Board Members Present: Allan Affeldt; Susie Garretson, Chair; Susan Golightly; Sam Henderson; Linn Montgomery; Peter Pilles; Wayne Ranney; Katrina Rogers (by telephone); Carolyn Shoemaker; Larry Stevens; Miguel Vasquez; and Stephen Verkamp.
Board Members Absent: Rowena Dickerson, Leigh Kuwanwisiwma, Jack Metzger, Max Oelschlaeger, Carl Phagan, Barbara Poley, Octaviana Trujillo
Board Member on Leave of Absence: Susan Olberding
Emeritus Trustee Present: Frances McAllister.
Ex-Officio Members Present: Mary Ann Isom, President of Sedona Muses
Staff Members Present: Robert Breunig, Director, Marlene Lloyd; Lynn Yeager; and Elaine Hughes.
Development Volunteer present: Karen Enyedy. Guest: Cheryl Ossenfort

I. Call to Order
Board Chair Susie Garretson called the meeting to order at 9:00am.

II. Approval/Acceptance of Minutes (S. Garretson)
The board minutes of the June 4, 2005 and the August 6, 2005 meetings were approved and the minutes of the June 4, 2005 Annual Membership meeting were accepted for posting on the MNA website to be approved by the MNA members attending the next Annual Membership meeting.

III. Approval of Consent Agenda (S. Garretson)
The minutes of these consent agenda items were approved:
Executive Committee Minutes: July 15, August 4, August 18, September 22 & October 12.
Finance and Investment Committee Minutes: June 1 and August 3.
Institutional Planning Committee Minutes: September 8, September 22, and October 13.

IV. Report from the Chair (S. Garretson)
Susan Olberding requested a leave of absence from the board due to the fact that she is working as a part-time archivist at MNA. The Executive Committee approved a six month leave of absense at their October 12 meeting. There is a Program Committee Chair vacancy due to Susan Olberding taking a leave of absence and Susie is looking to fill this spot. She asked Carl Phagan to be Chair and he said he would make that decision after today’s meeting. Susie asked if anyone other than Carl has an interest in being Program Committee Chair to please let her know.

Susie reported that the “friend-raising” event at the Metzger Ranch to kick off the fall “Campaign for MNA” was a great success. It was held on a beautiful fall afternoon (September 25th) and everyone enjoyed the great food (especially the BBQ), good wine and the traditional blue grass music. Approximately 100 people were in attendance. Guests were asked to consider a year end gift to MNA.

The museum is looking at purchasing an omni-directional microphone for board conference calls, as these are necessary when we have a need for conference calling during board or committee meetings. Susie asked if board members would be willing to pitch in on the cost estimated at $339 and will query the entire board.

A friend of the museum has offered $35,000 for the museum art sale legal fund if the board will match with another $5,000. Susie will also ask the entire board.

Susie received from the American Association of Museums (AAM) a booklet, A Higher Standard, which outlines the accreditation process. Board members are encouraged to read this booklet. If any board members are interested additional copies can be ordered. Information on the accreditation process can also be found on AAM’s website.

Collections Acquisition
Susie reported that the Executive Committee has reviewed proposed accessions in lieu of the currently inactive Program Committee. Elaine Hughes, Collections Manager reviewed all of the proposed accessions. (Proposed acquisition’s handout was given to Board Members: attachment on file.) On several of the accessions there were several items directed to the “education collections” verses the permanent collections. This is because these items were not considered by the curatorial staff or outside advisors to be significant enough or in good enough condition for inclusion in the permanent collections. “Education collections” are used by the education department for teaching purposes and can be handled by the public. Items directed to the education collections are always done so with the permission of the donor.

The Executive Committee recommended that the Board approve the proposed collection accessions from Glen Canyon National Recreation Area, Becky Gill, Richard Wilson, Jim and Karen Traut and one anonymous donor. The motion was seconded and unanimously passed.

V. Report from the Director (R. Breunig)
Dr Breunig noted that the museum has been active of late following the opening of the Joella Jean Mahoney exhibit on September 17, 2005. The public response to the exhibit has been very positive and Joella has stayed engaged with the MNA giving public tours, tours for children, and a special tour for local art teachers. In addition, Stefan Sommer, working with the Anthropology Department at NAU, scheduled a robust lecture series around the Stories on Stone exhibit. Next week the museum teams up with Nuestras Raices, “Our Roots”, a local Latino organization, to put on the second Celebraciones de la Gente in connection with the commemoration of the Mexican holiday tradition “Day of the Dead”.

Focus on Collections Management
Dr. Breunig noted that two years ago, right after the board and administration turned over, a delegation from the National Park Service made an inspection visit of our collections due to concerns about MNA’s financial instability and the closure of the Geology Department. Since then the NPS and other federal agencies have been reassured that MNA is making steady and significant improvements in our collections management. Dr. Breunig stated that Ms. Hughes takes the stewardship of MNA’s collections seriously and that under her leadership the Collections Department, even though currently understaffed, is achieving significant goals.

Dr. Breunig then reintroduced Elaine Hughes, the Collections Manager, who gave the board a review and update on efforts to strengthen the management of MNA’s collections.

Ms. Hughes noted that she has been with the museum three different times. She has a Masters Degree in Museum Science from Texas Tech University.

She noted that the Collections Department as a separate department was started in the mid-1990’s in order consolidate and make consistent the management of collections. She reviewed a number of collections assessments and surveys that had been done over the years including two AAM MAP II surveys. She stated that funding for collections needs was difficult without a comprehensive Collections Plan. Such a plan was written with a National Endowment for the Humanities (NEH) grant in 2003. That plan has enabled the Collections Department to systematically address the most significant collections needs as outlined in various assessments. She reviewed the various grants we have received in recent years to improve the care of collections, including two this year from the Institute of Museum and Library Services (IMLS) and one from the National Park Service.

The IMLS grants addressed a long term need to rehouse our collections preserved in fluids.
The second IMLS grant for $150,000 is to establish physical and intellectual control over all of our collections by doing a systematic collections inventory. To do this we have hired a Registrar and an assistant to do the inventories. This grant will prepare us for the move to the new Collections Center.

Ms. Hughes noted several new concerns. The federal grants require a 50% match. This usually comes in the form of an in-kind match of staff time. All of these grants are taking a significant portion of her time as matching time, taking time away from her routine responsibilities. A second concern is the need to find grant monies for new cabinetry for housing collections. These costs are not covered by the Collections Center budget.

We have begun to set priorities for what will be rehoused in the new facilities. Priority will be given to the most perishable items.

The NPS grant is to review and update MNA’s Native American Graves Protection and Repatriation Act (NAGPRA) compliance. Gloria Lomaheftewa recently joined MNA from the Heard Museum to implement this grant.

Finally, MNA recently applied for a new IMLS grant to rehouse that portion of our Navajo and Hopi textile collection still in need of rolled storage.

Ms Hughes summarized our recent collections grant history. Grant funds received:
In 2002: $1,800
In 2003: $4,900
In 2004: $25,000
In 2005: $267,000

Ms. Hughes stated that these collections grants are not easy to get. Grant applications are peer reviewed and there are usually many more applications submitted than can be funded. MNA goes up against stiff competition with other museums, many of which have development staff members solely devoted to writing these types of grants.

Dr. Breunig thanked Ms. Hughes for her presentation and complimented her for her grant writing ability, her focus, and steady progress in improving our collections management program.

Fundraising Update
MNA volunteer Cheryl Ossenfort briefed the board about the upcoming “Fall Friend Raiser” to be held on November 19. She noted that this year we have reached out to the business community to underwrite tables, which we have not done recently. We have already received pledges and table sponsorships equaling half of the funding we made on this event last year. Invitations are in the mail. We are going to have a silent auction with thirteen theme baskets for sale. Navajo comedians, “James and Ernie” will be providing the entertainment for the “It’s Saturday Night Live at MNA!” themed event. Hopi personality Ed Satala, “EJ the DJ”, of Hopi radio station KUYI will be the master of ceremonies.

Ms. Ossenfort stated that plans are underway for a spring fundraising event in Sedona featuring the NPR personality, Baxter Black. The event is booked for May 27 in Sedona at the Poco Diablo Resort. MNA is shifting its annual friend raiser event to the spring to avoid conflicts with our year end appeal. By going to Sedona we are reaching out to new friends in that community.

Dr Breunig then introduced Karen Enyedy who took the development position in January 2005 as a full-time volunteer. He noted that she accepted a goal of raising $523,315 in unrestricted monies, $200,000 over the prior fiscal year, as well as writing restricted grants for specific projects programs. The unrestricted operating grants are the most difficult to find and fund, he noted. He thanked her for her efforts on our behalf.

Ms. Enyedy handed out a report providing a run down of grant funds applied for and grants received as well as a summary of the unrestricted gifts we have received so far. She also thanked the Metzger family, Helen Yard, and Susie Garretson for organizing the successful year-end “2005 Campaign for MNA” kick-off event at the Metzger’s Flying M Ranch. To date, roughly half of our annual development goal has been met. Most individual gifts usually come in during the last quarter during the year-end appeal. We also are working with a long time friend of MNA on a significant year end gift. Ms. Enyedy suggested that board member follow-up assistance in phoning guests who attended the Metzger event and other selected donors.

Ms. Enyedy also distributed information on three additional special events organized by the Development Office this year, including a tally of funds raised to date for the Danson Chair.

Ms Enyedy reported that she and a volunteer, Mary Stone, were working on a “case statement” for the museum. This is a document that can be used in grant proposals to foundations and individuals that “makes the case” for MNA by explaining clearly and comprehensively what MNA does and why it is of benefit to our society.

Dr. Breunig noted that we have a higher development goal (by $200,000) than last year but are ahead of where we were last year at this time. He stressed how critical it was to have a balanced budget this year. He urged the board to assist with the annual appeal.

AAM Accreditation Update
On September 26, 2005 MNA received the “self study” documents from the AAM as the next step in the accreditation process. MNA has one year in which to complete the “self-study’ which includes answering an extensive questionnaire and preparing a number of documents including the Institutional Plan.

VI. Institutional Planning (K. Rogers/Allan Affeldt)
Allan Affeldt, new co-chair of the Institutional Planning Committee (IPC), presented the IPC report on behalf of Katrina Rogers. He stated that the goal is to have an institutional plan to present to the members at the June 2006 member’s meeting. The IPC recently met and identified 10 key topics for institutional planning. (see, IPC report, consent agenda). Mr. Affeldt stated that it was the IPC intent to have a transparent process that involves staff, board and museum stakeholders in the larger northern Arizona community. There will be a web page that tracks both the IPC and accreditation process. The committee plans to refer to the work products of earlier plans such as the Year 2000 in 1994 and the Lord Report of 2001. The IPC wants to have a board/staff retreat before the end of the year or early next year. Mr. Affeldt has offered his La Posada Hotel in Winslow for the retreat. After some discussion about a retreat date it was decided that an early January 2006 (Jan. 6th or 7th) date for the retreat would be the preference of most board members present. Susie suggested that because there are so many board members absent, that Katrina or Allan poll the board for several different dates after January 1.

All earlier MNA strategic planning documents are available in the MNA Library for anyone who wants to review them.

VII. Governance Committee (S. Verkamp)
Board Signing of Bylaws
Steve Verkamp brought the final bylaws document (approved at the August 6 meeting) for all board members to sign. Those Board Members not present will need to come by Marlene Lloyd’s office to sign the original document.

VIII. Report from the Finance and Investment Committee (L. Montgomery)
Linn Montgomery noted that the director and comptroller were working with department heads on the 2006 budget which will be presented at the next board meeting. He stated that the committee had given special attention to the decline in gift shop sales. He reported that the committee has also authorized the staff to retain the JDS Group for the 2005 audit.

He also reported that it was time to review the performance of MNA Environmental Solutions (MNA-ES), MNA’s for-profit subsidiary. He noted that MNA-ES has been requested to provide relevant information before the next Finance and Investment Committee meeting.

Acceptance of July, Aug & Sept Financials
Comptroller Lynn Yeager reviewed the July- September financial statements. She noted that MNA was slightly ahead of budget in revenues and under budget in expenses to give a positive budget variance of $ 212,502. She specifically noted positive year to date variances in admissions, memberships and donations. The decline in shop sales was reviewed. Ironically although the gross sales in the gift shop and bookstore have gone down again this year, the net has gone up. This is due to lower over-all expenses and a significant reduction in discounts. The shop performance will continue to be closely monitored by the museum’s management. The Finance and Investment Committee recommended acceptance of the financial statements from July through September. It was seconded, and unanimously accepted.

Stephen Verkamp brought up the article that was in the Arizona Republic regarding several other museums in our state, their endowment funds and budgets.

Discussion of a proposed MNA Foundation
Linn Montgomery reported on a special Finance and Investment Committee (F&I Committee) meeting to discuss setting up an MNA Foundation, a support organization (SO) to manage the museum’s endowment funds. Such a foundation would insulate the MNA endowment from invasion by future boards and increase donor confidence. The committee recommended that the support organization be organized with a “brother-sister” relationship (see Kendis Musheid’s board presentation, April 2nd, 2005). Safeguards would be put in place to protect the interests of MNA’s board and prevent the foundation board from dictating program initiatives to the MNA. The F&I Committee recommended that the director be authorized to work with Kendis Mucheid, an attorney at Fennemore Craig, on the details of establishment of an MNA foundation, a support organization to manage some of MNA’s endowment funds. It was seconded and unanimously approved. The director will bring a draft MNA Foundation Articles of Incorporation and bylaws to the F&I Committee in late November for review and recommendation to the board at the December board meeting.

LUNCH BREAK: 12:30 pm to 1:00 pm.

X. Sedona Muses Report (M. Isom)
Mary Ann Isom, Sedona Muses Representative, reported two successful fall meetings with Peter Pilles speaking in September and Robert Breunig and Stephan Sommer in October. The Muses holiday luncheon will be December 8 in Sedona. The Muses membership has grown over the past few months to about eighty members including several male members. The Muses are all members of the Museum of Northern Arizona as a condition of their Muses’s membership. Frances McAllister recalled that she and Diane Miller, then MNA Development Director, recruited early Muses members twenty years ago. Ms. Miller moved back to Sedona about a year ago and has recently joined the Muses.

XI. Other Business (S. Garretson)
It was announced that Larry Stevens had disclosed before leaving the meeting that he would donate $2,200 toward new entomology collections case and trays.

The regular board session ended at approximately 1:30. This session was followed by an Executive Session.