The Arizona Historical Society Board of Directors Meeting Minutes Friday, April 17, 2015 Museum at Papago Park

Transcription

1 The Arizona Historical Society Board of Directors Meeting Minutes Friday, April 17, 2015 Museum at Papago Park Present Janice Bryson Kelly Corsette Voie Coy George Flores, Vice President William Garbarino, Treasurer Bruce Gwynn Linda Head Bonnie Henry George Hartz Len Marcisz, President Jeanine Moyle Bill Porter Jim Ronstadt, Secretary (telephone) Greg Scott Richard Shaw Rachel Stallworth Michael Wade Absent Jackie Berkowitz Tom Foster Pat Loven Clair Thomas Nancy Young Wright Staff Anne Woosley, Executive Director Bill Ponder, Chief Admin. Officer Patricia Kyle, Executive Assistant Kim Bittrich, Deputy Administrative Officer Yanna Kruse, Rio Colorado Div. Dir. Bill Peterson, Northern Div. Dir. Les Roe, Southern Div. Dir. Linda Whitaker, Central Interim Div. Dir./ Library & Archives Div. Dir. Madison Barkley, Curator, Natural History/ Education Coordinator Eric Gonzales, Museum Operations Mgr. Laraine Daly Jones, Southern Division Collections Manager Rebekah Tabah, Archivist Susan Irwin, Archivist Mary Anne Ruelas, Educator 1

2 1 Decisions taken at this meeting: Bill Porter moved approval of the March 20, 2015 minutes with corrections. Voie Coy seconded. Motion passed unanimously. Bill Porter moved approval of protocol for agendas and minutes. Janice Bryson seconded. Motion passed unanimously Call to Order President Marcisz called the meeting to order at 12:18 p.m. Roll Call Roll was taken and Marcisz declared a quorum. Approval of Minutes Bill Porter moved approval of the March 20, 2015 minutes with corrections. Voie Coy seconded. Motion passed unanimously. Introductions Debra Davenport, Auditor General; Melanie Chesney, Deputy Auditor General; and Dot Reinhardt, Performance Audit Manager, were present to provide a deeper understanding of the intent and process of an audit, as well as how auditors perceive AHS is progressing at the 18 month follow up. Reba Wells Graudrud, AHS Member in Maricopa County; an inaudible guest, Mary Jo Gillespie, and Seth Franzman, public members; Art Schultz from the Central Chapter Board; Don Prior and John Lacy, former AHS Board members; Jim Norton and Stuart Luther representing R&R Partners introduced themselves. Marcisz explained that the Auditor General s purpose at the meeting was to provide the Board with an understanding of the audit, key areas, and its results. Davenport began by stating that Sunset audits are conducted at least every 10 years and are mandated by Statue. Sunset audits are accompanied by a performance audit, the purpose of which is to determine how agencies are fulfilling their missions. Reviews occur at six months and again at 18 months to evaluate movement by the agency toward implementation of findings. Both Davenport and Woosley shared mutual appreciation for the face-to-face, open conversations they have had during the past six to eight months. 2

3 Reinhardt added that recommendations are developed by reviewing previous audits and current industry standards. At present Auditor General staff are engaged in follow-up and may conduct site visits. Once this stage has been completed, the Executive Director will be contacted to discuss their assessment. In the event of a 30 month follow-up, the audit team and Executive Director will review each recommendation individually. The Auditor General staff indicated that another follow up audit would be scheduled for October, Presidents Report Marcisz submitted his report in writing prior to the meeting of the board. Executive Directors Report Guests Jim Norton and Stuart Luther were in attendance to speak about the implications of SB 1200 and SB They remarked that AHS will work with the Governor s office during the upcoming months relative to the Legislation. Woosley initiated the staff quarterly reporting to the Board. She prefaced staff presentations by reminding board members that AHS divisions are not only geographically museum based but include Library and Archives, Central Administration and Publications Divisions. She further noted that staff are deploying projects that are not within the boundaries defined by their job descriptions. Several divisions then provided updates to the board accompanied by a PowerPoint (attached). Committee Reports Due to the nature of this meeting committee reports were requested in writing prior to noon, April 15th. Awards and Recognition No Report Community Outreach No report. Development No report. Education & Public Programs Michael Wade provided the report electronically prior to meeting. Hard copies were made available. Executive/ Personnel No Report. Finance Bill Ponder provided the report electronically prior to meeting. Hard copies were made available. Governance & Policy No Report. Legislative Affairs No Report. 3

4 Library, Archives, & Collections No Report Membership No Report Nominating No report Property & Building Management No Report. Publications No Report. International Affairs No Report. Items scheduled for Board Discussion SB 1200, SB 1201 were discussed by Jim Norton under the Executive Director s Report. Protocol for agendas and minutes - It was reconfirmed that agendas will be posted in advance of all board and committee meetings. Draft minutes will be posted within three business days. Bill Porter moved approval of protocol for agendas and minutes. Janice Bryson seconded. Motion passed unanimously. Executive Director s objectives for 2015 The sense of the Board is that the President and Executive Committee come to closure with the Executive Director regarding performance objectives which will be presented to the Board for approval. Quarterly Staff Update - The discussion was initiated under the Executive Director s Report. Several divisions provided updates. Chapter Board President Updates Due to the nature of this meeting Chapter Board President updates were requested in writing prior to noon, April 15 th. Rio Colorado Chapter No Report Central Chapter Kelly Corsette, President of the Central Chapter Board, provided his report electronically. Hard copies were made available. Eastern Chapter No Report. Northern Chapter Voie Coy, President of the Northern Chapter Board, provided his report electronically. Hard copies were made available. Southern Chapter No Report. 4

5 Call to the Public John Lacy commented that vacant board positions be filled as soon as feasible. Mr. Seth Franzman, a Phoenix resident, notified the Board of plans to commemorate the WW2 naval battle at Midway. The Midway Commemorative Committee is actively seeking veterans who were involved in the battle or their relatives. Announcements and Other Matters for Consideration at Future Board Meetings It was determined that the Conclave scheduled for May 9 th at the Pioneer Village north of Phoenix be cancelled in favor of a meeting of the State Board of Directors. Adjournment The meeting adjourned at 3:20 p.m Signed: Date: Leonard Marcisz, President 5