Board Members in Attendance: Members Present: Allan Affeldt; Sam Braun; David Connell; Susie Garretson, Chair; Susan Golightly; Leigh Kuwanwisiwma; LaVelle McCoy; Beverly Miller; Peter Pilles; Wayne Ranney; Katrina Rogers; Carolyn Shoemaker, Miguel Vasquez; and Steve Verkamp,

Board Members Absent: Drew Barringer; Rowena Dickerson; Sam Henderson; Jack Metzger; Barbara Poley (on leave), and Octaviana Trujillo

Emeritus Board Member Present: Ben Smith

MNA Staff Members in Attendance: Robert Breunig, Director; Pats Shriver, Executive Assistant; Cassie Dakan, Development Office; Lynn Yeager, Controller; Larry Stevens, Curator of Ecology and Conservation; David Gillette, Colbert Curator of Vertebrate Paleontology

Sedona Muses Representative: Mary Ann Isom, President

Scientific Illustrator: Victor Leshyk

Collections Center Architect: Jim Roberts

I. Call to Order
Chair Susie Garretson called the meeting to order at 11:12AM.

II. Approval/Acceptance of Minutes
A motion to approve the Board of Trustees meeting minutes of October 7, 2006 was made, seconded, and passed unanimously.

III. Approval of Consent Agenda
A motion to approve the consent agenda: Executive Committee Minutes of November 2nd, Governance Committee Minutes of October 10th, Land and Facilities Minutes of November 17th, and Fundraising minutes of November 3rd was made, seconded, and passed unanimously.

IV. Report from the Chair
(No report given)

V. Report from Land and Facilities Committee

Presentation of Collection Center Model: Jim Roberts, Architect, Robert Jones Architects

Dr. Breunig introduced Collection Center architect Jim Roberts who last presented to the board in February. Dr. Breunig explained that the Collection Center donors were motivated to give by the current state of the existing facilities and need to get our collections into a better environment. He stated that he was impressed with the research and analysis used by Mr. Roberts to get the design to this point. Before the building went to final design, there had been a requirement to understand how the building would need to function. Thus, there has been a year-long process to understand the environmental needs of the collections and to consult with tribal groups, MNA staff, as well as to get the recommendations of conservators and from the National Park Service. Mr. Roberts recently brought this information to the Land and Facilities Committee for review. MNA Research and Collections staff will review the plans next Friday (12/8/06).

Mr. Roberts explained that the major requirement for the building was to preserve the collections by provide a safe and stable environment for them. He has held back on design ideas until all groups had a chance to share information and ideas. Jim recalled the dictum that “form follows function”. The design issues were complicated due to issues of master planning. He also explained how the Collections Center has been designed to expand in the future. The Center needs to accommodate today’s needs without compromising the future. This is a major new piece of the museum and it needs to speak to community about the values and the mission of the museum. There is still work to do on functional details and these will be presented in the future.

Mr. Roberts brought a three dimensional model that has been developed over the past three months. Jim discussed the model in the context of campus planning. The site of the new building is located on the site of four existing buildings, each of which is in poor repair and which should be replaced.

The new building will be just under 17, 000 square feet on two levels, a ground level and a mezzanine level. There will be a large rectangular space on two levels to hold collections. In addition, there will be staff offices and work spaces. The building will face east with a circular native stone front designed to honor the natural and cultural history of the Colorado Plateau. The sun will hit the front entrance on the equinoxes. Inside the main entrance will be a reception area with a dramatic view of the San Francisco Peaks. There will be three main entrances to the building; the first the prime or ceremonial entrance for tours, a 2nd entrance for staff, and the 3rd entrance, a receiving area for objects in the collections.

The building will be certified through the US Green Building Council’s LEED (Leadership in Energy and Environmental Design) program. The design will incorporate sustainable, passive design principles. The mass and materials forming the walls will be designed to regulate swings in temperature and humidity, requiring minimal use of fuels to heat and cool the structure. The south facing office area will take advantage of passive solar heating in the winter. The collections area will be heated by a radiant in-floor heating system, possibly heated by thermal solar collectors. The north facing windows will all have a filtered glazing on them so no direct sunlight will fall into collections area.

One of the most significant features of the building is a proposed “green roof”. This roof would slope to the south by 16 degrees and have four-inch thick medium for growing native grasses. Under the layer planted with grasses would be a water-proof membrane. Green roofs have several key benefits. They provide good insulation for the building, especially moderating summer heat gain. They provide good protection of the roofing membrane, protecting it from ultra-violet radiation and heat, elements which cause deterioration of roofing materials. Green roofs also moderate storm runoff, absorbing moisture and releasing it more slowly through run-off and transpiration. Storm run-off could be collected and reused to irrigate the grasses on the roof. Green roofs are growing in use world wide and are now considered reliable. In museum applications, the California Academy of Sciences in San Francisco has a green roof. The corporate headquarters of The GAP also has a green roof. (http://www.gapinc.com/public/SocialResponsibility/sr_environment.shtml) Mr. Roberts stressed that the design building does not rely on having a green roof – that it can have a traditional roof if warranted.

No existing trees will come down with the current plan. Mr. Roberts was asked if any trees could fall onto the building. A survey has been done and the trees are healthy and the soil conditions are good. This should not be a significant problem. The building will be on the outside of drip line of all trees. There was also discussion about Milt’s Barn. It was discussed it may have to be moved in the future, but for now it will stay in its current location.

Mr. Roberts also reviewed the placement of the building in the over-all Master Plan. It was noted that with future National Park Service funding, there would be a second phase, which would expand the building to the west. He also reviewed the vehicular and pedestrian circulation patterns on the site.

After architectural review and discussion, a motion was made to approve the location and design direction for the new Collections Center. The motion was approved with one abstention.

Approval of Historic Structures Master Plan

Allan Affeldt presented the Historic Structures Master Plan. This plan was developed last summer by Dr. Breunig with intern Laura Rogers as part of the Self Study documentation for the AAM accreditation process. Dr. Robert Breunig and Ms. Rogers went through every building at MNA over fifty years old. A check-list of what needed to be done to each was prepared. There was an in introductory section, a statement of philosophy about preserving MNA’s historic context, reference to LEED standards, and to the Secretary of the Interior’s guidelines on rehabilitation and restoration of buildings. This document is considered a starting point for guiding MNA on which structures should be restored, rehabilitated or removed. No immediate action is contemplated on these plans except to remove four buildings for the Collection Center.

The Land and Facilities Committee recommended it as a draft plan, understanding that it may needed more development. Specifically, Mr. Affeldt stated, the board needs to approve the removal of the four buildings on the site of the new Collections Center. If the buildings are not needed or are architecturally significant, the committee feels it is okay to remove them.

Dr. Breunig discussed these four buildings. They are a collection of 1950’s cinder block buildings: Parsons, Bailey, Pollock, Biology Lab, and Wetherill Apartments. All of buildings would be on or adjacent to new center. He stated that they were all in poor condition, and none had architectural merit.

There was also a discussion of the role of the State Historic Preservation Office in the determination of the historic significance of the building.

A motion was made to accept the Historic Structures Master Plan as a draft study. The motion was passed with one abstention.

1:20 PM - Lunch Break, resumed at 1:40PM

VI. Report from the Director

Report on Therizinosaur Exhibit (with David Gillette and Victor Leshyk)

Dr. Breunig reported that the Therizinosaur Exhibit planning started a year ago. The planned opening is now for mid-September, 2007. There was a delay in the preparation of the fossil material which delayed the opening. He introduced Dr. Gillette and Mr. Leshyk.

Dave Gillette described how discovered the Therizinosaur in 2000. At the time he could not identify the bones. The only other Therizinosaurs known then were from Asia, and they were incomplete specimens. MNA has nearly a complete skeleton. MNA has been developing ideas for a major exhibit at MNA. It is also being designed as a traveling exhibit after being at MNA for one year.

Victor Leshyk presented a “PowerPoint” program on the exhibit. He reviewed the exhibit organization, the storyline, “flow”, the graphics, and over-all design. MNA is approaching the exhibit as a scientific, hypothesis-based exhibit. Some of the interactive elements were shown. The plan includes paleo-geographic maps by Ron Blakey at NAU, which are considered some of the best in the world.

There will be many positive spin-off from the exhibit. For example, David Gillette will also be the keynote speaker for Flagstaff Festival of Science in 2007, right before exhibit opens. It was asked if there were any specific thoughts on teaching evolution in this exhibit. Dr. Gillette responded that the exhibit is a snapshot of life that lived here 90 million years ago, during the evolution of the earth so that the evolution of the earth as well as the evolution of life will be highlighted. The exhibit will not be just scientific, but include elements of the humanities, art, technical art, interpretive art, writings, poems, music, etc. Dr. Gillette sees it as an opportunity to bring science, art and cultural aspects together.

It was also mentioned that there may be an “I-Pod” type audio production for a self-guided tour. Further discussion included whether there would be an extra charge and Dr. Breunig explained that would be part of a future discussion. The budget has not yet been finalized, but early estimates are that the exhibit will cost in excess of $100,000.00.

Accreditation Update & Recommendations

Dr. Breunig discussed that MNA submitted the self-study in August 2006. In October, MNA received an email that the self-study was in order and would be forwarded to the Accreditation Commission. Our Self Study will be reviewed December 6-8 by the Commission. MNA hopes to be granted interim accreditation and proceed to the next phase.

Annual Appeal Update (with Cassie Dakan and David Connell)

Cassie Dakan provided a summary handout of progress the annual appeal so far. Thanks was extended to Katrina Rogers for leading the Development Committee. We are entering a most important month, December, as three-quarters of annual gifts are at the end of the year. We are relying on strong December and have a goal of $500K for the campaign. We are ahead of last year at this time in general donations.

David Connell stressed the importance of 100% board giving. Foundations and donors want to know that the board is in full support of the institution.

MNA-ES Operational Agreement

Last spring the MNA, MNA-ES operating agreement expired. A proposed new operating agreement was presented to the board at that time. The agreement was found to be too complicated, and it has been now been streamlined and simplified. Robert Breunig recommended that the revised agreement be approved.

A motion was made to accept the new Operating Agreement for MNA-ES and it passed unanimously.

Addition to the Agenda - Hopi village of Moenkopi

The Hopi village of Moencopi wants to build visitor and cultural center. The Hopi Tribe was approached to take this project on by the village. Leigh Kuwanwisiwma is interested in help from MNA under the terms of Memorandum of Understanding (MOU) between MNA and the Hopi Tribe.

Mr. Kuwanwisiwma updated the group on the MOU between the Hopi Tribe and MNA that went into effect two years ago. This allows the Hopi Tribe to come to MNA for technical assistance. The goal of this project is to work towards a tribal museum. Moencopi has land dedicated for the center. The question was asked if MNA could work under our existing MOU to give assistance to Hopi Tribe. The Tribe needs help involving planning, fundraising, and program develoment. There is a need to discuss mechanics of the project and work towards a schedule of tasks, and keep the MNA Board informed to see if they want to be involved, and to what level. There was discussion on the financial implications, and it was discussed that it is too preliminary to say. There is external funding for it, as Moencopi has applied for planning grants. The Tribe has dedicated $40,000 of their own money, and hired an architect to help the tribe move towards a decision-making phase on the cultural center.

Pulliam Grant & Endowment Gift

On November 16th, Dr. Breunig went to Phoenix, and was joined by David Connell, were they received a $100,000.00 check, from the Nina Mason Pulliam Trust which will be the first of three checks over a three-year period, for a total of $300,000. The grant funds a three-year planning process to design new exhibits for MNA. Dr. Breunig stated that the planning process will consider needed improvements in the museum building, such as the mechanical and electrical systems, conservation issues, traffic flow through the buildings, exhibit story lines, and the design of the “new” museum. The goal is to create a comprehensive story of the Colorado Plateau using the best museum exhibit techniques available. David Connell noted that there were twenty-five recipients; and only three of them were receiving their first grant. Karen Enyedy wrote the grant with direction from Dr. Breunig.

Repatriation of Items to the Salt River Tribe

A letter was received on September 11, 2006 from the Salt River-Maricopa Indian Community requesting repatriation of Hohokam human remains and funerary objects. Robert Breunig stated MNA supports this repatriation under NAGPRA. (Repatriation letter distributed). The items requested for repatriation were excavated by MNA in the 1970’s in connection with a pipeline to the Palo Verde Nuclear Generating site. The items were brought to MNA for housing. Leigh Kuwanwisiwma reviewed the request and stated that the Hopi Tribe takes no issue with the repatriation of these remains and funerary objects to the Salt River Maricopa Community.

The motion to request approval of repatriation of items to Salt River Tribe was made, and seconded, and passed unanimously.

VII. Report from the Finance and Investment Committee

The September 2006 financials closed on September 30, and it appears that the fiscal year ended in the black. An estate donation was booked before close of fiscal year.

October 2006 financials were presented by Lynn Yeager in context of the original 2006 YTD budget. Admissions and donations are over budget. Gift shop sales are under plan but considered okay. The Ventures Program is under budget. Total revenue through October 2006 is $60K above plan; expenses are $128K below plan. Net Jan-Oct $188K better than plan. October alone was $28K better than plan.

A motion to accept the September and October 2006 financials was made, seconded, and passed unanimously.

Preliminary Report on 2006-2007 Budget

We are in a new fiscal year but have rolled over the original 2006 budget for the first quarter. The budget for the reminder of the 2006-2007 fiscal year will be distributed and reviewed in January 2007.

MNA Endowment Foundation Operational Agreement

David Connell reported that the MNA Endowment Foundation is nearly up and running and that MNA and the Foundation need to have an Operating Agreement. The Operational Agreement is not lengthy, just two pages long. This is the beginning of the relationship and we will no doubt need to add to the agreement over time. The Endowment Foundation board met on Wednesday and approved the agreement. The Executive Committee looked at it also and recommendations to the MNA board. Further discussion is needed on whether the MNA would decide (or not) to move all MNA endowment funds to the Foundation. There would need to be a written agreement between the Foundation and MNA that maintains all restrictions on all gifts by donors if MNA funds are transferred to the Foundation. This will be the subject of further discussion between MNA and the Foundation.

A motion to approve the MNA Endowment Foundation Operational Agreement was made, and seconded, and passed unanimously.

VIII. Report from the Governance Committee

Susan Golightly gave the Governance Committee report. She noted that the Governance Committee reviewed the Institutional Plan (IP) and is recommending several changes:

1. The Governance committee recommends that Page 4-5 Lines 3-4of the IP Process be changed to state that the Executive Committee will review and revise the IP yearly and report MNA’s IP progress to the board. (action) This task moves from the Governance Committee.
2. The Governance Committee recommends that Page 46 Line 2-3 Step 5: of the IP process be changed to state that the Executive Committee will lead the performance review of Board of Trustees along with director. (action)
3. The Governance Committee recommends that Page 46 Line 10 Step 1 of the IP: Board review of Director be changed to state that the Executive Committee will lead the review and that the executive committee Pg 46, line 15, step 2, prepare and present the results of the review to the Director. (action)

A motion to accept the changes from Governance Committee to Executive Committee on all three items was made, seconded, and passed unanimously.

Added to Agenda – Board Nominations
Susie Garretson has asked Drew Barringer the nominations process for new board members on behalf of the Governance Committee. Susie Garretson, Katrina Rogers, Miguel Vasquez, and David Connell all have terms ending in June. These members were asked to let Drew Barringer know if they want to be considered for another term.

Video: “Speaking of Money”

All agreed to table the viewing of this video until the Feb 2007 Board meeting.

BF Foundation Update

The BF Foundation has offered to support operating fund with $300K over five years – if MNA raises $2.5M for the endowment fund during the same period. This challenge began a year ago. The more endowment money raised, the more MNA can get to support operating budget. There is a bonus formula – the more new donors the more money. This challenge is designed to help expand the donor pool.

IX. Muses Report

The annual Muses holiday luncheon will be held next week – all are invited. The annual Muses lecture series starts January 8, 2007. Tickets can be purchased at the front desk of MNA or by calling 928/282-4786 in Sedona. Tickets for the lecture series are also available for sale with Susan Golightly. The goal is to raise $8.5K for the lecture series next year.

X. Other Business

US Route 89 Appreciation Society presentation by James Cowlin

Wayne Ranney introduced Mr. Cowlin (Jim) from the US Route 89 Appreciation Society. They met at the Kolb Studio at the Grand Canyon.

Mr. Cowlin brought poster boards to explain the project. Mr. Cowlin has been a landscape photographer for 35 years. He started looking at a string of National Parks noticed that they were all on Highway 89. Highway 89 links seven national parks, national monuments, national forests, etc. Mr. Cowlin is asking for organizations and businesses to be part of project known as the US Highway 89 Appreciation Society. (Brochure distributed) MNA can join the society for $250. one-time fee. Jim is currently working on full-blown website. All sponsors will have a page for their institutional information, and events, etc.

It was asked if there will be a chapter on road construction history along the road. Jim replied that, yes, a graduate student is helping with historical writing. Leigh Kuwanwisiwma noticed that on the pamphlet, it says that there is an opportunity to learn about highway and take notice of the cultures that may be within the area. He noted that many of today’s highways followed trials that were first used by Native American people and that his aspect of history should be emphasized.

There is a $250 sponsorship fee for MNA if we decide to join. A binder of the project was left with Dr. Breunig.

A motion to recommend to the Finance Committee that MNA become a financial sponsor of the US Route 89 Appreciation Society was made, seconded, and passed unanimously.

The public portion of the meeting adjourned and went into Executive Session at 4:00 pm.

Next meeting: Saturday, February 3, 2007; 9:00-4:00 pm; Colton House, MNA