Mary McLeod Bethune Federal Advisory Commission Meeting Minutes
January 24-25, 2024
January 24
Location: National Capital Parks - East (NACE) Headquarters 1900 Anacostia Drive, S.E. Washington, DC
Attendees
National Park Service
Tara Morrison, Superintendent, National Capital Parks – East
Michael Commisso, Deputy Superintendent, National Capital Parks – East
Vince Vaise, Visitor Services Program Manger
John Fowler, Supervisory Park Ranger for Historic Homes
Jerome Bussey, Maintenance Program Manager
Catherine Dewey, Resource Management Program Manager
Stephanie Powell, Program Assistant, National Capital Region (recording minutes)
Commissioners
Dr. Thelma Daley
Dr. Heather Huyck
Dr. Ida Jones
Janice Mathis
Barbara Dunn
Dr. Kenvi Phillips
Dr. Elizabeth Clark-Lewis
Jamiah Adams
Dr. Maurice Hobson
Heather Lawson
Dr. Alotta Taylor
Dr. Bettye Gardner
Dr. Sheila Flemming
Dr. Lopez Matthews (joined after lunch)
Special Government Employee (SGE) training
All SGE designated Commission members are required to complete this training on an annual basis.
SGE members: Dr. Clark-Lewis, Dr. Gardner, Dr. Hobson, Dr. Huyck, Dr. Jones, Dr. Lopez, Dr. Phillips
Remaining members arrive
Representative members: Ms. Adams, Dr. Daley, Ms. Dunn, Dr. Jones, Dr. Flemming-Hunter, Ms. Lawson, Ms. Mathis, Dr. Taylor
Welcome and Introductions
Superintendent Morrison welcomed the members thanking them for their patience as NPS worked to schedule the first meeting. All attendees introduced themselves.
History of the Commission and Review of the Act—Tara Morrison
Superintendent Morrison shared NPS is fortunate to have members who are knowledgeable and passionate, eager to support the NPS in achieving its mission and advancing the goals of the Mary McLeod Bethune Council House NHS. Given that it is important to remember the role of the commission is to advise. The Commission makes recommendations to NPS on what they should do with the Mary McLeod Bethune Council House–including the site and the archives. Tomorrow we will spend time at both.
There are two returning members from the 1991 commission which last met in 2001. There are four members returning from the 2016 commission.
The Commission was established in 1991. The charter was read.
Met until 2001with a focus on General Management Plan. The current guiding management document is the Foundation Document versus the General Management Plan. We will send out the Foundation Document to the commission.
There was a call for nominations in 2015 and the commission met through 2019. The last full commission meeting was in 2018 with subcommittees continuing to meet in 2019. Committee meetings were suspended in 2019 therefore there was not an opportunity for NPS to receive recommendations from the full commission.
There was a call for nominations in 2021, confirmations in 2023, first meeting January 2024.
In 2016 the priorities that were identified included improving communication and stakeholder engagement, and access to the archives. The archival collection is the current top priority. This FAC is asked to provide advice on how to improve access as we seek to ensure widespread knowledge of and access to the collection.
The 2016 subcommittees were:
Superintendent Morrison expressed excitement and appreciation for the opportunity to meet with the FAC. She committed to work with the chair to maintain momentum.
Superintendent Morrison opened for questions.
Q: You mentioned that subcommittees are established from previous committees. Are these the same ones we’ll use moving forward, or is there an opportunity to change based on current needs?
A: There is an opportunity to change as subcommittees are based on NPS needs for the site.
Q: You mentioned visitor ship is down; this seems to be a need. Does any committee reflect ways to address this?
A: Yes, that was addressed under “programs and visitation” subcommittee.
Overview of Federal Advisory Commission Act—Tara Morrison
The FAC was provided an overview of the FACA. The goal through this Act and our work is that we have public participation. These meetings are open to the public, it’s why they are published in the federal register. People outside of the FAC can listen and provide opinions. There is an opportunity for the public to have a role. There is also Congressional oversight. Each year our annual report will get wrapped up in DOI annual report. They are kept informed of the number, members, activities, benefits, cost of advisory group. The funding is allocated out of the NACE base operations funds and covers FAC travel. NPS staff also must account for time spent working with the commission.
NPS will be establishing a website for the FAC that will live on the Council House website. Meeting announcement and agenda are currently on the website. Materials will be added as the FAC’s work is conducted.
As the Designated Federal Official, Superintendent Morrison must attend and adjourn all meetings including subcommittee meetings.
Subcommittee meetings may include non FAC members. Subcommittees must report to the full commission, they cannot subvert the full commission and make recommendations on their own.
Reconvene at 12:20
Site Overview—Tara Morrison
Tara Morrison: Mary McLeod Bethune Council House is administered by National Capital Parks – East. There is currently one staff member exclusively assigned to the site, the archivist. Remaining NACE staff have job duties that cover other NACE managed sites.
NACE managers provided updates as follows:
Site Update and Improvements—Michael Commisso, Deputy Superintendent
Past Improvements, Repairs and Preservation Efforts
Council House
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Fire Detection and Suppression Systems, $784,920 (2020). Installed a fire detection and suppression system with upgrades to intrusion system for the house. NACE made additional improvements in FY23 to improve monitoring of the fire/protection systems.
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Replace Roof and HVAC System, $636,596.00--included National Park Foundation donation of $69,000 (2022). Replaced the roof and replaced the existing HVAC system. Roof work included replacement of the standing seam copper roofs and gutters. HVAC system was sympathetic to the historic character with minimal impacts to historic fabric, largely replacing existing ductwork in-kind.
Carriage House
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Graffiti Removal. Small area tagged on alley side. Through consultation with Regional Conservator, NACE staff utilized a chemical remover to remove graffiti. The chemical is called elephant snot.
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Invasive Plant Management. NACE maintenance continues to remove ivy as it grows on structure. Staff are sensitive to not impact historic fabric. The ivy is cut at its base and removed when dead to protect the brick.
Courtyard
- NPS has an agreement with DC to do Integrated Pest Management. Issue with rodents in the outside areas. Installation of wire mesh in planting boxes to address rodent issues.
Council house and Carriage House
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Front Stairway Repair, $40,000 (ONPS). Will be started in FY24. Work will involve stone patching, reinforcement of structural members, repointing, and paint removal.
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Paint Interior and Exterior of the Mary McLeod Bethune Council House (Requested FY26 Funding). Prep, prime and paint the exterior and interior of the Mary McLeod Bethune Council House. The Carriage House on site will have only the exterior painted, including spot repointing.
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Window Rehabilitation (Scope will be added to painting project—request for FY26).
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CLR/HSR Recommendations that require funding. Repairs to the front walk, improving accessibility to the rear courtyard, and the rehabilitation of the carriage house
Q: Is there a plan for accessibility there?
A: Accessibility in house?
Q: Yes, for mobility.
A: Yes, we are looking at our cultural landscape report, how we can improve access from the courtyard. It would be difficult to do on front façade.
The following baseline documents guide the work done:
- Furnishings report
- Collections condition survey
- Museum collection emergency operations plan
- Cultural Landscape Report (CLR)– and one of CLR recs is about accessibility
The documents are available publicly on IRMA. We will include a list of documents and links.
Q: How are funds requested?
A: Each year we convene every year to prioritize projects and submit through the NPS competitive system. Funding is requested 2 years in advance, so we are currently looking at funding for projects in FY26. We have also received funding from NPF, who often have grant opportunities, have donors who are broadly interested in African American history. We are always looking at funding opportunities we can tap into. We also have the Great American Outdoors Act funding, we received $11.8 million through= that special government-wide fund source. And we look for avenues like philanthropic funding, we enter into agreements with nonprofits who can raise funds, such as our partner the Friends of Anacostia Park.
FAC commented that the explanation on the funding process was informative and necessary to understand nationwide backlog of maintenance needs as well as expanse of NACE portfolio.
Q: Is the commission responsible for fundraising?
A: No. In order for an entity to fundraise on behalf of NPS, it has to have a philanthropic agreement, and that is not a function of the commission.
Tara Morrison: To speak to both of those points, what will be useful when making recommendations and identifying needs, and making recommendations from a site preservation standpoint or related to archives, what your recommendations would be based on is documentation like the foundation document and current knowledge. But because the foundation document is dated, we would need to do a crosswalk between it and work that has been done since the foundation document was completed.
Visitor Services Operations Updates—Vince Vaise, Program Manager
Mary McLeod Bethune Council House Visitor Services Operations Updates
Current Operations
- Open Thursday and Friday
- Tours offered – 626 (2023)
- Visitation – 3,422 visitors (2023)
To put things in perspective, we are only open Thursday and Friday. Only open 2 days but they are a very active 2 days. We have surpassed pre-covid numbers.
Q: Was it open every day pre-Covid?
A: It was open 4 days, numbers as high or higher than pre-Covid.
Staffing
- Fully staffed we will have 13 full time staff members + 2-3 interns. Currently we have 4 full time staff and 2 interns limiting operating hours. Frederick Douglass NHS is open Tuesday/Wednesday/Saturday and Mary McLeod Bethune Council House is open Thursday/Friday. Important to note, before covid, Douglass was open 7 days a week. We lost staff, people retired or moved on. We’ve had significant challenges with hiring. When we reopened after Covid, we assessed what we could open and when. Visitation at Frederick Douglass is much higher, so it is open more days, including Saturday. It has helped that Woodson hasn’t been open to balance staffing.
Q: Is funding the issue?
A: Money is not an issue, there have been challenges with hiring. We are recruiting and currently have 2 (hiring lists).
Q: Staff is circulating between sites to keep them open?
A: Yes, staff get to learn different sites. When fully staffed there will be a core staff that will focus on one site, but staff will be expected to learn everything to provide coverage in case coverage is needed.
Q: What is the optimum number of staff at the house?
A: 3 staff members but can function on 2. Volunteers are great but we need people with alarm codes, keys, etc. Building up volunteer corps will supplement and improve the visitor experience. We have also been supplementing with youth programs. Right now, we have 3 Conservation Legacy interns and are working to get one more, so we’ll have four. NACE works with Greening Youth (HBCU interns) and SCA interns to bring youth interns. Because we had a hard time hiring permanent staff, we focused on these this using agreements NPS has with organizations to hire youth. As we have more staff, we will have less funding to hire for youth programs.
Q: What are the qualifications to become a park guide?
A: You need at least 2 years of college or to demonstrate you’ve done that type of work.
FAC members noted volunteer work counts toward experience and also that some cannot afford to volunteer.
Q: What are significant obstacles to hiring?
A: Initially, limited capacity from HR. There was a backlog of hiring requests. We now have a person dedicated to NACE which will address the backlog. We were looking at different ways to hire people. We work to recruit locally and reflect the communities and sites. The Bridge program is an example, an NPS program to get underrepresented populations hired.
Q: Does the mission of these parks disadvantage you in hiring?
A: No, it’s a global hiring issue.
Comment: It seems like a great job, would love to do it if I was younger.
Q: Do you have any reports generated to look at visitation, about unique and repeat visitors you get, demographics, from DMV or farther away, to see who is coming and who isn't coming through the door?
A: We don’t keep visitation stats at that level, but employees have a sense, mostly from the DMV. We did do a visitor use study a few years ago, Bethune was part of that. NPS selected multiple NACE sites for a visitor use study last summer. We haven’t received the report yet.
Q: One of issues we’d be involved in would be communications, would it involve publicizing the Council House?
A: Yes.
Q: it’s not well publicized. How much does it cost?
A: It’s free. Two challenges are parking and accessibility. That’s why we want to take you there tomorrow.
Comment: It’s a challenge to only be open 2 days.
A: But even when it was open more days, it still had these challenges. Rangers do hear that people would come more if it was open more. Last year we met with the DC section of NCNW. They are very interested in partnering with us to increase awareness of the site.
Q: Douglass is visited more frequently? Because of what?
A: I’ve been told that it’s because Douglass is a more well-known figure.
Q: How do you capture these visitor counts? Is there a way for you to capture visitor types? Schools provide big numbers, outside of that is there a way to compare and contrast types of visitors that come to Douglass compared to Bethune?
A: We would know the number of schools since they make reservations.
Comment: Also, physical space, Douglass is bigger.
Q: Is that an accurate assumption? That the size of house impacts numbers? Is that part of what you observe?
A: It impacts but doesn’t prevent visitation. We've gotten 100 kids through the Council House in an hour and a half. It can be done; it just takes time. We also do special events. We initiated a walking tour about a year ago, send some folks on the walk while others do the house then switch.
Upcoming Black History Month Events
- Reading Ranger, African Folk Tales and Myths by Carter G. Woodson
- Walk with Dr. Woodson on February 17th
- An Evening with Mary McLeod Bethune on February 27th – held in Council House with a “cozy 40” visitors.
Offerings for Women's History Month coming out soon. We are also excited about the 50th anniversary of the Bethune Memorial. Lessons learned from Covid - make more accessible and do virtual options.
Afternoon Session
Dr. Matthews joined the meeting.
Visitor Service Project Updates (Continued)—Vince Vaise
One of our larger projects that was a great undertaking is an online exhibit that highlights the Council House and archives. This began in 2017, was in development 2018 and 2019. It was John Fowler, Ken Chandler (former archivist), and many of you in this room that helped us undertake it. If you haven’t taken an online tour of Bethune, I really encourage it. We have audio tours, it’s self-guided. A lot of the trove of photographs in the archive are interwoven into the tour. The fortuitous part of this is that the project finished at the close of 2019 and by happenstance debuted in March 2020, right at the start of the pandemic. That garnered us 60k views in the first week as people were looking for online information. People view it throughout the year but there’s always a spike in February.
Q: Just curious, not trying to compete, but how does this compare, do you have one for Douglass?
A: We have one, it’s older, not sure what numbers are.
Comment: It’s important that you share the virtual visitors, because 3,000 a year doesn’t sound like a lot, but it’s much more than that with virtual visitors.
The Council house table is in the board room, and people can now see it in context. It is on second floor. We have been working on temporary exhibits. Installation will be in March. Combination of reader rails that interpret the Council House table where it’s at. The upright panels are very indebted to the Mary McLeod Bethune in Washington, DC book that provided a great deal of inspiration. In one of the panels, you’ll see a large blown-up picture of a telefax. While it is still a ranger led experience there will be intervals where visitors will be able to read the reader rails, there are QR codes, provide inspiration for folks to research those people a little deeper. There is going to be some furniture—desks, typewriters, to see what the office looked like, and students will be able to interact with that.
Another project in the pipeline right now is a new brochure for the site. The old brochure is nice but was designed as a stopgap.
Comment: One thing I like about the African American History Museum is the Bethune room, where you can hear her voice. It’s not a competition but it’s a great experience.
We have original table and original chairs, which they do not have [laughter]. It's a challenge because you can’t sit on the tables and chairs but can still interpret them. Young people today don’t know what it is to mount a letter writing campaign, stuff envelopes. We have an activity where, okay, for next ten minutes stuff envelopes, read your flier, what year is it? So, kids get a history lesson but there’s a hands-on element. How do we make these spaces more interactive, but it’s a battle. Collections need to be preserved.
Comment: I took a group of young people there last summer and we did a hands-on activity, and it went really well with them. It was great.
At the conclusion of the Visitor Services update, Superintendent Morrison provided information in preparation for the visit to the Museum Resources Center. NPS digitized 50 linear feet of audio/video content. NPS entered into an agreement with the University of Maryland prior to Covid. Key part of the scope of the project was to survey digital assets. Many of you know the former archivist who retired recently. NACE advertised twice in an effort to recruit highly qualified candidates for this specialized collection. Not only are we going to be looking for advice on the archives itself but for priorities and workplans for the archivist itself.
Q: Not sure what your advertising process is, is that done only through the park service or other avenues?
A: All jobs advertised on USAJobs as all federal jobs are. “Lowercase r” recruitment sent to ASALH, Association of Black Women Historians, AAAM. Shared on LinkedIn where there was significant interest.
Comment: Thinking that broader recruitment will help.
A: Do what we can do proactively, challenges as we discussed is people having trouble navigating federal hiring system if they can get through that hurdle, we’re hopeful.
2:55 pm-3:10 pm
How an Advisory Commission Functions
Election of Chair and Vice Chair
Superintendent Morrison reviewed how the FAC functions and facilitated the election of chair and vice chair.
The following are responsibilities of the Designated Federal Official:
Designated Federal Official (DFO)
- Sets NPS Priorities and Expectations of Commission.
- Calls meetings, reviews and certifies minutes.
- Approve formation of subcommittees.
- Maintain records on costs and membership.
Commission Chair
- Facilitates meetings.
- Ensures tasks are completed.
- Reviews and certifies minutes.
Superintendent: Is there a nomination for a chair?
Dr. Clark Lewis nominates Dr. Ida Jones
Jamia Adams: I second the nomination
Dr. Jones accepts and Superintendent Morrison called for a vote.
Unanimous ayes (Janice Mathis is absent)
Nomination for vice chair
Dr. Thelma Daley nominated Dr. Sheila Fleming who declined.
Dr. Thelma Daley nominated Dr. Hobson who accepted.
Superintendent Morrison called for a vote which was unanimous affirming Dr. Hobson as vice chair. (Janice Mathis is absent)
3:10 pm
Tara Morrison: That concludes official business for Day 1.
January 25, 2024
Location: National Capital Parks-East (NACE) Headquarters
1900 Anacostia Drive, S.E. Washington, DC
Attendees
National Park Service
Tara Morrison, Superintendent, National Capital Parks–East
Camille Rosser, Secretary, National Capital Parks–East
Commissioners
Dr. Heather Huyck
Dr. Ida Jones
Ms. Janice Mathis
Ms. Barbara Dunn
Dr. Kenvi Phillips
Dr. Elizabeth Clark-Lewis
Dr. Thelma Daley
Dr. Maurice Hobson
Ms. Heather Lawson
Dr. Alotta Taylor
Dr. Bettye Gardner
Dr. Sheila Flemming
Dr. Lopez Matthews
Not in Attendance
Jamiah Adams
2:04 pm
The meeting reconvened. Tara Morrison provided a recap of NPS priorities and discussed expectations. The FAC is expected to meet twice per year and maintain an advisory posture. Subcommittees will meet in the interim and present recommendations to the full body during FAC meetings.
Meetings can be held in person or virtually. To be determined.
Dr. Daley asked what the committees were when the FAC was last active. Superintendent Morrison stated: Bylaws, communications and outreach, programming and interpretation.
Superintendent Morrison stated the NACE first priority is to establish an archival subcommittee. Commission members asked questions regarding the timeframe for hiring and the span of the archivist. Superintendent Morrison shared late spring as the expected arrival and that the duties are to manage the NABWH and provide access to the collection.
Dr. Thelma Daley stated there are a lot of Black women organizations not aware and would love to know about it.
Superintendent Morrison stated the additional priorities as enhancing interpretation virtual and in person. NACE is thinking about how best to provide access to the site. NACE is also preparing for 2026, and the Enhanced Interpretation subcommittee’s recommendations should keep this in mind.
Communications and Community Engagement is the next area of focus and to establish.
Dr. Daley asked if the FAC was able to have guidelines and policies or bylaws?
Superintendent Morrison responded the FAC is not required to have bylaws. However, the charter states “The commission shall have bylaws, rules and regulations as necessary to carry out functions.
Dr. Daley and Ms. Mathis offered that rules would be good to guide the FAC’s work versus bylaws. Superintendent Morrison called for a subcommittee to establish rules.
Superintendent Morrison moved the discussion to selecting the next FAC meeting date. The FAC decided to meet July 15th hybrid.
Superintendent Morrison moved the discussion to confirm committees:
Archives Subcommittee: Commissioners Dr. Lopez Matthews, Dr. Kenvi Phillips and Dr. Ida Jones volunteered. Dr. Matthews agreed to serve as chair.
Enhanced Interpretation: Dr. Heather Huyck and Dr. Maurice Hobson volunteered. After a brief side discussion, it was decided that Dr. Elizabeth Clark-Lewis, Dr. Bettye Gardner and Barbara Dunn would also serve. Dr Bettye Gardner and Barbara Dunn agreed to be the chairs.
Communications and community engagement: Dr. Sheila Flemming, Janice Mathis, Dr. Sheila Flemming, Dr. Thelma Daley and Jamiah Adams. Dr. Alotta Taylor agreed to serve as chair.
Policies: Heather Lawson and Janice Mathis. Dr. Dr. Thelma Daley, Chair.
A discussion between the commissioners and Tara Morrison took place regarding the categories of representation. Superintendent Morrison confirmed there is one vacancy on the FAC. This recommendation for this vacancy must come from an organization in which Mary McLeod Bethune played a leadership role.
Dr. Ida Jones thanked Tara Morrison and Camille Rosser for their efforts and hard work. All commissioners applauded.
3:03 pm
Day 2 of the meeting concluded.
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