National Trust Adv. Laura Carstens on Historic Bd
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MEMORANDUM
March 17,2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: National Trust for Historic Preservation Board of Advisors
Planning Services Manager Laura Carstens has been invited to serve on the National
Trust for Historic Preservation Board of Advisors. This is a significant honor in that
there are only two advisors selected from each state. The Board of Advisors assists the
National Trust in its examination of preservation issues and opportunities throughout the
nation.
J
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Michael C. Van Milligen
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Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Laura Carstens, Planning Services Manager
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AN OVERVIEW OF THE NATIONAL TRUST BOARD OF ADVISORS
Page 1 of 8
The National Trust for Historic Preservation provides leadership, education, and advocacy to save America's
diverse historic places and revitalize our communities. The National Trust for Historic Preservation is a
private, nonprofit organization chartered by Congress in 1949.
The Board of Advisors was established in May 1966 by the Board of Trustees of the National Trust in an
effort to increase the organization's direct contact and communication with state and local constituents
through the creation of a nationwide network of volunteer preservation leaders. The National Trust Bylaws
defines the purpose as follows:
..... assist the Trustees, officers and staff of the National Trust in achieving the goals and
programs of the National Trust. Specifically, its purpose is to provide the National Trust with an
organized network of persons familiar with preservation problems and potential within their
respective geographic areas who have demonstrated active support of the National Trust and
historic preservation and whose interest and leadership resources may be mobilized to provide
continuous support for the preservation movement.
The Board of Advisors assists the National Trust in its examination of preservation issues and
opportunities throughout the nation. As the leader of the nation's private preservation movement, a goal
of National Trust programs, regional offices, museums properties, publications, conferences, and public
policy is to maintain a responsive and influential position for preservation among the nation's many
constituencies and in all geographic regions. The work of the Board of Advisors aids the National Trust
in this mission.
Role of the Board of Advisors
The 106 members of the Board of Advisors (two from the 50 states, the District of Columbia, Puerto
Rico, and the Virgin Islands) represent the range of interests, backgrounds, and constituencies involved
in the preservation movement. Through their diverse skills, geographic distribution, and leadership
resources, the Board of Advisors supports the National Trust and the movement in efforts to build the
nation's preservation constituency, demonstrate and communicate the benefits of preservation, and
influence public policy at all levels.
National Trust programs are greatly complemented by the efforts of the Board of Advisors. Trust staff
maintains a strong and cooperative relationship with Advisors to assist the Board in its efforts to
successfully support the work of the National Trust in two different ways:
As Individuals: Advisors occupy a special individual status within the National Trust as the
organization can call upon members for advice and counsel when it plans or maintains an activity in an
individual Advisor's geographical region or area of preservation expertise. Advisors have an
opportunity to volunteer their personal skills, knowledge of issues, and familiarity with resources,
individuals, and organizations in order to support National Trust efforts aimed at advancing
preservation.
As a Corporate Body: The Board of Advisors works as a collective body of 106 volunteers to meet
goals that support the work of the National Trust. The Board of Advisors provides advice on key
preservation issues and opportunities to the National Trust and the movement as a corporate body.
Annual corporate goals assisting the Trust's work program are established jointly by the Board of
Advisors leadership (the Executive Committee) and National Trust staff to advance the cause of
preservation throughout the nation.
Advisor Check List
Adopted in January 2003, the Advisor Check List is a quick reference for all Advisor Responsibilities. The
Advisor Check List is found on page 128 of the 2004 Advisors Directory and Handbook.
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AN OVERVIEW OF THE NATIONAL TRUST BOARD OF ADVISORS
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Individual Role of the Advisor
Members of the Board of Advisors may be called upon from time to time to provide assistance to the
National Trust or choose to offer their volunteer support in two basic ways:
As National Trust representatives, Advisors can provide introductions, generate support, and suggest
opportunities for National Trust programs within their geographic area of operation.
Based on their own unique interests and experience, Advisors can provide the National Trust with
special insights into preservation issues and opportunities as staff develop and implement programs.
The National Trust's regional offices maintain a strong working partnership with each Advisor in their
region. Trust regional offices provide field service, technical advice, and financial assistance to
organizations, governments, and people. Individual Advisors can provide regional staff with support and
knowledge of the people, places, resources, and issues in the Advisor's geographic area. Advisors can also
provide special insight for regional staff within a special area of interest or experience held by the Advisor.
Advisors also have the opportunity to volunteer their support to National Trust sites and Washington office-
based programs. This can be arranged through regional staff or through the National Trust's Resource
Center, which provides staff support for the corporate role of the Board of Advisors.
Advisors will develop individual work plans in consultation with their regional office. Advisors will
participate in the annual meeting arranged by their regional office with the Advisor's statewide(s), state
historic preservation officer, and appropriate others such as Preservation Action state coordinators.
Examples of volunteer opportunities where Advisors may choose to offer their support or in which they may
be called upon to provide assistance include:
1. Provide information useful to the National Trust in evaluating applications for financial
assistance received from the Advisor's geographic region;
2. Support the National Trust in delivering general field assistance to member organizations;
3. Establish a working contact and liaison with State Historic Preservation Officers and leaders of
regional, statewide, and local preservation groups;
4. Suggest opportunities where National Trust programs might assist preservation efforts locally;
5. Support the activities of National Trust sites;
6. Fulfill official speaking engagements for the National Trust; and
7. Identify sources of funds for National Trust programs.
Corporate Role of the Advisor
Speaking as a collective and representative body to the National Trust, the Board of Advisors provides
advice and insight annually on emerging preservation issues. Additionally, the leadership of the Board of
Advisors (the Executive Committee) and National Trust staff work together annually to identify a reasonable
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AN OVERVIEW OF THE NATIONAL TRUST BOARD OF ADVISORS
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number of corporate program goals in which Advisors will act as a collective volunteer network. The
National Trust's Resource Center provides staff support and communications for the Board of Advisors in
these efforts.
A. Identify and Communicate Issues and Opportunities to the National Trust
The Board of Advisors, through its representation of the preservation interests and needs of the nation's
geographic regions, is an important and efficient way for the National Trust to receive consensus information
and insight on emerging preservation issues and opportunities.
Three formal mechanisms exist for the Board of Advisors to channel advice into the National Trust:
1. Trustee Committees: Serve, when invited by the Chairman of the Board of Trustees, in a voting role
and representing the Board of Advisors, on one of six standing committees - Business and Finance,
Community Revitalization, Development and Membership, Public Advocacy, Preservation, and
Historic Sites - and on other committees deemed appropriate by the Chairman to provide advice to the
Trustees in their role of setting Trust policies and direction. Additionally, the Chair of the Board of
Advisors serves on the Executive Committee.
2. Advisor Discussions: Participate in discussions at the biennial regional workshoplmeeting and the
biennial national meeting to express general concerns and opportunities in the preservation movement
that might prove useful in National Trust planning efforts; the Board of Advisors Executive
Committee meets annually with the National Trust Management Committee to analyze and discuss the
key outcomes of these discussions.
3. Formal Letters to the Trustees, Committee Chairs, and President: Prepare advisory letters from the
Executive Committee on various policies, priorities, and procedures of the National Trust as provided
in the Music City Letter of 1994, the Brandywine Valley Letter of 1995, and the Reportfrom the Board
of Advisors of 2002 and through discussions with the Trustees and Staff on how the National Trust
will respond to such advice.
B. Represent and Support National Trust Program Activities and Events within the State
Goals are developed annually for the Board of Advisors to assist the work of National Trust program
activities and events that are designed to advance and promote the cause of preservation throughout the
nation.
In consultation with the Trust's Management Committee and program staff, the Resource Center presents
options to the Advisors Executive Committee in January each year in order to jointly consider and establish a
reasonable number of annual corporate program goals.
These annual program goals will contain precise outcomes, vary from year to year, and be selected from a
variety of National Trust efforts, including but not limited to the following areas:
1. Collect and document specific case examples of emerging preservation issues and opportunities;
2. Promote and assist the growth of individual and organization Trust membership;
3. Participate in National Trust lobbying efforts with local, state, and national elected officials;
4. Represent the Trust at special events and activities in the local and state media;
5. Promote attendance at and participation in Trust conferences, events, and celebrations; and
6. Locate and advance individuals and preservation projects for Trust recognition and awards.
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AN OVERVIEW OF THE NATIONAL TRUST BOARD OF ADVISORS
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Policies and Procedures of the Board of Advisors
Selection of Advisors
There are two Advisors in each of the 50 states, the District of Columbia, Puerto Rico, and the Virgin
Islands. Prospective candidates for vacancies must meet the following criteria:
1. Demonstrated interest in and support of the National Trust and the preservation of the nation's
cultural heritage;
2. Reputation for integrity and leadership that will bring credit to the National Trust, the
preservation movement, and the Board of Advisors;
3. Have a demonstrated interest and proven involvement in the preservation movement or related
area of interest in their community; and
4. Be involved, or commit to becoming involved, in a statewide preservation organization in their
state/or in statewide preservation efforts in their state.
The following considerations assist in guiding the selection of Advisors:
1. Demonstrated leadership in state or local preservation activity;
2. Geographical balance within the state between the two Advisors when possible;
3. Skill to evaluate and communicate in a timely manner preservation needs and opportunities
within the state and region;
4. Ability to work with preservation groups, public officials, and the National Trust to advance
preservation in the state or region;
5. Ability and willingness to personally provide, actively procure, or aid efforts to build the
financial support and membership for the National Trust; and
6. Public, private, or professional status that will not prevent the Advisor from providing
volunteer support to the National Trust.
Each Regional Chair is responsible for filling vacancies by submitting nominations for new Advisors to the
Executive Committee for action and recommendation to the Board of Trustees, with participation in
recruiting, interviewing, and selection from the outgoing Advisor, the co-Advisor, other state and local
preservationists, and the regional office. The Executive Committee will forward such nominations as it
approves to the Trusteeship Committee, to be presented by the Chair of the Board of Advisors as a member
of that committee. If these nominations are approved by the Trusteeship Committee, they will be presented
to the Chairman of the Board of Trustees for appointment.
Level of Participation to be Sustained by Members of the Board of Advisors
While individuals selected as Advisors must balance the expectations for service on the Board of Advisors
with their local and state preservation leadership and service, the work of the Board of Advisors should
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AN OVERVIEW OF THE NATIONAL TRUST BOARD OF ADVISORS
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complement and, in fact, enhance the preservation efforts of Board members at the local and state level.
Individuals selected to serve on the Board of Advisors should sustain a strong level of participation
throughout their time on the Board, using the Advisor Check List and the following information as a guide:
1. Support the mission of the National Trust and preservation movement;
2. Participate in the achievement of the Board's annual corporate goals;
3. Volunteer individual support to the National Trust based upon access, special skills,
experience, and available resources;
4. Attend the Board's Annual Meeting and annual regional workshops;
5. Be Forum members of the National Trust;
6. Participate, as able, in National Trust resource development activities; and
7. Participate, where possible and appropriate, in advancing the National Trust's public policy
agenda through lobbying.
Board of Advisor Terms
Terms begin and end at the time of the Board's Annual Meeting. Individuals may serve as an Advisor for
three consecutive three year terms. Service as an Advisor is evaluated by the Executive Committee prior to
the completion of the first or second term. The Executive Committee makes recommendations, based upon
an Advisor's demonstrated level of activity during the completed term, to the Board of Trustees Trusteeship
Committee for reappointment to a second or third term. Advisors completing three full terms may be
reconsidered for reelection to the Board but no sooner than three years following completion of their final
term.
Board of Advisor Meetings
There are two official meetings annually which each Advisor shall attend - the regional Advisor meeting in
the spring and the Advisor meetings in connection with the annual Preservation Conference of the National
Trust in the fall. Therefore, each Advisor is expected to attend six meetings in each of the Advisor's three-
year term periods.
If an Advisor anticipates not attending any of these two official meetings, the Advisor must notify the
Regional Chair in advance of the meeting to be missed and should state the reason for the anticipated
absence.
Missing two consecutive official meetings will constitute cause for removal by the Board of Advisors
Executive Committee. Furthermore, missing three meetings in a three-year term will constitute cause for
non-appointment to the succeeding term.
Biennial Regional Workshops/Meetings (in spring, even years)
Biennial workshops will be held for the members of the Board of Advisors within each of the National
Trust's regions - briefings to advance the Board's corporate goals, discussion of preservation issues
and opportunities that the National Trust should be aware of in shaping plans - in conjunction with the
biennial regional meetings held by the statewide partners and the National Trust (as called for in
Strengthening and Mobilizing the National Preservation Constituency report). The biennial regional
workshops/meetings should include a process for formally soliciting and prioritizing the issues and
concerns of the region's preservation community.
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'AN OVERVIEW OF THE NATIONAL TRUST BOARD OF ADVISORS
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Biennial National Meeting (in March, odd years)
Biennial National Meeting of the Advisors shall be held in Washington, DC alternating with the
biennial regional workshops/meetings - briefings to advance the Board's corporate goals, discussion of
preservation issues, and opportunities that the National Trust should be aware of in shaping plans, and
the determination of each region's preservation priorities.
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Additional, optional spring meeting (even years)
Advisors are also urged to participate in the annual joint meeting of Preservation Action and National
Council of State Historic Preservation Officers each spring. This meeting is not required; however,
Advisors are encouraged to participate if possible.
Annual Meeting (in fall)
The Annual Meeting of the Board of Advisors is the one time of the year when the Board of Advisors
assembles as a body. The meeting is in conjunction with the annual National Preservation
Conference, with several purposes - election of officers (Executive Committee); orientation for new
Advisors; briefing on National Trust directions and programs; recognition of Advisor contributions;
regional meetings of Advisors; discussion of preservation issues and opportunities that the National
Trust should be aware of in shaping future plans; and discussion of corporate goals.
Board of Advisors Executive Committee
The Executive Committee (the leadership of the Board of Advisors) is composed ofa Chair, Vice Chair,
Secretary, five Regional Chairs, and four at-large members. The outgoing Chair serves for an additional year
as an ex officio (non-voting) member. Executive Committee terms are one year; an Advisor may serve for
two consecutive terms in anyone position and may serve in more than one leadership position during their
tenure as an Advisor.
The Executive Committee normally meets three times annually. In addition, conference calls are held as
needed. Agenda items for these meetings include but are not limited to:
January or February
Assist with agendas for Regional Workshops; develop annual corporate goals and strategies to reach
those goals in conjunction with staff; nominations for vacancies are considered.
May
Evaluations of Advisors who will complete first or second terms at upcoming Annual Meeting;
nominations for vacancies are considered; meet with Trust Management Committee to discuss
consensus concerns and opportunities raised at regional workshops; designation of Advisors Emeritus.
September or October
Briefing for new members of Executive Committee; nominations for vacancies on the Board of
Advisors.
Annual elections for the Executive Committee are held at the Board's Annual Meeting. The Chair appoints a
four-member Nominating Committee of three Advisors and one Trustee member of the Trustees' Trusteeship
Committee by July preceding the Annual Meeting to nominate a slate of Officers for the full Board of
Advisors to consider. The primary goals of the committee include:
1. Promote participation of all Advisors in the achievement of the Board's corporate goals and in the use
of their individual talents and access to support Trust efforts to advance the preservation movement;
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2. Develop consensus outcomes of regional Advisor discussions of preservation issues and opportunities
that might prove useful in National Trust planning efforts;
3. Provide a formal linkage between the Board of Advisors and the Board of Trustees;
4. Communicate information to the entire Board of Advisors useful to the efficient functioning of the
Board, including the proceedings of Executive Committee meetings, important meeting dates, and
briefings on corporate program goals; and
5. The Executive Committee will forward such Advisor nominations as it approves to the Trusteeship
Committee, to be presented by the Chair of the Board of Advisors as a member of that Committee. If
these nominations are approved by the Trusteeship Committee, they will be presented to the Chairman
of the Board of Trustees for appointment.
Advisors Emeritus
Three-term Advisors will automatically become Advisors Emeritus. Other Advisors who serve with
distinction will be considered and action taken by the Executive Committee for Advisor Emeritus status.
Advisors Emeritus are invited to attend the Advisor workshops, meetings, and events but are ineligible to
vote. Advisors Emeritus will receive regular annual communications of Board proceedings and activities.
Advisors Emeritus are urged to continue to volunteer their talents and resources to the National Trust.
Financial Support of the Board of Advisors Program
The Board of Trustees urges all members of the Board of Advisors to contribute to the maximum extent
possible their travel expenses related to attending official Advisor meetings and events. In the National
Trust's Annual Plan and Budget, the Board of Trustees provides a budgeted amount for staff support and
expenses for the Board of Advisors program, including an annual travel reimbursement policy for Board of
Advisor meetings and events.
Expense reports for all meetings - whether requesting reimbursement or contributing the expenses - must be
submitted no later than 60 days past the date of the meeting. Advisors Emeritus are not eligible for
reimbursement of expenses, but may donate expenses. On an individual basis, it is hoped that Advisors will
also support National Trust fundraising goals and programs - personally as well as identifYing fundraising
opportunities.
Staff Support for the Board of Advisors
The National Trust's Resource Center provides staff support for the corporate role of the Board of Advisors
and acts as staff liaison for the Executive Committee. The office maintains central records, presents options
for the Board's annual corporate program goals, supports the achievement of those goals, organizes
Executive Committee meetings, plans the Annual Meeting, and organizes Advisor orientations and staff
briefings.
Regional office staff interact on an ongoing basis with the Board of Advisors in their respective regions -
develop cooperative partnerships with Advisors as regional staff work in the state, organize the annual
regional workshops, and act as recruiters for Advisor vacancies. The regional offices serve as the key entry
point into the organization for Advisors in their individual dealings and transactions with National Trust
programs.
Business Transactions with the National Trust
Transactions of the National Trust in which an Advisor has a business interest are not prohibited, subject to
examination and scrutiny. Such proposed transactions shall be reviewed carefully to determine that they are
in the best interests of the National Trust and the Advisor, and that the transaction will not lead to a conflict
of interest.
Adopted May 20,1997; updated July, 2003
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