The Arizona Historical Society Board of Directors Meeting Minutes Friday, October 3, 2014 AHS Museum at Papago Park Tempe, Arizona

Transcription

1 The Arizona Historical Society Board of Directors Meeting Minutes Friday, October 3, 2014 AHS Museum at Papago Park Tempe, Arizona Present Jackie Berkowitz Janice Bryson Kelly Corsette Voie Coy George Flores, Treasurer Tom Foster William Garbarino Bruce Gwynn Lynn Haak Linda Head Bonnie Henry John Lacy Julie Larson Pat Loven Jeannine Moyle Bill Porter, Vice-president Greg Scott Michael Urman, President Michael Wade Staff Anne Woosley, Executive Director Bill Ponder, Chief Admin. Officer Madison Barkley, Curator, Natural History/ Education Coordinator Laraine Daly Jones, Collections Manager Yanna Kruse, Rio Colorado Div. Dir. John Langellier, Central Div. Dir. Bill Peterson, Northern Div. Dir. Les Roe, Southern Div. Dir. Mary Ann Ruelas, Educator Rebekah Tabah, Photo Archivist Deborah Ortiz, Executive Assistant Absent George Hartz Leonard Marcisz, Secretary Jim Ronstadt Richard Shaw Rachel Stallworth 1

2 Decisions taken at this meeting: Approval of the small grants to certified museums as recommended (document attached) totaling $37, Approved the proposed Board of Directors Slate of Nominees for the annual meeting. Call to Order President Urman called the meeting to order at 12:00 p.m. Roll Call Roll was taken and Urman declared a quorum present. Approval of Minutes Porter moved approval of the September 5, 2014, minutes with one correction. Lacy seconded. Motion passed unanimously. Woosley introduced staff. Urman made a call to the public. None was heard. Introductions Call to the Public History Note Madison Barkley invited the Board to visit the Gallery of Natural History Exhibit that opens today showcasing the rocks, minerals, and fossils from the collections of the Arizona Historical Society. Presidents Report Urman asked the Board to RSVP for the annual meeting lunch in Tucson on Saturday, November 1, He commented on the New and Upcoming Events monthly blast to members and encouraged the Board to look at everything happening statewide at AHS. Executive Directors Report Division Updates: Woosley commended Kruse for the significant work being accomplished in Yuma on the museum complex project and the collaboration with the Yuma County Historical Society, City of Yuma, and the Yuma Crossing National Heritage Area. She commented on the refurbished exhibit spaces in Tucson and noted the Gregg Cabin project in Flagstaff is moving 2

3 forward. Woosley remarked what a tremendous resource AHS provides to the public through its Library and Archives, locally, nationally and internationally. Woosley announced that Ortiz and Langellier are retiring. On October 6, 2014, Langellier will relinquish his duties at AHS-Tempe and will work on special projects in Tucson until his retirement in January Business Plan: Woosley reported on the ongoing development of the business plan presented by the Business Plan Working Group on September 5, 2014, which is a subset of the Board approved strategic plan earlier this year. In reference to this plan, that portion most critical to the financial health of AHS is Strategic Priority 2: Develop and strengthen every avenue of public support to secure future public funding; plan and mount major capital and endowment campaigns; increase earned income from fees and services in accordance with revenue enhancement tactics; and develop private sector partnerships to leverage rental potential of agency sites and commercial use of collections. Woosley, Roe and Peterson gave a PowerPoint presentation on Financial Atrophy (attached). Woosley said defining measurements and the process by which these are identified is a board, chapter boards, and staff effort. Specifics will become more refined as we move forward. She made several points. It is expected that library and archives and education will produce revenue. The AHS membership discussion including staff and board is an open issue that must be pursued. Peterson remarked that staff has talked with professionals around the country who are facing similar circumstances and doing homework on what is trending nationally in membership. Revenue generating educational programs required expansion. Woosley added that the agency reorganization discussion has not yet involved staff outside the working group and is the next step. She commented that the working group believes strongly that reorganization will enhance operational efficiency, thereby positively impacting financial atrophy. She recognizes reorganization might have policy implications. Porter said the reorganization of staff is a function of the executive director, not the board. Flores sees this as the beginning of a positive paradigm shift, that AHS needs different results from the past and means change. Garbarino also remarked that staff reorganization is not a board matter. Woosley said the working group wanted the Board to see the full scope of what is being considered in response to financial atrophy. The next steps for the working group will address key areas identified in both the September 5, 2014, and today s PowerPoint presentation for Board consideration. Coy reiterated that staff was charged by the working group to put together this presentation as a followup from the PowerPoint presentation given by Leonard Marcisz on behalf of the Business Plan Working Group at the last board meeting. Committee Reports Community Outreach Bryson reported the committee met with staff to review grant applications from certified museums and make funding recommendations. She said the committee worked hard because the requests totaled $63,263.98, and only $37, was available. Porter moved approval of the small grants as recommended (attached) totaling $37, Coy seconded. Motion passed unanimously. 3

4 Development Flores reported the annual fund donations received to date total $22,715.00, including contributions from 11 board members. He commented this is the highest amount in ten years with the exception of Flores inquired how many board members belong to other nonprofit boards that require board members to make an annual contribution. Funding organizations frequently ask if board members donate to the organizations they serve. If AHS is looking at a paradigm shift, he believes the subject should be discussed formally by the Board next year. Membership Flores observed the membership numbers are slightly higher than the previous report. He attempted to call a meeting to discuss membership that included staff and was taken aback when a board member strongly questioned why staff were being invited. Flores said that a discussion about the role of board and staff may be required. He views staff involvement as critical and hopes that nothing is developed that would create a separation between the board and staff. Education & Public Programs No report. Finance Ponder reviewed the budget report for month ending August Governance & Policy Lacy reported the committee met to discuss the relationship of the AHS support groups and AHS, Inc. He sent a letter to the chapter board presidents to generate comments at the chapter level for how best to implement a program of accomplishing what needs to be done to address the audit and financial atrophy. There are concerns that chapters and support organizations, who have historically raised money for specific purposes, will lose control of what they want to do in their communities. Lacy assured them that AHS, Inc. would function as an umbrella organization while the chapters and support organizations continue doing what they have been. Lacy commented that a big hurdle is to support areas that provide services statewide but do not have direct support organizations such as collections management, education, graphics design, and exhibit production, which are examples of functions that benefit all of AHS. Lacy said an equitable system for funding such activities is required. As relevant discussions continue, he would welcome feedback from the support organizations. Lacy said AHS, Inc. is refining its operations and an accountant has been secured. The majority of the funds raised to date have supported the Medal of Honor in Arizona exhibit and other specified projects. AHS, Inc. will provide reports at AHS annual meetings, and a method for regular reporting to this board, possibly quarterly, will be determined. Lacy reaffirmed that donations to AHS, Inc. can be restricted so funding can be solicited for specific projects. Unrestricted donations are also encouraged and he indicated endowments would ultimately come from legacy donations and wills. Central Chapter Update was moved forward in the agenda. Corsette reported the Day of the Dead exhibit in Tempe opens on October 10, 2014; there is a family bike ride event on October 19, 2014; the Tales from the Grave event on October 31,2014, will offer a safe place to celebrate Halloween; and as the Medal of Honor in Arizona exhibit enters its final weeks in Tempe, radio spots will run throughout the month of October. He thanked Langellier for his service at AHS- Tempe. Library, Archives, & Collections Henry reported that 16 additional responses to the oral history survey were received. She will be calling a meeting to review items for deaccessioning that were presented to the committee today. 4

5 Nominating Coy reported the committee met this morning to develop a proposed board ballot for the annual meeting. The committee also discussed board officers for next year based on the responses received from board members. Porter commented that nominations for board members and officers are open from the floor. Lacy observed that the committee is charged to provide proposed slates and make sure the candidates are willing to serve but anyone can put forward names at the meetings. Porter moved the proposed Board of Directors Slate of Nominees for the annual meeting: Name County Chapter Eligible for first-year term: Bruce Gwynn Yuma Rio Colorado Linda Head Pima Southern Eligible for first, three-year term: Jacqueline (Jackie) Berkowitz Maricopa Central George Flores Maricopa Central Jeannine Moyle Maricopa Central Greg Scott Santa Cruz Southern Eligible for second, three-year term: Bill Porter Mohave Rio Colorado Lacy seconded. Motion passed unanimously. Coy reported the following board members have agreed to serve as officers if elected: Leonard Marcisz, President; George Flores, Vice-president; Jim Ronstadt, Secretary; Bill Garbarino, Treasurer. Property & Building Management Lacy confirmed that the deeds for Oro Belle property have been officially recorded. Publications Haak presented a copy of the AHS 150 Journal of Arizona History. Discussion and Action Items The draft business plan was considered under the Business Plan Working Group report. The role of the chapter boards was discussed under the Governance & Policy Committee report. Small grant awards for AHS certified museums were considered under the Community Outreach Committee report. The proposed board ballot was considered under the Nominating Committee report. Chapter Board President Updates Rio Colorado Chapter Gwynn gave an overview of the improvements being made at the Sanguinetti House Museum and Gardens. The museum reopens to the public on November 8, 2014, 5

6 and the Medal of Honor in Arizona exhibit opens with a reception on November 11, During the upcoming year, the museum will offer garden talks, desert tours, presentations, and a summer camp, and there will be a membership drive. Central Chapter The update was moved after the Governance & Policy Committee report. Eastern Chapter Haak announced the chapter s annual meeting will be held on Saturday, October 18, 2014, at 1:00 p.m. in Globe. Northern Chapter Garbarino said the museum yard was cleaned up with the assistance of a local juvenile program. Coy thanked the Northern Arizona Pioneers Historical Society for supporting the winterization of the Gregg Cabin. He reported the construction is being done by members of the Navajo Nation. Southern Chapter Scott announced the El Dia de los Muertos: Remembering January 8, 2011 exhibit opens with a private reception for members on Tuesday, October 28, 2014, and for the general public the following day. He encouraged the Board to visit the AHS 150 exhibit when next in Tucson and take a ride on the modern streetcar to the AHS Charles O. Brown House downtown. Requests for Future Agenda Items Urman requested that agenda items for the next board meeting be sent to Ortiz. Announcements of Current and Future Events Berkowitz announced that Alan Day is the Historical League s guest speaker on October 27, 2014, at 11:30 a.m. He will share stories related to his book The Horse Lover: A Cowboy s Quest to Save the Wild Mustang. His sister, Justice Sandra Day O Connor, will join the audience. RSVP is required. The Annual Meeting and next board meeting are on Saturday, November 1, 2014, at the AHS Arizona History Museum in Tucson. Adjournment The meeting adjourned at 2:30 p.m. Signed: Date: Michael Urman, President 6