I could not agree more with the comments made by John Martinson - and the
improper involvement of Board members in museum operations can do at least
as much harm in larger institutions as in small.

The Board is there to establish policy and to confirm that the plans made by
the museum are intended to carry out that policy and that it is satisfied,
by way of information received from the staff of the institution, that the
institution is being managed in a way that not only adheres to the policies
established but that is also in accordance with law. Different jurisdictions
impose different specific legal obligations on board members and this gives
Board members quite enough work to do. Museum boards act primarily in a
fiduciary capacity; that is to say that they act as the trustees of the
assets of the museum, be they physical, collections or whatever and this can
only be done in a credible manner if they act as what is seen to be an
arms-length relationship. It is an extension of the rinciple that justice
must not only be done, but must also be manifestly seen to be done. The
Board cannot, in my opinion, exercise its duties if it becomes involved in
the day to day operations of the museum that reports to it. This would
constitute a conflict of interest that would make its role as trustee
impossible to perform. Further, it is my considered opinion as an auditor of
twenty years' experience and, more recently, a Certified Fraud Examiner,
that allowing Board members to participate in day to day operations opens
the door to a variety of at least potential forms of abuse of trust.


Harry Needham
(formerly Director of Audit and Evaluation for the Canadian Museum of
Civilization Corporation)
Special Advisor - Programme Development
Canadian War Museum
330 Sussex Drive,
Ottawa, Canada
K1A 0M8
Voice: (819) 776-8612  Fax (819) 776-8623
Email: [log in to unmask]

> ----------
> From:         John Martinson[SMTP:[log in to unmask]]
> Reply To:     Museum discussion list
> Sent:         Friday, April 09, 1999 8:38 AM
> To:   [log in to unmask]
> Subject:      Re: The role of the Board (was: Exhibits Committee)
>
> I have to disagree with some of this.   If you have any kind of a staff,
> be it paid unprofessional, professional (museum
> trained), volunteer, etc., the Boards job is to set policy, not run the
> day-to-day operation of the museum.  If it is a small
> museum, then board members can volunteer, but they should not have a say
> in the day-to-day operation of the
> museum.   And of course my feelings, but I disagree that there "is of
> course no reason why some of the Board members
> should not be museum professionals themselves."  Yes, they can be museum
> professionals..but should not be setting
> policy and working a day to day position.   They could control the museum.
> There would be conflict of interest. etc.
> I'm sure that any community will have enough volunteers where board
> members don't have to come in and do the work after
> they set the policy.  I've seen to much control by board members doing
> that...and to me it is a total ethical issue..and should not be allowed.
>
> And, no...the Board is not "responsible for everything that happens in the
> museum.."   Volunteers doing the job have
> responsibilities, paid staff has responsibilities....members have some
> responsibility.  It is the boards job to govern..
> again not do the day-to-day work.
>
> Staff and volunteers carry out the function of the museum, according to
> the mission and policy established.
>
> Yes, we're happy to have board members work in the garden....serve on
> committees (but most often it is trying to
> get Board members to do their jobs as board members!!!! Even getting them
> to work on a committee is another story!!!)
> But most often staff wants board members out of their hair...and let us
> who are paid or volunteer do our jobs.
> John Martinson
>
> -----Original Message-----
> From:   Trevor Reynolds [SMTP:[log in to unmask]]
> Sent:   Friday, April 09, 1999 4:02 AM
> To:     [log in to unmask]
> Subject:        The role of the Board (was: Exhibits Committee)
>
> I am somewhat concerned about some of the views about Boards which have
> been expressed recently.
>
> Surely the Board (either Board of Directors or Board of Trustees) is by
> definition responsible for everything that happens in the museum.  In
> larger museums they will hire staff to provide professional input and
> advice and carry out functions on their behalf.  In small and medium sized
> museums they may not employ professional staff but instead get advice from
> various professional advisors as and when necessary.
>
> In a small community museum the Board may be entirely made up from amongst
> the volunteers who run the museum. There is of course no reason why some
> of the Board members should not be museum professionals themselves.
>
> In a small museum the Board may take all the day to day decisions.  In a
> very large museum they may have delegated all of these to paid staff and
> may concern themselves solely with the strategic view.  But if something
> goes wrong (the accountant runs off with the money or the curator sells
> the exhibits) the Board is still ultimately responsible.
>
> Staff (and indeed volunteers) with professional qualifications and/or
> experience should carry out any delegated functions in accordance  with
> the appropriate professional code of ethics.  Staff should also give the
> Board unbiased advice on issues where the Board has not delegated its
> authority.
>
> So give the Board your best advice, including the likely consequences of
> not following it.  If they ignore it then (depending on the issue) you may
> need to make a report to an appropriate regulatory body.
>
> The detail of how it works will of course depend to a large extent on the
> size of museum and its legal status (museums which are part of a larger
> corporate entity often don't have a Board of their own).
>
> ------------------------------------------------------------------
> The views expressed are not necessarily those of English Heritage
>
> Trevor Reynolds
> Registrar, English Heritage
> Address: 4 CS, 23 Savile Row, London, W1X 1AB, UK
> Telephone:  +44 (0)171 973 3482  [GTN 3503 3482]
> Email: [log in to unmask]
>