Stillwater Museum Association Inc.
702 S Duncan St.
Stillwater OK 74074-4443
Tax Exempt Status Public Supported Charity
Organization Does Business As (DBA) Name(s)
Organization DBA
Sheerar Museum of Stillwater History
Sheerar Cultural & Heritage Center
Mission Statement The mission of the Sheerar Museum is to receive and collect the material culture of Stillwater, Oklahoma, dating from prehistoric times, but especially from the 1880s to the present; to preserve those materials for the future; to study them to derive information about the past; and to use the knowledge resulting from such study to present to the public the history and culture of the area through all effective means.
Contact Information
Contact Name Roger Moore
Contact email info@sheerarmuseum.org
Address 702 S Duncan St.
Stillwater, OK 74074 4443
Phone (405) 3770359
Fax 405-3770359
County Payne County
Alternate Phone 405 3770359 3770359
How to Give
Donate with Credit Card http://www.sheerarmuseum.org
Donate to Endowment http://occf.org/sma/
Other ways to donate, support or volunteer
mailing a check, phone donations, in-kind donations, gifts of stock, volunteering.
Financial Summary
 
 
Projected Revenue $86,600.00
Projected Expenses $86,600.00
History and Background
Former Names
NameYear
Sheerar Cultural and Heritage Center1974
Supported Organization Sheerar Museum of Stillwater History
Year Founded 1974
IRS Ruling Year 1989
State Registration Expiration Oct 2015
Statements
Mission The mission of the Sheerar Museum is to receive and collect the material culture of Stillwater, Oklahoma, dating from prehistoric times, but especially from the 1880s to the present; to preserve those materials for the future; to study them to derive information about the past; and to use the knowledge resulting from such study to present to the public the history and culture of the area through all effective means.
Background The Sheerar Museum was founded in 1974 by the Arts and Humanities Council of Stillwater. In 1989 the Stillwater Museum Association, the Sheerar Museum's current governing body, was formed and continues the Sheerar Museum's mission of collecting and preserving Stillwater's local history.
Impact
In 2014, the Sheerar Museum won an award from the Oklahoma Museum Association for outstanding outreach/education program for its education program "How Oklahoma Began."  This program is designed for 3rd graders studying Oklahoma history and is offered in partnership with the Oklahoma WONDERtorium.  Although designed for 3rd graders we have kids and adults of all age participate and learn. 
 
In September 2014, the Museum opened the exhibit "Notorious Payne County" which looked at the outlaw history of the county before statehood.  This exhibit was produced to compliment the spring 2015 community-wide reading program "One Book, One Community Stillwater Reads True Grit" which the Museum partnered with the Stillwater Public Library and OSU Library to present to the community. 
 
In November 2014, the Museum marked its 40th year of collecting, preserving, and presenting Stillwater's history and culture for the enrichment of our community's future.  
 
At the end of 2014, we received a grant to purchase all new metal shelving which we have used in 2015 to update and improve collections storage areas.  By the end of summer 2015, the main collections storage area will be completely updated with metal shelving which will improve the overall care and accessibility of our collections. Also by the end of the summer, the Museum will complete the repair of the north steps of the building.  This project was made possible by a donation from private donors.  The repair the steps including the replacement of the bottom four steps improves safety and accessibility of the Sheerar Museum Auditorium as well as the aesthetics of the building.
 
In the next year, the Museum Board of Trustees and staff plan to seek funds to improve the sound system in the Auditorium.  This will improve programming like the Cool Classics Summer Concert Series which is in its 9th season in 2015.  The Museum also plans to seek funding to purchase a video system for the auditorium to expand programming capabilities. 
Needs
As a small museum, opened in 1974, our growing collection needs collection storage space. An off-site storage unit or a small addition to the already existing property would allow the museum to continue its mission. (Cost estimate currently unknown)
 
How Oklahoma Began! is an education program for Stillwater area 3rd graders. The Sheerar works with Oklahoma WONDERtorium, a children's museum in Stillwater, to give students an Oklahoma history lesson. The interactive program brings over 500 area 3rd graders to the museum. Sustaining this free program requires volunteer and staff hours covering the month of April and half of May ($1500-$3000).
 
Technology. The museum's website, a vital part to drawing interest from younger demographics, needs updated. Additional content and museum-related activities, specifically auditorium rentals, needs to be available on line.
 
 
Area Served
Area Served
Geographic Area Served
Oklahoma - Statewide
Stillwater
Payne County
The Sheerar Museum of Stillwater History preserves and presents the history and culture of Stillwater, Payne County and the state of Oklahoma as it relates to Stillwater's history. The Sheerar Museum's visitation each year comes from throughout the community fo Stillwater and Payne County but also from over 40 other Oklahoma communities, over 40 different states, and 15 countries each year. Oklahoma State University and its vibrant international student community contributes to this visitation.
Service Categories
Secondary Organizational Category Arts,Culture & Humanities/Arts & Culture
Tertiary Organizational Category Arts,Culture & Humanities/Historical Organizations
Programs
Description This program seeks to educate local school aged children about the founding of Stillwater and other similar Oklahoma communities, how Oklahoma became a state, and what life on the plains was like in the late 1800s-early 1900s.
Strategy
Population Served Children Only (5 - 14 years) Adolescents Only (13-19 years)
Program Short-term SuccessHelpDescription of short-term achievement(s) or improvement(s) that will result from this program. Area students learn about the movements of Native Americans and pioneers into Oklahoma before statehood using an over-sized interactive map activity. They also gain hands on experience interacting with historical objects to expand their understanding of what life was like in early Oklahoma before statehood. Students will also gain an appreciation for change over time.
Program Long-term SuccessHelpDescription of the ultimate change(s) that will result from this program. This may be far into the future or represent an ideal state. This new improved program was developed in partnership with the Oklahoma WONDERtorium to address the curriculum needs and standards of third graders studying Oklahoma History. The program won a statewide award from the Oklahoma Museums Association in 2014 for outstanding outreach/education program. In 2014, the program served over 600 area students from in and around Payne County. The program is offered free to participants. 
Program Success MonitoringHelpDescription of the tools used to measure or track program impact.
The Museum staff provide surveys for area teachers and homeschooling parents to share their evaluation of the the success of the program in meeting goals and expectations for students and to evaluate the perceived outcome of the students' experience in completing the education program. 
Examples of Program SuccessHelpSpecific examples of changes in behaviors or testimonies of changes that demonstrate program success. "How Oklahoma Began" program reservations fill up quickly as word has spread to area teachers about the effectiveness of the program in teaching Oklahoma History concepts to third graders.  
Description The Sheerar Museum seeks to bring free quality entertainment to the Stillwater community with its Cool Classics Summer Concert Series. Concerts are scheduled for each Friday in July and feature local and statewide professional and/or amateur musicians. Each concert is free and open to the public. A reception, hosted by the Sheerar Museum's Board of Trustees, follows each concert.
Strategy
Population Served Adults Aging, Elderly, Senior Citizens Children and Youth (0 - 19 years)
Examples of Program SuccessHelpSpecific examples of changes in behaviors or testimonies of changes that demonstrate program success. Cool Classics just completed its 6th year with the most attended concerts to date. This past year over 500 audience members listened to sixteen local musicians over four separate concerts.
Description Exhibits at the Sheerar Museum illustrate the history of Stillwater and the surrounding area. The Museum recently completed an exhibit renovation project and now features an all new exhibit of "Stillwater History: Building on the Foundation." The Sheerar features additional temporary exhibits focused on different themes of local and state history as well. These exhibits change each year.
 
Museum Hours:
    Tuesday-Friday 11am to 5pm
    Saturdays and Sundays 1pm to 4pm.
    Closed Mondays and Holidays.
    Admission is free.
 
After hours tours for small groups are available by special arrangement, however donations are accepted and appreciated as the Museum relies on donations and other forms of public support.
Strategy
Population Served General/Unspecified
Comments on Programs
CEO/Executive Director/Board Comments
The Sheerar Museum of Stillwater History also presents a variety of programs to adults of all ages.  These programs are often presented in conjunction with current exhibit topics. 
CEO/Executive Director
CEO/Executive Director Roger Moore
Start Date July 2016
Email info@sheerarmuseum.org
Experience
Roger Moore, Director of the Sheerar Museum of Stillwater History, holds a B.A. in history and an M.A. in history from Oklahoma State University. He is a member of the Oklahoma Museum Association, the Oklahoma Historical Society, the National Trust for Historic Preservation, the Payne County Historical Society, and the American Legion. Mr. Moore is a veteran Desert Storm (Persian Gulf War) and served on active duty in the U.S. Army from 1990-95.
 
Mr. Moore spent 10 years (1999-2009) as sports editor of the Stillwater NewPress and has been part of the Oklahoma State wrestling radio broadcast since 1998. He has been a freelance journalist since 2008 and is the author of two books for the National Wrestling Hall of Fame in Stillwater. He continues to provide content for POSSE Magazine, OSU's alumni magazine, and NCAA.com.
 
Mr. Moore's graduate studies focused on museum studies, preservation, along with sports and culture. His thesis explores the 1932 Los Angeles Olympics and historic preservation of the venues used, many of which are still in use today through adaptive re-use.
 
Mr. Moore worked at the Edmon Low Library at OSU before joining the Sheerar Museum staff as a work-study student and volunteer. He was elected to the Stillwater Museum Association board in January of 2016 and became Director in July 2016.
 
 
Staff
Number of Full-time Staff 1
Number of Part-time Staff 4
Number of Contract Staff 0
Number of Volunteers 20
Staff Retention Rate 100
Are professional development opportunities provided? Yes
Does CEO/Executive Director have formal evaluations? No
Management reports to board? Yes
Staff Demographics - Gender
Male 3
Female 1
Organizational Plans
Fundraising Plan Under Development
Policy against commission-based compensation for fundraising consultant No
Communication Plan Under Development
Strategic Plan Yes
Number of Years Strategic Plan Considers 5
Date Strategic Plan Adopted Sept 2013
Management Succession Plan Under Development
Organization Policies and Procedures Under Development
Collaborations
The Sheerar Museum of Stillwater History collaborates with various community partners throughout the year including the Oklahoma WONDERtorium, Stillwater Public Library, OSU Library, and others as the opportunity arises.
Affiliations
AffiliationYear
Oklahoma Museums Association member2013
Oklahoma Arts Council2014
Oklahoma Museums Association member2014
Oklahoma Museums Association member2015
Awards
Awards
Award/RecognitionOrganizationYear
Outstanding Outreach Education ProgramOklahoma Museum Association2014
Government Licenses
Is your organization licensed by the government (federal, state and/or local)? No
Comments on Staff & Management
CEO/Executive Director/Board Comments
The Museum Board and staff are currently developing an updated detailed policy and procedure document that will include Board Selection criteria, conflict of interest statement, board orientation plans, communication plans, fundraising plans, business continuity plan and disaster preparedness, whistle blower policies and a document destruction policy.  Due to the Museum's reliance on part time staff and volunteer board members this process is taking some time but it is our hope to have all of these in place and approved by our Board by the end of 2016.
Board Chair
Name Pat Jaynes
Company Affiliation Retired
Term Jan 2016 to Dec 2016
Email patjaynes@sbcglobal.net
Board of Directors
List Current as of Oct 17, 2016
Board of Directors List
NameAffiliationStatus
Dr. Bill Bryans Ph.D.Oklahoma State UniversityVoting
Elizabeth Carver-Cyr Oklahoma State UniversityVoting
Wanda Cooke Thomas N. Berry CompanyExofficio
Barbara Dunn Community VolunteerVoting
Ann Enix Community VolunteerVoting
Judy Hoberock community volunteerVoting
Pat Jaynes retiredVoting
Kay Keys retiredVoting
Mike Lorenz Voting
Terry Miller DDSretiredVoting
David Peters Voting
Judy Ringwall RetiredVoting
Frances Smalley community volunteerVoting
Vickie Sturgeon RetiredVoting
Julie Teubner retiredVoting
Board Demographics - Gender
Male 3
Female 12
Governance
Board Term Lengths 3 years
Percentage of Board Making Monetary Contributions to the Organization 93 %
Percentage of Board Making In-Kind Contributions to the Organization 50 %
Board Orientation Yes
Constituency Includes Client Representation Yes
Written Board Selection Criteria? Under Development
Standing Committees
Building
By-laws
Collections
Development / Fund Development / Fund Raising / Grant Writing / Major Gifts
Education
Executive
Finance
Nominating
Personnel
Program / Program Planning
Special Events (Golf Tournament, Walk / Run, Silent Auction, Dinner / Gala)
Strategic Planning / Strategic Direction
Volunteer
Comments on Board & Governance
CEO/Executive Director/Board Comments One of our biggest challenges is time. We have a small staff. The Director is the only full time staff person, the Registrar is half-time and we also have a part-time custodian who takes care of basic cleaning once a week. We benefit from the Community-Service work-study program which allows us to employ work-study students for a fraction of their pay.  These students provide support for the Director and Registrar for basic operations functions and clerical duties during the regular school year.  We also spend a great deal of time working with student interns from the university which is an enriching experience for the Museum as well as valuable hands-on learning for the students. However, the daily operations as well as the development and implementation of annual exhibits and programs leaves little time to address further development of needed policies or time to pursue grants and other funding opportunities for technology improvements, expansion of staff, or improvements to our security and care of collections.
Current Fiscal Year
Fiscal Year Jan 01, 2016-Dec 31, 2016
Current Year Budgeted Total Income $86,600
Current Year Budgeted Total Expenses $86,600
IRS Letter of Determination
Prior Three Years' Financial History
Revenue SourcesHelpThe financial analysis involves a comparison of the IRS Form 990 and the audit report (when available) and revenue sources may not sum to total based on reconciliation differences. Revenue from foundations and corporations may include individual contributions when not itemized separately.
Fiscal Year201520142013
Foundation and
Corporation Contributions
------
Government Contributions$0$0$0
Federal------
State------
Local------
Unspecified------
Individual Contributions$23,611$19,707$38,709
------
$26,481$30,972$17,511
Investment Income, Net of Losses$2,868$3,204$2,997
Unrealized Gain/Loss------
Membership Dues$27,064$30,356$20,351
Special Events$8,264$5,893$5,049
Revenue In-Kind------
Other$4,679$7,134$8,413
Expense Allocation
Fiscal Year201520142013
Program Expense$77,475$72,704$80,763
Administration Expense$25,825$24,234$24,253
Fundraising Expense------
Payments to Affiliates------
Total Revenue/Total Expenses0.901.000.89
Program Expense/Total Expenses75%75%77%
Fundraising Expense/Contributed Revenue0%0%0%
Assets and Liabilities
Fiscal Year201520142013
Total Assets$342,290$352,655$352,524
Current Assets$257,784$271,697$269,118
Long-Term Liabilities------
Current Liabilities$1,454$1,486$1,683
Total Net Assets$340,836$351,169$350,841
Solvency
Short Term Solvency
Fiscal Year201520142013
Current Ratio: Current Assets/Current Liabilities177.29182.84159.90
Long Term Solvency
Fiscal Year201520142013
Long-Term Liabilities/Total Assets0%0%0%
Funding Sources
Top Funding Sources
Fiscal Year201520142013
Top Funding Source & Dollar AmountMemberships $27,064Earned Revenue $30,972Individuals $38,709
Second Highest Funding Source & Dollar AmountEarned Revenue $26,481Memberships $30,356Memberships $20,351
Third Highest Funding Source & Dollar AmountIndividuals $23,611Individuals $19,707Earned Revenue $17,511
Endowment? Yes
Endowment Spending Policy Percentage
Endowment Spending Policy Percentage (if selected) 5 %
Credit Line? Yes
Reserve Fund? Yes
Capital Campaign
Currently in a Capital Campaign? No
Capital Campaign Anticipated in Next Five Years? Yes
Comments on Financials
Foundation Staff Comments
All prior year financial information is from IRS Form 990 EZs.
 
Organizations with a GiveSmartOKC profile are responsible for updating information annually within 45 days following the end of their fiscal year. 
 
Address 702 S Duncan St.
Stillwater, OK 74074 4443
Primary Phone 405 3770359 3770359
Contact Email info@sheerarmuseum.org
Give with Credit Card http://www.sheerarmuseum.org
Give to Endowment http://occf.org/sma/
CEO/Executive Director Roger Moore
Board Chair Pat Jaynes
Board Chair Company Affiliation Retired