Board Members Present: Ann Poulos, Vice-Chair and acting Chair; Susan Olberding, Secretary; W. Linn Montgomery, Treasurer (absent from 9:30 to 11:30); Bill Beaver, Jon Bonnell, Deb Hill, Leigh Kuwanwisiwma, Carl Phagan, Larry Stevens, Miguel Vasquez.

Board Members Absent: Susie Garretson, Chair; Susan Golightly, Louis Jacobs, Max Oelschlaeger, Peter Pilles, Wayne Ranney, Katrina Rogers, Carolyn Shoemaker.

Emeritus and Ex-Officio Members Present: Frances McAllister, Emeritus; Chio Black, Representative of the Muses

Others Present: Robert Breunig, Director; Roger Clark and Lynn Yeager, MNA staff.

I. Call to Order
Acting Chair Poulos called the meeting to order at 9:10. Agenda items were changed to allow the Report from the Finance and Investment Committee to be presented since Linn Montgomery had to leave for a portion of the meeting.

II. Report from the Finance and Investment Committee
Linn introduced Lynn Yeager to present highlights from the March Financial Report. Lynn said income is basically on budget and expenses are under budget. We still have too much money going out and too little coming in. Miguel Vasquez asked if we’re moving in the right direction and Lynn said it’s hard to know. Robert Breunig says we’re better than budget, but our budget isn’t that great. We must have an influx of money during the second half of the year. The annual $50,000 donation from the Wallis Foundation, who has supported the summer Heritage Programs for the past several years, apparently is not coming in. Expenses are watched very closely. Robert complimented Lynn for her fine work. A motion to accept the March Financial Report was made, seconded, and approved unanimously.

III. Approval of Minutes of Last Meeting
A motion was made that the board accept the minutes from the April 3, 2004 meeting. The motion was seconded and approved.

IV. Approval of Items on the Consent Agenda
The items listed on the Consent Agenda were approved by a motion that was seconded and passed unanimously.

V. Report from the Acting Chair
Ann said that the Executive Committee approved some action items at a meeting on April 30th in case there was not a quorum for this meeting. Leigh Kuwanwisiwma, who was originally serving a one-year appointment that was due to expire in 2004, agreed to fill in the vacancy left by Joan Scott’s resignation. Joan had a two-year appointment, so that Leigh’s term will now expire in June of 2005. A motion to approve Leigh Kuwanwisiwma in the vacancy left by Joan Scott’s resignation was made and seconded, and passed unanimously. The Board Development Committee was commended for their hard work in compiling an excellent slate of board candidates. More nominees (nine) than positions available (five) are listed to insure a true election. Carl Phagan asked that this board communicate a thank you to all nominees for their willingness to serve. Larry Stevens suggests letters prior to the election and flowers afterward to those not chosen and he’ll do the flowers. Linn says he has applicant’s vitas and letters if anyone wishes further information. The slate will be mailed to MNA members with the election held on June 5, 2004 at the member’s meeting. The new officers will be installed at the June 26, 2004 MNA board meeting. A motion to accept the slate of nominees for the MNA Board of Trustees as presented (see attached) was made and seconded. The motion passed unanimously.

Ann presented two resolutions authorizing Linn and Robert as signators: one is for the C. Schwabb and Company endowment accounts and the second is for a second line of credit at National Bank of Arizona. The second card is for an account which was inadvertently left off of previous resolutions regarding this matter. A motion authorizing Linn and Robert as signators on these accounts was made, seconded, and carried unanimously.

Tabled until the return of Susie is the Committee Chair guidelines.

VI. Report from the Director
Robert reported he has had several important meetings this past month including one with Mural Project Committee members and representatives from the Hopi tribe about the implementation of two MOU’s between MNA and the Hopi tribe. One MOU will be a general agreement to work together and the second one will be specifically related to the Mural Project. At the June members’ meeting, Hopi Chairman Wayne Taylor and Vice-Chairman Caleb Johnson will make a presentation. Miguel encouraged that any collaborative project begin with full participation by both sides. Robert reported a lengthy meeting with Myra Millinger of the Flinn Foundation who expressed disappointment in MNA’s recent activities regarding the Mural Project. Robert said the meeting ended cordially and they agreed to keep in contact.

Carl and Robert went to the Center for Desert Archeology (CDA) in Tucson to meet with Bill Doelle, Director. They have two organizations: one a for-profit and one a non-profit. MNA wishes to develop an ongoing relationship between MNA and CDA. David Wilcox is doing some exciting work with the Center (which pays a portion of his salary), and MNA hopes to become more involved in mutual projects.

Next week, Robert is attending the AAM meetings in New Orleans and is on a panel titled “Scams and Scandals.” He is to tell what has happened at MNA over the past two years in this session geared for museum CEO’s.

Robert has now been Director four months and wants to have more time developing specific visions for MNA’s direction. He asked the board for support to spend time at his desk and not attend some committee meetings for the next month. He intends to present his visions at the June 26th board meeting. Jon Bonnell suggested Robert hire an administrative assistant to help with the day-to-day operation and Robert said he’ll consider it, although the funding is questionable. Robert said he’s never been in a position like this with all of MNA’s complicated entanglements. Larry asked if the complexity it due to MNA’s mission and Robert said he didn’t think so, it’s due more to its lengthy heritage of intricate involvements. Robert asked Committee chairs to discuss agendas with him prior to the meetings to keep him informed.

VII. Report of the Board Development Committee
The board nominee slate was approved in the Report from the Chair. Carl reported that most of the committee’s time has been spent in compiling the slate. Orientation for the incoming board members is in preparation and Carl asked for input on this process.

VIII. Report from the Governance Committee
Deb reported that the committee hasn’t met and Susie will schedule a meeting when she returns. They will discuss and simplify the concerns over consent agendas, charters, and guidelines.

Carl reported that a proposed resolution from the MNA board supporting the Petrified Forest expansion be supported when the time is appropriate. The Governance Committee will work on policies regarding MNA’s support of political activities once MNA’s mission statement is in place.

An ad hoc mission statement committee is comprised of board and staff who are reviewing and drafting a vision and mission statement to be included with the members’ meeting mailing packet for presentation at the June 5th meeting. Larry says he prefers a fresh start to the mission statement instead of a rewording of the original. He suggests a term “A Place of Sense.” Leigh said MNA’s reputation is its history.

VII. Report of the Fundraising Committee
Max Oelschlaeger reported that the fundraising committee had been working on several items. Foremost is the consensus of the committee that “raising $20 million of unrestricted endowments over the next five years will be necessary to sustain the present operations of MNA. Additional funds would be required to increase the scope of operations.” Of equal importance is the committee’s commitment to support the director, as “The Director considers facilitation and assistance with donors (and foundation contacts) as ‘job one’ of the FRC.” The committee is also developing a conflict of interest policy. Susie stated that a resolution is being developed to contribute a set percentage of general operating monies for an endowment to support fundraising efforts. This will be presented at the next board meeting.

IX. Report from the Buildings and Grounds Committee
Larry said the committee urges the board to continue developing the mission statement and strategic plan. Robert mentioned he met with the Flagstaff Chamber of Commerce to build support for construction of a repository. MNA’s collections facilities are likely to be heavily scrutinized during AAM’s re-accreditation review and may contribute to MNA not being re-accredited. Robert mentioned the possibility of leasing warehouse space in Flagstaff as a temporary, better housing facility for MNA’s collections. The board encouraged a further look into this space, and Carl said a cost benefit analysis must be presented to weigh the costs of leasing compared to the costs of improving existing facilities. Jon questioned the convenience to researchers if the collections are off-campus. Deb said this idea has been discussed before at MNA and reports should be in the files.

Susan reported that the Homestead committee has not met because Robert’s input is needed.

X. Report of the Collections Committee
Ann reported that the minutes will be distributed next week. She said both the Library committee and Buildings and Grounds committee reports include several items requiring policy decisions. Several acquisitions into the MNA collections were presented to the board for approval. They are: 1) a gift of three cups and four plates made by Hopi potter Garnet Pavatea and purchased by Dick and Jean Wilson at an MNA Hopi Show in the 1960s: 2) a collection of invertebrate specimens collected from Grand Canyon National Park by Larry Stevens: 3) and a paleontological collection from Glen Canyon National Recreation Area originally de-accessioned from MNA in June, 2003 when the geology department was closed. GCNRA wishes MNA to house these collections now that the geology department has been restored. The board accepted this collection pending a written statement from GCNRA: 4) the donation of Mary-Russell Ferrell Colton’s paint box from Mrs. Ferrell (Lita) Colton: 5) a donation of various pottery from Jack and Jean Ingold: and 6) a donation of an extensive southwestern faunal collection from Dr. Charles L. Douglas. A motion to accept these donations was made, seconded and passed. There was one abstention.

Lengthy discussion occurred about the proposed acquisition from Charles Biller regarding his donation of fifteen Navajo kachina dolls. Leigh objected to the use of the term “kachina doll” as it is of Hopi origin. He further questioned the inclusion of these items in MNA’s collections since they are not authentic. This comment led to the discussion of imitations in Native American products. The acquisition was tabled until a clarification of terms and proposed use of the items be studied by the Collections Committee.

Carl encourages MNA to inform its constituency about these new acquisitions.

Ann mentioned that the subcommittee regarding the sale of MNA collections will be meeting and preparing a notebook about all the information available. This will be provided to board members. Deb asked a copy of the notebook be put into the MNA library.

XI. Report of the Outreach Committee
Carl reported that the Mural Project committee met unofficially (see Report from the Director) and project reorganization is underway. He further encouraged MNA’s follow-up with the recent retreat held between MNA and NAU Anthropology department. Robert assured that this is in place.

Susan reported that the Public Programs subcommittee wants to meet with Robert about instituting a policy to review and decide upon future exhibits. She encourages Robert and staff to put this in place. She further suggested that a display explaining imitations be prepared for this year’s Heritage Marketplaces.

XII. Other Business
There was no other business.

EXECUTIVE SESSION

XIII. (Out of Executive Session) Other Business
Miguel encourages development of a relationship between MNA and the Yavapai-Apache tribe. Robert agrees and will work with Miguel on this.

XIV. Adjournment
There being no further business, the meeting adjourned at 12:35 p.m.

Minutes approved at June 6, 2004 board meeting.

Respectfully submitted,

Susan Olberding
Secretary to the Board