Board Members in Attendance:
Members Present: Susie Garretson, Chair, Sara Alemán, Sam Henderson,
Carolyn Shoemaker, Beverly Miller, Peter Pilles, Drew Barringer, LaVelle McCoy, David Connell, Wayne Ranney, Jim Reed, Susan Golightly, Beverly Miller

Board Members Absent: Allan Affeldt, Sam Braun, Leigh Kuwanwisiwma, Jack Metzger, Barbara Poley

Emeritus Board Member: None

MNA Staff Members in Attendance: Robert Breunig, Director; Lynn Yeager, Controller,
Pats Shriver, Assistant, Tracy Anderson, Education Director, Elaine Hughes, Collections Manager, Kara Kelley, Registrar

Sedona Muses Representative: Pat Pauli, President

I. Call to Order
Chair Susie Garretson called the meeting to order at 9:13AM.

II. Introductions
Introductions were made for all present and a special welcome was made to Jim Reed and Sara Alemán, newly elected board members.

III. Approval/Acceptance of Minutes
A motion to approve the Board of Trustees meeting minutes and Executive Minutes of June 2, 2007 was made, seconded, and passed unanimously.

IV. Approval of Consent Agenda
Executive Committee Minutes: July 5 & August 9, 2007
Finance and Investment Committee Minutes: May 30, 2007
Governance Committee Minutes: July 17, 2007
Program Committee: June 21 & July 23, 2007
Fundraising Committee: June 20, 2007

A motion to approve the Minutes of the Consent Agenda was made, seconded, and passed unanimously

V. Report from the Chair

Susie Garretson had distributed a list of all committees via E-mail. She asked that interested board members contact her by e-mail to advise her on which committees they wanted to participate. She also handed out copies of the board picture taken earlier in the spring.

A handout of the 2008 meeting dates was distributed. Board members were asked to contribute $20.00 to help defray luncheon expenses.

The board hosted a barbeque for the staff on Friday, August 10, 2007. It was very nice and staff appreciated it. Seventy-one staff and family members participated in the event. Thanks to the seven board members and their spouses who helped with the barbeque.

Rowena Dickerson and Octavianna Trujillo have indicated that they are resigning although no official letters have yet been received. Once received, the Board will look into appointing new board members. The Governance Committee will look at proposed appointments.

VI. Report from the Director

Summer Season
MNA has just completed the summer Heritage Program season. The Hopi and Navajo Festivals were successfully completed, with good audiences, and good participation by the artists and performers. Attendance at the Hopi Festival was down a bit but the Navajo Festival attendance was up despite a steady rain. There was a nice article in the Arizona Republic on the Navajo Festival. Member events were strong and the artist’s sales were strong. The artists stated they were treated well, given respect, made to feel welcome, and that MNA goes out of the way to create that feeling. Anne Doyle was the show coordinator.

The 2007 Discovery Program had over 600 children in the program. . The program was a great success, with lots of various activities including art, gardening, etc. MNA recognized Andy Yazzie for his ten years of service to the “Summer Among the Peaks” program.

Therizinosaur Exhibit
The Therizinosaur exhibit will open in one month. This will be a major exhibit. It is richly interpreted with videos, real dinosaur bones, along with an articulated cast. Press events, show marketing, downtown banners, sales material, t-shirts, posters, etc have all started as part of the overall strategy for marketing for the exhibit. We have a great team: David Gillette, Tracy Anderson, Victor Leshyk, Jodi Griffith and many others. Every day some new exhibit component arrives, and it all is coming together for a successful exhibit.

The Membership opening is on September 15, 2007, with major sponsorship from Blue Cross Blue Shield (BCBS). In addition, there will be a reception for educators on October 4, 2007 also sponsored by the AZ BCBS and hosted by Rich Boals, BCBS Arizona CEO. MNA also received an anonymous gift yesterday of $25,000.00 for the exhibit.

APS has given MNA a $10,000 grant to provide transportation for schoolchildren to MNA for the Therizinosaur exhibit. In addition, MNA will be receiving great publicity on the Therizinosaur exhibit from the upcoming Community Builder magazine which has a circulation of 14,000 in the Flagstaff area and which is published by McCoy Motors. There is a strong possibility the exhibit will travel after the show at the Museum. Two museums are interested in hosting it. MNA is interested in creating a three-way partnership. Having a three-way partnership would make it a win-win for everyone, and there would be a financial benefit in that it would help with recovering costs to create the exhibit.

Collections Center
The Collections Center is moving forward. MNA is planning the demolition of the five buildings early in the fall. Salvage of usable materials will begin. Kinney Construction Services (KCS) will act as construction manager and we are developing a construction contract with them. The Collection Center donors were introduced to Kinney Construction.

Highway 180 Construction
This summer ADOT has been building a hike and bike trail along the north side of Highway 180. The project has become somewhat of a nightmare. There has been a major disruption of the landscape, construction delays, and general confusion. MNA has had a number of meetings with ADOT and the contractor but little has come of these discussions.

Publicity
There has been good press for the museum lately including an Arizona Daily Sun article that headlined that “MNA is on the rebound”! The article highlighted the acquisition of the Leigh painting, interim accreditation, etc. Following the Hopi and Navajo shows, articles published by the Navajo Hopi Observer were also very positive.

Plateau
Plateau magazine was just published with emphasis on Colorado Plateau water issues. The Museum has received great feedback and favorable comments on this issue. The next issue, a Therizinosaur issue will be a great companion to the exhibit. It is mainly written by David Gillette. It will be available at opening of the exhibit.

FALA Update
The FALA board had a retreat earlier this month. The board is working on a vision for the future: how does FALA want to develop, where do they want to be located, etc.

Lady Bird Johnson
Robert went to the memorial service for Lady Bird Johnson in Austin Texas. She was a good friend over the six years he was director of the Wildflower Center there. Robert said she was an incredible person: wise, eloquent, and gracious. “I’ve learned a lot from her”, Robert stated. She will be missed.

Festival of Science
Flagstaff Festival of Science (http://www.scifest.org/) be held in September 2007. David Gillette will be the keynote speaker for the entire Festival.

Accreditation
There are no updates on the accreditation process to date. The next step will be the on-site visit of the Visiting Committee.

Collections
Robert Breunig reviewed the accessions process for the board. Items considered for accession go through an internal review starting with the staff Research and Collections Committee and with a Curator. This group makes an initial recommendation. The recommendation goes to the board Program Committee for review. After their review, it comes to the full Board for final approval. This is standard museum practice. Once an accession is done, the Museum must care for it in perpetuity, the donor may take a tax deduction, and the donated item then becomes part of the public trust. The board should know what we accept and why. Valuation for tax purposes is established independently by the donor, and it suggested that they get an independent appraisal. MNA can provide a list of qualified appraisers but we otherwise separate ourselves from that process.

We have blanket insurance to cover the Collections, although it is a fraction of the total value of the collection. Space is also a consideration for accepting items. We do have some space for future growth. MNA may have to become more selective in the future.

MNA is working towards a Collection Plan. A Collections Plan determines what collections we need and want in the future, as we may not accept everything.

Donation
LaVelle McCoy made the offer of a gift of the 14-passenger van for the Discovery and Ventures programs. Tracy Anderson will follow-up with LaVelle to finalize the transaction. Thank you LaVelle for such a generous gift for the Museum!

VII. Report of the Program Committee

(There was a break for one hour to view accessions objects and to tour paleontology to view the Therizinosaur project.)

The Program Committee proposed recommended acceptance of the following proposed accessions:

Items recommended for approval at the June 21 Program Committee meeting:
1.) A deerskin and skull from Terry Merkel
2.) Twenty pieces of Hopi silver overlay jewelry from Elaine Hughes. Elaine is continuously on the lookout for Hopi silverwork to purchases and donates it to MNA to fill gaps in our collections. She recently located a piece produced by long-term MNA employee Willie Coin, but at $700, it was too expensive for her to purchase. This is another example of why we need to resurrect the old MNA Collectors’ Club as a funding source to be able to acquire such items.
3.) Two bonytail chub fish specimens from Dr. Charles Minckley and the U.S. Fish and Wildlife Service.
4.) A Zuni bolo tie with inlaid duck-shaped ornaments from Ted Lorance
5.) 153 pottery vessels, baskets, jewelry, and kachinas from Dr. Jean Van Duzen. Elaine Hughes, Kara Kelley, and Gloria Lomahaftewa went up to Colorado to get the collection from Dr. Van Duzen. Many of the items are accompanied by an excellent oral history that Gloria taped while interviewing Dr. Van Duzen. The items have been separated into one group recommended for accessioning into the Museum collections, and a second group of less significant items recommended for display at The Peaks.
6.) Two specimens of a newly defined lizard species from the Grand Canyon. Offered by Charles Drost and Trevor Persons of the USGS Southwest Biological Science Center.
7.) A collection of jewelry, basketry, artwork and other ethnographic items, from Lillian Watson.
8.) Twelve quilted cotton wall hangings and a painting by White Bear, from Margaret Wood

Items recommended for approval at the July 23 Program Committee meeting:
1.) Richard McCallum – Navajo textile, small loom, Three Acoma pottery vessels, Cochiti pottery figurine.
2.) June Beasley – Posters advertising lectures at MNA by Richard Beasley.
3.) Robin Colton – 16 painting studies by Mary Russell-Ferrell Colton
4.) Jan Danson and Loren Haury – a Barton Wright scratchboard of MNA historic Golightly Courtyard, Lillian Smith watercolor, Pueblo Indian Pottery portfolio (2 items), Proof copy portfolio of paintings by Quincy Tahoma
5.) Anonymous – Painting by Jay James
6.) Tom and Edie Welty – Navajo rugs, Bahe Whitethorne painting, Navajo cradleboard, Navajo corn, Hopi rattle and brush, Paiute basket, Hopi wicker baskets, Hopi coil basket, Hopi kachina dolls, Hopi print, Acoma jar, Zia jar, misc. items
7.) Jane Clendening Mazor – Nine kachina dolls (some repainted), Hopi rattle

A motion from the Program Committee to accept all items into the MNA collections as presented and to accept the selected items for Education Department collection was made, seconded, and unanimously approved.

Perry Mesa Collection
Items that were excavated from Perry Mesa many years ago by a private individual on land that is now managed by the Bureau of Land Management, Agua Fria National Monument and the Tonto National Forest have been offered to MNA. These federal agencies have authorized MNA to serve as the repository for these items, and have endorsed this acquisition, and the Hopi Cultural Preservation Office has concurred with this as well. The donor will not receive monetary benefit such as a tax write off for this donation. The collections and curatorial staffs recommend that MNA accept these items. Title will remain with the federal government.

The Programs Committee recommended accepting this private collection. It was seconded, and passed unanimously.

Mary Miller Pacific Rim Materials
These items were accessioned in the 1980’s.They were not documented, do not relate to the Colorado Plateau, and are taking up needed space. The collections staff recommended de-accessioning these items. It was recommended that MNA notify the person(s) who made the donation, and advise them of the plans to de-accession them. The de-accessioned items would be made available for trade or exchange with other institutions.

The Programs Committee recommended that the board deaccession the Mary Miller Pacific Rim materials. The motion was seconded, and passed unanimously.

Collector’s Club
Robert Breunig reviewed a Collector’s Club proposal that was sent to the board via email. The proposal is to revive an old MNA institution from the 1970’s. In the original program, there were approximately 100 people, who each gave $100-200 per year to purchase pieces for the collection. The goal would be to collect $20,000.00 per year. This fund would give the Director the ability to do the purchase items immediately. Another approach is to have a Collector’s Club Affiliate group, which would put affiliate names on an email list, and they would get communications on opportunities to purchase items. Once a year there would be a barbeque and picnic, so the Collector’s Club members could see what was purchased. It was suggested to launch the program in the beginning of the next year, January 2008. The consensus was to start with the donation of $200.00 or more to join. All members and past members of the Collector’s Club will be notified of the opportunity. There was also a consensus for the Director to move ahead with the plan for formalize the Collector’s Club with staff and the Board of Trustees.

VIII. Report from the Finance and Investment Committee

June Financial Statements
David Connell reviewed the June financial statement. Revenues were under budget by $114,105. Operating expenses, however, was $100,160K under plan, so we are at a virtual break-even budget through June. Expenses on the Therizinosaur are still being incurred. Additional funding for the exhibit is expected to come in. By the end of September, Dr. Breunig anticipates that MNA to be within budget. The fiscal year will end September 30.

The Finance Committee recommended that the board accept the June financial statements. It was seconded, and passed unanimously.

Preliminary Report on 2007-2008 Fiscal Year Budget
Preliminary budget projections were presented by Robert and Lynn Yeager this week to the Finance and Investment Committee and it was distributed to the board for review.

Report on MNA Endowment Foundation
David Connell reported that the MNA Endowment Foundation has now been approved by the IRS an official legal entity. A draft investment policy is 90% there, and David is working on the gift acceptance policy. The Foundation attorney is fine with the first draft. An MNA attorney needs to review the proposed document. The agreement may be approved by October meeting.

Proposed Audit Committee
It was proposed that a separate MNA Audit Committee be created, with a board member as the chair. There can be three appointed members, and they will be chartered to work with the Auditors. Consensus was given for Susie to move ahead to form an Audit Committee.

Lunch

IX. Report from the Governance Committee

Nominating Committee Report –Election of Officers
The committee sent out minutes recommending acceptance of the following officers: Susie Garretson as Chair, David Connell as Treasurer, Sam Henderson as Secretary, and Drew Barringer as Vice Chair.

The Governance Committee recommends that we take the option to extend the term for Chair for one year. Motion was made, seconded, and passed unanimously.

The Governance Committee recommended that the board approve Susie Garretson as Chair, David Connell as Treasurer, Sam Henderson as Secretary, and Drew Barringer as Vice Chair.

The motion was seconded, and passed unanimously. (4 abstentions; each did not want to vote for themselves).

X. Muses Report

Pat Pauli had a handout of the highlights for the organization that was passed around. She also noted that the annual Holiday Lunch will be held on December 6, 2007.

XI. Other Business

Proposed dates for the Board to go to the Heard Museum and the Basha’s Museum needed by October Board meeting. Please send the information to Susie.

The meeting adjourned and went into Executive Session at 2:15 PM.

Next meeting: Saturday, October 6, 2007 – 9:00AM in the Colton House.