Active Board Members Present: Susan Garretson, Chair; Ann Poulos, Vice Chair; Linn Montgomery, Treasurer; William Beaver; Jon Bonnell; Susan Golightly; Debra Hill; Linn Montgomery; Max Oelschlaeger, Acting Director; Carl Phagan; Katrina Rogers; Carolyn Shoemaker; Joan Scott; Lawrence Stevens; and Miguel Vasquez
 
Active Board Members Absent: William Clarke, Louis Jacobs, Leigh Kuwanwisiwma, Susan Olberding, Peter Pilles, and Wayne Ranney
 
Emeritus Trustees Present: Frances McAllister and George Podd
 
Others Present: Chio Black; Mr. and Mrs. Patrick Conley, Coyote Springs Homeowners Group; Mr. and Mrs. William Lamm, Coyote Springs Homeowners Group; Sonny Kuhr, MNA Contract Science Manager; and Lynn Yeager, MNA Controller
 
I. Call to Order
Chair Garretson called the meeting to order at 9:12. Susie explained that the homemade scones for the meeting were contributed by a volunteer who wanted the board to know of her support.
 
II. Approval of the Minutes of Last Meeting
A motion was made to approve the minutes of the August 16, 2003 meeting. The motion was seconded and approved.
 
III. Report from the Coyote Springs Homeowners Group
Susie yielded the floor to Mr. Patrick Conley of the Coyote Springs Homeowners Group. He stated that he had had a 26-year relationship with MNA, beginning with the Ventures program. He is the listing broker for the Group, and owns two lots in Coyote Springs. He expressed concern with the lack of resolution concerning an easement between The Peaks and Coyote Springs that had been recognized by Mike Fox. The easement issue is addressed in the sale of the Museum’s portion of The Peaks, and is expected to be resolved within the next few weeks. Max Oelschlaeger expressed the need for MNA to keep its promises, both explicit and implicit, to the Group, as well as to the tribes and other MNA constituents.
 
IV. Report from the Chair
Susie asked Peter Pilles to speak, as he was at the meeting only briefly. He stated that interviews with the three final candidates for director had been completed last Friday. The recommendation to the board would be made in executive session (to maintain confidentiality) by Deb Hill. Susie related that she had learned quite a bit from each of the candidates – that they each had many good ideas about ways for MNA to move in the future. Susie was also impressed with the work of the committee, and their commitment to doing everything possible to assure that the search resulted in the best possible candidate as director for the Museum.
 
Susie reported that she had formed a new ad hoc committee on lands and facilities. Larry Stevens agreed to chair that committee, with Susan Olberding, Sat Best, Shirley Groenhout, and Elaine Hughes to serve as members. Susie asked the board development committee to review the list of committees to assure that there was no overlap in goals, and Susan Golightly responded that that committee was looking into the issue.
 
Susie stated that a listing of meeting dates would be published for the upcoming year. The next two meetings are set for November 1, 2003 and December 6, 2003 (place to be announced).
 
The executive committee minutes for the August 22, August 29, and September 5 meetings were distributed (see attachments). Susie explained that she would like to add one board member to the committee. A motion was passed to name Carl Phagan to the executive committee.
 
V. Report from the Acting Director
Max stated that he was impressed with the work of the executive committee, the board, and the committees, although he feels they have a long way to go. He asked each board member to prepare a half-page memo on what he/she is prepared to give to the board in time and resources.
 
Max reminded the board about the Ted Danson fundraising event planned for November 8. He encouraged the members to donate high-quality items for the silent auction, and to encourage their associates to do likewise. Tickets to the special Danson event will be $5000 each, and ticket holders can attend the general fundraiser that evening without cost. Tickets to the general fundraiser will be $75 each. Max stated that one goal for the evening is to inform the public about the desire to increase the current Danson endowment (for a chair of anthropology) to $2 million.
 
Max hopes to present three alternatives for a five-year recovery plan to the board at the next meeting. He thanked Lynn Yeager, the Controller, for her assistance in preparing the alternatives, and said that he was impressed with the professionalism of several members of the staff in dealing with the many serious issues at the institution. The School of American Research will be visiting the Museum on Monday, and Max looks forward to having them back at the table.
 
VI. Report from the Finance and Investment Committee
Linn Montgomery reported that paperwork is in progress to remove the Colbert Chair and the Coyote Springs endowment from collateral on the lines of credit. Unrestricted endowments will be used in their place. He also explained that the committee was considering Enrique Avendaño as an advisor to the committee. Mr. Avendaño holds an MBA in finance, and worked in the grants and contracts department at Harvard. He is currently employed at W.L. Gore. Susan Golightly asked about paying down the line of credit to reduce interest payments, and was told that the executive committee had decided not to pursue that at this time. Lynn Yeager stated that some of the balance on one line of credit was moved to another line with a lower interest rate, so that monthly payments (interest only) decreased from $3700 to $3400. Susie stated that RFPs had been prepared for the 2003 audit, and needed approval of the Finance and Investment Committee before being sent to potential auditors. RFPs have also been prepared for legal services.
 
VII. Report from the Board Development Committee
Susan G. reported on board development activities since the last meeting (see attached hard copy – no email copy available). She mentioned a picnic for board and staff that she and her husband sponsored on September 9th. She stated that the committee would like to arrange to meet with remaining department heads immediately prior to the next meeting on November 1. These would include Human Resources, Facilities, Visitor Services, and the Retail Shops (all in the exhibition building). She reminded board that tapes and hard copies of the previous meetings with department heads were available to board members who had not had a chance to visit these departments on a board tour. Susan suggested that each board member prepare his/her own board notebook, and that the committee would assist the board members in slowly acquiring all MNA policies. Although it was the intention of the committee to present the terms for each board member today, this was delayed until the next meeting. The board matrix is almost complete. Susan would like to discuss the results of the board/staff retreat held in January at a later meeting. She asked that board members submit to her their spouse’s names, so that board can begin to learn them. She stated that the board development committee needed to notify those board members who resigned in June whether or not they have served the required term length to become emeritus trustees.
 
VIII. Report from the Fundraising Committee
Katrina Rogers reported on the arrangements being made for several events (see attached report). The September 6, 75th-anniversary kick-off birthday party was a great success, with many activities for children. Katrina reiterated Max’s plea for donations for the Ted Danson event and silent auction. The board discussed the need for a letter to members and other Museum associates as an update to issues the board has been working on over the past two months. Max suggested including the article in Arizona Highways be sent to members in addition to the letter. Several other members had suggestions, and a form was distributed to collect the ideas to be returned to Katrina. Katrina asked the board to approve a request by Rebecca Garrett to allow staff $1.25 for each membership sold, and members agreed this was a good way to reward staff and promote membership sales.
 
IX. Report from the Governance Committee
Susie stated that Jon Bonnell, Deb Hill, and she were co-chairs of this committee. The committee had not met, but intends to meet soon to review the personnel manual and make a recommendation for its acceptance soon. She asked George Podd to present a short report he had prepared concerning changes noted in the articles, bylaws, and minutes over time that references the various terms used to denote the head of the board and of the institution (see attached hard copy - no e-mail copy available). He noted dates when one was called “Chair” and the other “President” or when one was “President” and the other “Director”. He noted that in 1977, for instance, Mike Fox requested that the name of the head of the institution be changed to “President/CEO” as he felt it sounded more prestigious than “Director” and would benefit his fundraising efforts. George also read an excerpt of a letter sent by Dr. Colton in 1968 noting that the museum was seeing very successful times, but that it should also realize the need for greater endowments.
 
X. Report from the Ad Hoc Colbert Chair Natural Resources Committee
Dr. Gillette was scheduled to give this report, but was out of town on a personal emergency. Max noted that the committee had met by telephone (Lou Jacobs is the Chair and lives in Austin, TX). MNA hired Dr. Gillette on a part-time basis to complete several tasks over the next 3 months, including development of a proposal for increased funding to the Colbert Chair, developing a financial plan for the geology department, and plans to better integrate geology with the Museum’s exhibits and education programs.
 
XI. Report from the Ad Hoc Anthropology Committee
Miguel gave a report of the first meeting of the Anthropology Committee (see attached report). The committee had already discussed several problems, such as lack of representation from tribes – especially concerning current issues, and needed improvements to the ethnology gallery. Miguel reminded the board that the Museum is in the unique position to do things (concerning the Colorado Plateau and its people) that no one else can do.
 
XII. Report of the Ad Hoc Collections Committee
Ann Poulos reported that the collections committee had met twice since the last board meeting. She explained that the committee is working on several policy and procedural issues with Elaine Hughes. The committee is thinking of breaking into task workforces in order to accomplish the many goals they have. Susie thanked Ann and Carl for their hard work with this committee, and especially for the work concerning the response letter to the AAM, which was sent out at the end of August.
 
XIII. Report from the Muses Representative
Chio Black gave a report from the Muses, explaining the background of the organization, their mission, and their meeting schedule (see attached hard copy - no e-mail copy available.) She explained that the Muses are never involved in politics and are strictly a support group for the Museum. She described their lecture series, and stated that the average cost for a lecturer is about $350.00. Frances McAllister stated that the group was started when she served as President of the Board in 1984. It began with the development director contacting a few women, and quickly became a fairly large organization. Frances stated that the group’s only stipulation was that the Museum never ask them for monetary contributions.
 
XIV. Report from The Peaks Representative
Susan Golightly explained that she had met with Dean Pickett, the former Peaks representative, to learn the history of the partnership. The next meeting of The Peaks board will be September 29th. Lynn Yeager explained that the Museum had been paid $250,000 for their 1/3 share in The Peaks, as well as $20,000 of $40,000 owed for cases and other items provided by MNA for artifacts and artwork at The Peaks. The remaining $20,000 is being paid in monthly amounts of $800.00. Deb Hill explained that The Peaks had many items from MNA on loan, and that MNA had paid for the construction of the cases to hold those items. Linn Montgomery suggested that perhaps the agreement for the loaned artifacts and artwork should be renegotiated since The Peaks charges MNA for space rental in the summer when their facilities are used for education programs. Susan G. explained that MNA and The Peaks still have an agreement for MNA to provide educational programs to their residents, although the monthly price of that service wasn’t clear (somewhere between $800 and $1200 per month).
 
XV. Report from the Volunteer/Docent Representative
Susan G. stated that she will be meeting with Judy Hudnall, the assistant to the volunteer/docent coordinator (the coordinator position is vacant at this time) on September 25. She reported that the fall program for new docents has not started, and that the docents themselves have organized a series of events as a sort of on-going training for those docents who have graduated. The docents will be meeting from 9 a.m. to 12 p.m. on Tuesdays, instead of Wednesdays as they have in the past, so that they do not interfere with Muses meetings. Miguel Vasquez mentioned that those board members who would like to assist with training to contact Judy Hudnall or Ellen Dorn. He asked members to remember that there are five general disciplines, and that a proposed lecture for docents should relate to one of those disciplines. Susie reminded members to contact Judy H. with information about anyone interested in serving as a volunteer or docent.
 
XVI. Report from the Ad Hoc Publications Committee
Katrina reported that the committee met on September 4 to discuss the future of the Plateau Journal publication. Currently, the PJ loses about $38,000 per year (not including staff time); due to the cost of publication and the price it is sold to our partners and the public. Max noted that there is about $200,000 worth of PJ inventory that could be sold. He suggested that interested parties would pay two to three times the original price for back-issues. Jon Bonnell asked about commercial advertising, and Susie responded that because of the restrictions on some of the partners (federal agencies), commercial advertising was not allowed. It was then suggested that perhaps “sponsors” could be found, in lieu of commercial advertisements. Deb stated that several years ago, the Museum had an entire department dedicated to publishing PJ (and it lost money at that time as well). Mike Fox changed the format from being one of popular articles about one particular subject to articles on many subjects in each issue. Miguel suggested that the committee revisit the issue of “partners” to determine if commercial advertising might be possible. Carolyn Shoemaker suggested that all levels of memberships should receive the PJ, so that we keep memberships (instead of only stockpiling back issues and losing members). Susan G. suggested that she and volunteers could compile sets of PJ to be offered at a profitable price. Or back issues of PJ could be sold individually or in sets in the shops and at special events. Jon suggested that PJ could be offered to partners at 40% off retail – which would be more than the wholesale amount they are sold for now. Linn suggested making a listing of articles, and adding that list to the MNA website, so that persons interested in one item could purchase back issues individually.
 
The Board adjourned for lunch at 12:00 and returned in executive session at 1:00 p.m.
 
XVII. Other Business
No other business was conducted either before or after the executive session, and the board adjourned for the day at 4:00 p.m.
 
Respectfully submitted, 
 
Susan Olberding
Secretary