept USS Albany memorabilia and shall keep a record of the origin and ownership. Dependent upon historical significance, the Committee shall arrange for them to be displayed in the Exhibit or in the History Room at each Reunion. Memorabilia in custody of the committee received from members of the corporation shall remain the property of the owner, and shall be returned promptly to the owner or his heirs upon request, or upon dissolution of the Exhibit. In addition to other qualified members of the association, members for this committee may be selected from the Honorary or Associate Members roster. Volunteers from the local community may assist with the Heritage Exhibit in any way that is acceptable to the Committee Chairman, the Committee, and the Board of Directors, USS Albany Inc; however, unless they become members of the corporation they cannot serve as a member of this committee. The Heritage Exhibit Chairman shall be a volunteer and appointed by the Board of Directors, USS Albany, Inc. He shall direct all operation of USS Albany Heritage Exhibit. He shall provide the board of directors with a proposed operating budget sixty days prior to a scheduled corporation business meeting and to the membership at the annual business meeting for approval. He shall submit an itemized report of donations and other income received plus expenditures to the board of directors not later than March 5 th, June 5 th, and December 5 th of each fiscal year. He is authorized to establish a USS Albany Heritage Exhibit checking account at a local FDIC insured Bank and deposit all donations intended specifically for the Heritage Exhibit in that account. With the approval of the association's board of directors he may designate a member of his committee to be custodian of that checking account. Funds intended for the operation of the Exhibit shall be used only for that purpose. He is not authorized to enter into any contractual agreement without the approval of the board of directors, USS Albany, Inc. If a member of the corporation is residing within the capital district of New York (50 mile radius of Albany) does not volunteer to serve as Chairman of the Exhibit the corporation's board of directors may employ someone to serve as Chairman as authorized in Article IV, Section 5 of this document. In the event a Chairman is employed funds to compensate said Chairman should come from funds designated for the exhibit operation. A one Item expenditure of more than $ will require approval by the board of directors, USS Albany, Inc. The Chairman will submit an annual report consisting of all activities, special events, and other accomplishment of the Committee for that year and planned events for the coming year to the membership at the annual business meeting. The report shall also be submitted to the editor of the Newsletter to be published. The Chairman shall ensure that minutes of all committee meetings are recorded and a copy of said minutes are to be provided to the Board of Directors not later than thirty days following such meeting. The Chairman shall ensure that sufficient insurance is obtained to cover the Exhibit in the event of fire, flood, theft or other disaster. Funds to cover operating expenses (budget) and insurance shall come from donated funds in the custody of the Chairman. Funds from the association's general fund may be transferred to the exhibit fund upon approval of the board of directors. 5

6 Position Overview: The position of chairman revolves around the current displayed artifacts and future items either donated or purchased from members or other outside sources. The current position is responsible for securing items, restoration, storage, documentation and display of secured artifacts. In September, 1990 the Albany Urban Cultural Park program in conjunction with the City of Albany authorized & afforded the USS Albany Association Heritage Exhibit to display artifacts at the Albany Convention & Visitors Bureau, located in Quackenbush Square Albany, New York. Although the committee had been moving forwarded to create a display, the news of our acceptance into the VC and support of the newly formed Albany Association was welcomed and boosted the committee s enthusiasm. Over the past 20+ years our relationship with the staff at the ACCVB has been nothing but positive and rewarding to both parties. Along with our acceptance came many cost effective entities for the exhibit committee and the association. Currently we pay for Insurance on our items on display and a percentage on the USS Albany item sales. HVAC, electricity, security, staffing, VC promotional materials, program announcements & daily cleaning are provided by the City of Albany making this a very suitable display location. This is to include but not limited to: Respond to all & phone calls from the Albany Convention & Visitors Bureau, shipmates or outside sources Maintain a current list of all artifacts both totally donated or on loan from shipmates and the US Navy Department Provide a budget to the President & Treasurer 60 days prior to the end of the Association fiscal year or prior to the next scheduled reunion / business meeting Open and maintain an active checking account for all Exhibit funds Establish an Insurance policy appropriate for the current location of the exhibit and the contents of such Submit reports as required by the by-laws, board meetings and annual meeting Provide an annual report of loaned items to the US Navy department Perform various work details at the Visitor Center (ACCVB ) & Altamont Fair grounds Maintain a Post Office Box & check on a regular basis Maintain an inventory list of Stores items on consignment at the Visitor center. Respond to all & phone calls: Most contacts are for information about the Exhibit or the Albany Association. Kathy Quandt of the Visitor Center (VC) usually will give out information if someone has a request and will follow up with a call to advise me of someone s requests. Kathy is also the contact between the Exhibit Chairman and the VC if a problem arises. She will advise me of the problem and always will respond to her concerns. Although I have a committee I reside the closest to the VC so I take care of the problem unless it is going to require additional assistance. 6

7 Kathy Quandt Director of Operations Maintain a current list of all artifacts: A spreadsheet of all owned USS Albany Association artifacts is currently in place and also on the list of Association Assets. This list is generated upon request but currently sent to the board of directors annually prior to the end of our fiscal year or prior to our next scheduled reunion business meeting. Also in place is a list of all Non owned artifacts currently in our procession. Most of the items on this list are from the US Navy Department that is on 5 year renewable loan to the USS Albany Association. Note: This list (Non-owned artifacts) is not incorporated into the above asset list provided to the board annually. Upon request the above list is also sent to our insurance company so they have a clear understanding of what we have and the current value. The curator may receive a call from the insurance underwriter with generic questions about the location and contents of the exhibit. Just be honest as this is just boiler plate for them to follow up on accounts. IE: of questions: # of people employed 0 Type of HVAC system N/A Provided by the VC & City of Albany Annual Sales N/A as we don t sell anything, the VC store does Security N/A Provide by the VC & City of Albany Maintain an active checking account. Exhibit Chairman is responsible for overseeing that the Treasurer has established a checking account that meets the by- law requirements and is current with activities & reports. To help this process I meet with the Treasurer periodically to document all check book entries into Quicken. This provides checks and balances between the Treasurers register, bank statements, the quicken file for accurate reporting to the board. At present with the passing of Al Malcomson, I have assumed these duties and have changed financial institutions from Trustco Bank to First Niagara Bank. At the time we get another Treasurer or Chairman all account information will be forwarded to that/those individuals. 7

8 Funds in the Exhibit checking account are from donations only. The daily and annual operation of the exhibit is funded completely from this account. As described in the by-laws if necessary the association may transfer funds to the exhibit account upon approval of the board of directors. At present, funds are derive from a donation box at the exhibit, donations from members at the time of membership renewal or from new member applications along with any profits that may be realized from the VC store of Albany stores items. Note: From our inception in 1990 to date, no Association funds except for the additional insurance for the Brass Model installation have been transferred to the Heritage Exhibit operation account except for donations as noted above. Establish/ maintain an Insurance policy: Exhibit chairman has the authorization to use any qualified insurance agent to provide the required policy that meets the needs of the current exhibit and association requirements. At present, I use a local agent that has been willing to work with our group & Association that is receptive to meeting our requirements. Agent: Buchanan & Butler Insurance PO Box 429 Rensselaer, New York Phone Contacts: Beth Carrier/Commercial Policy with: Utica First Insurance Co. Policy # CPP Expires Annually in August 19th Note: All claims, updates, changes, questions, etc., are to go thru B&B Insurance Co. Inc, ask for Beth Current annual premium $ Total Premium $ Heritage Exhibit reports : Submit an annual budget to the Association President & Treasurer This is usually done about 60 days prior to the annual reunion or the end of the fiscal year whichever comes first. Form can be supplied by the Treasurer, President or at the time of transition. Submit a Heritage Exhibit financial report to the President & Board prior to the start of all e-board meetings. Dates will be communicated Submit an Exhibit report at the annual reunion business meeting 8

9 Annual report to the US Navy Department: Annually in March a report to the US Navy of loaned items is required. (Revised 03/2014). A letter with photos and an Exhibit brochure is usually sent to satisfy that request. As of the revised date this report can now be sent by . The current contact and revised address is a follows: address: constance.beninghove@navy.mil Constance S. Beninghove Curator Museums and Collections Division Naval History and Heritage Command 805 Kidder Breese St. SE Washington, DC Tel: (202) In addition to the above report and the addition of the Brass Model we now have a 2 nd report to file with another US Navy agency. The dates have been coordinated to both reports to be files in March of each year. The 2 nd report to be sent to: Space and Naval Warfare System command as follows: Nielsen, Rick R Jr CIV SPAWARSYSCEN-PACIFIC, [rick.nielsen@navy.mil] Perform various work details: Work details at the VC are performed as required except for specific occasions. Usually we try to make sure that the exhibit is up to steam in April, midsummer and prior to the year end for the holiday season. Special occasions such as a reunion like the Albany reunion will require an additional detail. Currently work details include dusting, polishing, glass cleaning, any repairs or new installations and painting. General maintenance such as light bulb replacements, light dusting, vacuuming and eliminating trash is performed by the VC cleaning staff daily. Work details at the Altamont Fair grounds are usually only required annually. ( Mid to late July ) The time frame will vary based on the dates of the opening of fair week. Repairs are performed as required which are usually the replacement of light bulbs, applying Thompson water seal to the wood sign, apply a coat of paint to the railroad ties, touch up the section of hull with paint, weed around the exhibit, mow the lawn around the display area and install the jack flag. SSN753 jack flag on the section of hull is on display. At the end of the fair year usually late September first part of October retire the flag. Other than the above a work detail may be required based on artifacts acquired that need serious work. Chairman will make the decision if and when a detail is required with the committee. Maintain a Post Office Box: 9

10 Currently, a PO Box is in place for the Heritage Exhibit and is also used by the Association for NYS communications. This is partly due to the Incorporation of the Association in New York State. Therefore, unless NYS laws or the status of the Association changes relative to state reporting this PO Box must stay active. At present, all of the Exhibit vendors, Insurance companies, exhibit brochures, official documents, NYS Association reporting, ACCVB, NYS Office of Parks, Recreation & Historic Preservation System, US Naval Historic Center, etc., utilize this address. Current address is: USS Albany Heritage Exhibit or USS Albany Association PO Box 515, Rensselaer, NY Location of the PO Box is located at the Amtrak Train station Post Office in Rensselaer, NY Weekly checking of the PO Box required or suggested more frequently if in the area. PO Box is accessible 24 hr a day being in the train station. Post office window is only open during normal hours of operation. For hours of operation check with the postal service at that location Annual PO Box rent is $86.00 and expires Annually in January Maintain a inventory list of Stores items In an effort to promote our presents in conjunction with the Exhibit we offer USS Albany Stores item for sale. This is done thru the VC store with a 20% consignment fee to the VC. Initially, the VC didn t have a fee but due to the volume of items in the store (Albany, NY items, USS Albany items & USS Slater items ) they now have a full time staff person overseeing this position. This fee provides us exposure, security & inventory management by the Operations Assistant Barbara Mitchell and monthly sales checks sent to the Chairman from the previous months sales less the 20%. Along with the monthly sales check is a report of items sold providing me the ability to manage the inventory currently on hand. Quarterly Barbara & I communicate to make sure all inventory is accurate. As required Barbara will advise me of items that need replenishing and I will purchase (if available) from our current Storekeeper. The arrangement that we have with the Association Storekeeper is that the Exhibit will purchase at cost plus freight from his location. Upon receipt of the shipment Barbara will communicate via items & quantity received so we have a checks and balance of ordered items vs. received In many cases we sell items at a lower price than the Association. At times this is very difficult base on profit & loss. When you take the cost of an item, add freight and then 20 % in many cases we sell at no profit. Some would say that is bad math and you would be correct but my objective is to enhance our presence as an 10

11 Association. The other objective is to make USS Albany items affordable for the many school and senior groups that tour the center annually. Another reason for continuing this Stores program is to help the association storekeeper. We are the outlet for old inventory item that the storekeeper wants to eliminate. This is beneficial to both. He gets dead inventory off his books and I buy at a discounted price and can therefore sell at a margin that will help offset items with no profits. The Chairman has the ability to accept or decline offerings by the Association Storekeeper. Usually it is a no brainer but beneficial to all involved. Barbara Mitchell Operations Assistant Current General information: Visitor Center contacts/info: Daily contact Kathy Quant (518) x213 Stores contact Barbara Mitchell (518) x300 ACCVB President Michele Vennard (518) ACCVB Website ACCVB Staff Membership Expires October of current year US Postal Service PO Box 515, Rensselaer, NY Amtrak Train station Insurance Co Buchanan & Butler Insurance 11

12 PO Box 429 Rensselaer, New York Phone Contacts: Beth Policy # CPP Expires Annually in August US Navy Historic Center's Naval History and Heritage Command 805 Kidder Breese St. SE Washington, DC Tel: (202) Space and Naval Warfare System Nielsen, Rick R Jr CIV SPAWARSYSCEN-PACIFIC, [rick.nielsen@navy.mil] Altamont Fair Grounds P.O. Box Grand Street Altamont, NY Phone: Website Contact Current General Manager Current Status: Permanent display of Artifacts Exhibit Committee Information: Wayne Van Amburgh Chairman H C Al Bursi Secretary H Susan Cleary Honorary Member Exhibit Annual committed expenditures: ACCVB dues $ Due in October of the current year Insurance Premiums $ US Postal Service PO Box $86.00 The above values are current and subject to change annually. Position Equipment requirements: Computer ( Desk Top or laptop ) Back up drive suggested Printer Digital Camera w/ tripod General maintenance tool box Reliable transportation Cell phone helpful but not required 12

13 Conclusion: The above information /instructions are provided as a get-started guideline for this position. All of the artifacts on display or items in storage such as, pictures, plaques, books, misc documents, etc. along with the current processes can be changed, modified, redeveloped within the current by-laws of the association, approval plan for redevelopment by the Urban Cultural Park Visitor Center & your energy level, available resources & display space availability to you and your committee. The position is one that is to be creative in nature and your expertise level will only enhance the process of promoting the rich heritage of all USS Albany s. As part of this guide I am making it available as a hard copy for history files & available electronically the original Final report dated 1994 & the monthly minutes by the committee for the development of the exhibit. This should be part of the history of the association and will aid future officers and committees as we grow as an association and pass on responsibilities to others, as we continue to Make History. The report and minutes are very large in nature, 170 pages of information consisting of Megs of data, therefore I am providing the contents of the following as an Appendix ( A ) to this guide. File Name: Size: # of pages Sec 1 Final Report Cover 2.46 Meg 5 Sec 2 Artifacts Values 1.21 Meg 4 Sec 3 Grant Summary 6.31 Meg 30 Sec 3 Grant Summary Cont 10.4 Meg 29 Sec 4 Misc Articles Exhibit Final 26.4 Meg 23 Sec 5 Part A Exhibit Minutes 1990 thru Meg 44 Sec 5 Part B Exhibit Minutes thru Meg 35 Sec 5 Part C Exhibit Minutes Final 1996 thru Meg 32 As the years passed we had less meetings and Exhibit business, if any it was conducted during scheduled work details with no reports issued. In closing, thank you for considering or accepting the position of Exhibit Chairman / ( Curator ) or selected open committee positions of the USS Albany Association Heritage Exhibit. It has been my experience while in this position that the value of your efforts can only be realized thru the final results of your energy, dedication & leadership. As a group we were fortunate to be able to research, gain valuable knowledge and display those findings for all future generations that visit the Heritage Exhibit display almost daily. The ultimate objective of promoting our heritage has been realized and hopefully will remain active for many future generations to come. On a 13

14 personal note I would like to thank all that have supported and continue to support our efforts thru the past 21 years. This project has given me many rewarding memories and has afforded me the opportunity to interact with many professional and blue collar supporters along with former shipmates, Association members and the United States Navy. Enjoy the experience, I certainly have! Respectively submitted, Wayne V. Van Amburgh Note: During a potential transition I will be available (with the good Lord s help) at any time to support or answer any questions you may have or help you through any processes. Appendix ( A ) Attachment of above files 14