Board Members Present: Susie Garretson, chair; Bill Beaver; Susan Golightly; Leigh Kuwanwisiwma; Max Oelschlaeger; Susan Olberding; Carl Phagan; Peter Pilles; Barbara Poley; Ann Poulos; Wayne Ranney; Katrina Rogers; Carolyn Shoemaker; Larry Stevens; Octaviana Trujillo; Miguel Vasquez

Board Members Absent: Linn Montgomery; Sam Henderson; Sheri Burnham; Jack Metzger

Emeritus and Ex-Officio Members Present: Francis McAllister; Chio Black

Others Present: Robert Breunig; Lynn Yeager; Roger Clark; Ann Deegan

I. Call to Order
Chair Garretson called the meeting to order at 9:10 am.

II. Approval of Minutes of Last Meeting
The minutes for the Board of Trustee meetings of October 2 and November 6, 2004 were approved by a motion that was seconded and passed unanimously.

III. Approval of the Consent Agenda
The reports of the November 5 and 11, 2004 Executive Committee meetings, November 12 and 19 Master Planning Committee meetings, the Library/Archives Committee report of November 18, 2004, the Board Minutes Retention Policy, and the minutes of the November 15, 2004 Fundraising Committee meeting were approved by a motion that was seconded and passed unanimously.

IV. Report from the Chair
At the Executive Committee meeting last week the format was reviewed for the evaluation of MNA director. The form will be sent out to the Board in mid-December 2004 and Board members are asked to complete it over the holidays and return it the first or second week of January 2005. The information will be compiled and presented to Robert. This form will also include evaluation of the Board as a group.

A supportive email from Ben Smith, emeritus Board member, was read to the group by the Chair. He sent his congratulations to Robert Breunig and the present MNA Board for all they have done to set MNA on a new course.

The Master Planning Ad Hoc Committee has a goal of December 17, 2004 for final subgroup reports to be done.

Chio Black, President of the Sedona Muses, read her report. Chio stressed that the annual Festive Holiday luncheon on December 2, 2004 was a success and that members really enjoyed getting to know Board members and staff on a one-to-one basis. She encouraged Board members to participate in other activities. Susie encouraged Board members to attend Muses events. Susan Golightly asked that Chio remind the Board next September of the Muses December meeting. Several Board members are going to give talks in the Muses 2005 program and Wayne asked that Chio send a list of these lectures to encourage others to attend and also give talks.

V. Report from the Director
Robert reported that the AAM application for accreditation was placed in the mail on December 3, 2004, one year to the date from the revocation of MNA accreditation. He reviewed the future steps. The first step is approval that MNA can go through the accreditation process. A self-study follows which is extensive and requires numerous documents (such as policies) and questions to be answered. The self-study takes about one year and parts of this have already been started such as Bylaw revision. The self-study takes awhile to be read by the AAM and this process might be able to be expedited. A visiting committee then comes to the MNA. The entire process will probably take about two years to do. Robert read the last two paragraphs of the one page answer on the application “Why accreditation is important to the MNA” and stressed that the MNA has been accredited since 1973, two years after the process started. Two more reaccreditations took place. Robert emailed Ed Able, President of AAM and also the Chair of the Accreditation Commission on the evening of December 3, 2004 to let them know that the application was in the mail.

There is a prospect for a $250,000 challenge endowment gift. The language is being drafted by lawyers to protect the principle of this endowment. The week after the last Board meeting another donor stated they wanted to give an additional $500,000 endowment gift which will also have language to protect the endowment. This brings to $760,000 from last month plus an additional $10,000 anonymous gift. Susan Golightly asked if the $250,000 was designated for a special area in MNA and Robert stated that it was for general operating support.

The MOU for the Ecology Chair, an anonymous charitable remainder trust with the Flagstaff Community Foundation, was signed with the donor last Thursday. The initial gift is for $400,000. On the death of the donor and spouse, an additional $400,000 will be given. The agreement with the Flagstaff Community Foundation will not start until the fund reaches one million dollars.

Susan Olberding asked if the $760,000 will be in the account by the end of this fiscal year. Robert stated that he was not sure, it would be up to the donors.

The Friendly Fall Fundraiser did not raise as much revenue as last year’s with Ted Danson. About $20,000 was raised by the event. Next year the live auction will not be after the dinner talks due to the late hour.

The Annual Appeal has had an added gift appeal towards the end of the year. An October letter, pre-Thanksgiving letter, and letters for specialized audiences (e.g., regular Ventures participants and those going on Dr. David Wilcox’s tours) were drafted and sent. Lapsed members, new members, and special custom letters are also being sent. To date, about $43,000 has been raised. Monies are arriving from people who have not given before including at the $1000 level. Many gifts are expected to come in December.

An MOU was signed a few days ago with the Grand Canyon National Park Foundation (GCNPF). This is related to an exhibit on historic boats of the Grand Canyon. The GCNPF will be in charge of raising $300,000 for the exhibit with the assistance of MNA. GCNPF feels that they have the first $100,000 lined up. The exhibit will be produced at MNA and open over Labor Day 2005. Susan Golightly asked how much an exhibit costs. Robert explained that it includes the boats, graphics, audiovisual, an issue of Plateau magazine, and seminars. It will be up for about one year and hopefully designed so that it can travel. The exhibit will be owned by the GCNPF and traveled by that group. No extra charge will be attached to this exhibit. Miguel asked if there could be a regular orientation to river trips through use of this exhibit at MNA for commercial outfitters. Larry feels this would be a good revenue generator. Susan Golightly stated that the Grand Canyon Association is organizing an orientation for all river groups and floaters and maybe there could be collaboration.

A draft MOU between MNA and the Hopi tribe has gone to the tribal secretary’s office. Leigh stated that the official legal review is done and that the Tribal Council will be deciding on a time for this as an action item. When it is presented, Robert, as Director of MNA, will be asked to speak. Leigh suggested that Susie Garretson, as Chair of the Board, also attend and she stated that she would.

The next issue of Plateau magazine is on the press right now and should be out before the end of 2005. It contains reissues by living authors who have updated their articles. Ed Abbey’s article has been updated by Robert. The Fall 2005 issue will be related to the Grand Canyon boat exhibit.

Robert then listed his priorities for 2005:

1. The AAM accreditation self-study will occupy much time. This includes strategic planning for MNA. The last strategic plan was 1994. A major report, the Lord Report, was a strategic report and came out in 2001 but never had Board approval. The Lord Report will provide data for the self-study including the environmental scan section. Many policies must be reviewed and written including Research, Health and Safety, Personnel, and Collections. This is a useful study to systematically look at the organization.

2. Building the endowment is also of high priority. If one million dollars can be obtained this year, this is not a stopping place. As soon as possible he would like to raise five million with long range plan of twenty million. Those who have already given to the MNA and see that it is now on the right course may wish to give more.
3. Public program development: Stefan’s presentation last month of the five year exhibit strategic plan is an orderly process that allows ideas to develop, planning to occur, implementation, and programs to be organized around exhibits in a coherent manner with the Colorado Plateau as the focal point. This would include short range, intermediate, and long term exhibit redos. Robert is excited about this manner of thinking and of understanding what appeals to audiences including families with children.

4. Robert wants to strengthen the research program. He would like to see the Anthropology Chair done in the next year as a priority. The Danson family is interested in this with Ted Danson willing to get the endowment where it is needed. This would mean that three major programs, Ecology, Anthropology, and Geology, would be endowed.

5. Robert would like to build the development capacity of MNA to make it stronger and more comprehensive. This includes the annual appeal, planned giving, grants and contracts in a timely manner.

6. Another goal for 2005 is development of the MNA Collections Center.

Robert asked if there was any input from the Board related to 2005 priorities. Leigh asked if NAU could be developed as an institutional member with MNA and Hopi. The idea of partnering MNA with other tribes, Federal and State institutions (such as NAU), could help develop internships at MNA, provide a goal for MNA as a regional repository, and develop museum studies.

Miguel mentioned that Colorado River trip orientation at MNA could provide revenue generating as a goal. Robert mentioned that MNA needs to learn about the Grand Canyon Association plan and fit in with it, not compete with them.

Max asked about the current status of the MOU between NAU and MNA. Robert stated that work is ongoing with NAU to develop a new MOU that is more extensive with specific ideas including reactivating partnership with television production. There was a meeting with a KNAU representative yesterday to partner also with KUYI Hopi radio to initiate discussions to apply for a grant from the Institute of Museum and Library Sciences (IMLS) called A Partnership for a Nation of Learners: Community Collaboration Grant. This grant will help facilitate interactions between community groups, in this case MNA, KUYI, and KNAU.

Max thought this fabulous and mentioned the Branigar/Chase state of the art AV room for media. Robert mentioned that last month NAU reactivated that studio and taped the New Plateau book event which will be on the air soon. Carl wants to see this collaboration with NAU extended into research such as Biology and Anthropology. Robert said it would. Leigh mentioned Hopi research interests such as the study of DNA on corn genetics using existing Hopi stock. Robert stated that Stefan has gone to NAU genetics for that project.

Wayne commended the building of the endowment to $760,000 but wondered how public programs would be used to further build the endowment. Robert emphasized that a private fundraising effort comes first and then extensive planning to determine a more public endowment campaign.

Susan Golightly would like to add completion of MNA Master Plan to the list of goals for 2005. Robert agreed.

Robert then commented on the status of the 2005 Budget. It will be implemented at the beginning of the 2005 year.

Susie Garretson then commended Katrina and the Governance Committee members for their work on the Ethics policy. Robert thanked Ann Deegan and Ginger White on their work to get the AAM accreditation application in on time.

VI. Finance and Investment Committee Report
The October financial report was emailed to Board members and was presented by Lynn Yeager. Admissions revenues are down. Memberships are doing well, they are on budget. Sales income was up for Enduring Creations but November sales in the gift shop were down. The December 2nd member sale helped as did the Muses sale of $14,000. Facility rentals are doing fairly well but the Colton House wedding rentals are down for 2004. Use of Colton House complex will be assessed later. Expenses are 20% under budget and holding at that so that they are $175,000 under last year. Susie Garretson commended Lynn on her hard work. Robert thanked Lynn for watching the budget to keep costs down. A motion was made, seconded, and unanimously passed to accept the October financial report.

Robert presented rewording for the MNA Endowment Investment Policy with a handout entitled “Draft Language to be added to MNA Endowment Investment Policy.” The MNA lawyer wants stronger language in this policy. Page one defines terms. Page 2 #3 adds a section to protect endowments and provide for no more than a 5% draw. Robert asked for preliminary approval of this Endowment Policy contingent on approval by the Finance Committee. Acceptance was moved contingent on acceptance by the Finance Committee. It was seconded and unanimously approved.

VII. Collections Committee Report
Nine separate potential acquisitions were presented. The Necco gift was moved, seconded, and pass unanimously. The Moore gift was moved for acceptance with the understanding that if certain pieces were not appropriate they would be returned. Seconded and unanimously approved. The Caldow gift was moved, seconded, and unanimously approved. The Veldkamp gift was moved, seconded, and unanimously approved. The Jenks gift was moved as accepting under the assumption that it does not violate any legal restrictions, seconded, all voting aye except one abstaining (Carl).

Discussion on the Larson and the Pearson gifts centered on problems related to accepting prehistoric materials. Carl felt that unevaluated potential NAGPRA materials should not be accepted case by case but that there should be an MNA policy. Leigh felt that the Collections Committee should study the ethics of accessioning this type of material. Robert stressed that MNA does not condone the method of collecting represented by these acquisitions but that this type of material would be best preserved in a public institution and if turned-down could disappear into private collections. MNA had already checked with the proper land management institutions to ascertain if they wanted the materials at MNA.

A motion was made to accept the Larson and the Pearson gifts contingent upon developing a policy statement on future accession decisions of prehistoric materials. The motion was seconded. All voted yes except one no (Carl based on wanting a policy decision and not an ad hoc decision) and one abstaining (Max).

Approval of the purchase of a BYU resin cast was moved, seconded, and unanimously approved. Purchase of the Mary Russell-Ferrell Colton painting, Desert Mesa, from the Philadelphia Art Conservatory, was moved, seconded, and unanimously approved.

Potential acquisitions will be brought to the Board about three times per year. Around March, May, and August or September. The Collections Committee will let the Board know when. Acquisitions worksheets will be evaluated during Collections Policy work.

VIII. Governance Committee Report
Katrina reported that the Governance Committee did not meet between the November and December Board meetings. They will meet once in December, once in January, and have the revised Bylaws by the February 5th, 2005 Board meeting. A draft of the new version of the Bylaws will be out this week. Carl asked what the strategy was for the Bylaw revisions. Katrina explained that comments have been gathered, the Governance Committee will review them, the attorney will review them, and then they go to the Board for discussion. Carl stressed that the Bylaws are the most fundamental document of the Board and that the character of the Board is decided by the Bylaws. He would like to see the Board get broadened authority rather than centering authority in the chair. Katrina stated that discussions are going in that direction.

IX. Research Committee Report
Carl presented the Research Committee Report. The committee is developing a Research Policy that will receive staff input at its next meeting. Those discussions will be incorporated into the Policy which will then be presented to the Board for discussion in several months. The next project will be the Research Associate Policy.

The MNA-ES 2005 budget was not available for presentation. Invoicing to Sonny indicates that the June to November period is showing increasing business.

X. Other Business
Peter reported that the Fundraising Committee met and he handed-out minutes. Future work will center on how to tie in with the Development Plan.

Susan Golightly mentioned that the Board Development Committee would be working on new trustee nominations and asked all to consider this their responsibility.

Octaviana reported that the Outreach Committee will meet in January a couple times before the February Board meeting.

Katrina asked all to formally acknowledge Susie Garretson’s hard work as Board Chair.

The next meeting of the MNA Board will be on Saturday, February 5th, at 9 am in Pearson Hall.

The meeting was adjourned at 12:10 pm.