The Arizona Historical Society Board of Directors Meeting Minutes Friday, January 27, 2012 Casa Grande, Arizona Present Marsha Bonham Rich Boyd Chris Carroll Craig Colvin Ted Cunningham Jack Donnelly Emily Düwell George Flores Lynn Haak George Hartz Mark Haynes Bonnie Henry Hal Herbert John Lacy Julie Larson, Secretary Pat Loven Len Marcisz Mary Parker Bill Porter Don Prior Cindy Schroeder, Treasurer Greg Scott Michael Urman Michael Wade, President Staff Anne Woosley, Executive Director Bill Ponder, Chief Administrative Officer Bruce Dinges, AHS-Publications Div. Dir. Kyle McKoy, AHS-Central Division Dir. Deborah Ortiz, Executive Assistant Les Roe, AHS-Northern Division Dir. Absent Jim Babbitt Axel Holm Art Fox Colleen Mathis 1
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 Call to Order President Wade called the meeting to order at 12:15 p.m. Roll Call Roll was taken and Wade declared a quorum present. Approval of Minutes Porter moved to approve the minutes of the November 5, 2011, meeting as presented. Lacy seconded. Motion passed unanimously. Call to the Public Wade made a call to the public. None were heard. President s Report Wade called on Driggs who presented an update on the State Capitol restoration project. Discussion and/or Action Items Item A pertaining to the Collections Committee: Discussion and action, if any, on changing the Collections Committee to the Library, Archives, and Collections Committee (or a similar name) with responsibilities that reflect those responsibilities. Wade said he had discussed a name change with Holm, the committee chair. He noted that if the name is changed, the board might also want to consider changing the description of the committee s purpose. There was discussion. Boyd moved to change the committee name to Library, Archives, and Collections Committee. Carroll seconded. Motion passed unanimously. Item B pertaining to the Exhibits & Education Committee: Discussion and action, if any, on changing the Exhibits & Education Committee to the Best Practices and Programs Committee (or a similar name) with responsibilities to reflect those responsibilities; Larson said AHS should consider cloning best practices to be shared with other regions of the state to improve our product. There was discussion. Lacy said this would help define a clear line between management and governance. There was a request to define what is meant by best practices. Wade explained it is usually a business term related to industry. If you can identify the best practices from other organization they can be duplicated in your own business, saving set up time. Düwel commented that building information sharing networks statewide is something positive. 2
46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 Woosley said in the museum profession, best practices relates to programming, education, and ethics. She remarked that best practices examines oneself within the profession and that it should not be imbedded, limited to solely one specific committee. There was discussion. Porter moved to change the committee name to Education and Public Programs. Henry seconded. There was discussion regarding what is to be accomplished with the name change. Flores said the committee should be charged with talking about creativity and imagination of what history museums should be doing, regardless of its name. Larson said the committee would need to develop a clear description of its function. She suggested the name be considered after the committee s role is defined. Porter noted that sometimes the responsibility of a committee is not clear. Motion passed with one opposed and one abstention. Item C pertaining to the International Affairs Committee: Discussion and action, if any, on changing the International Affairs Committee to the Historical and International Tourism Committee (or a similar name) with responsibilities to reflect those responsibilities. Scott said the committee name should best describe how AHS would partner with others. Wade said one idea about this name is that Arizona history is a commodity and would put AHS in a position to make money. Hartz met with director of the history museum in Cairns, Australia and she was highly interested in an exhibit, digital photos, or something about Arizona and the Old West. She also expressed interest in having contacts in the United States to discuss various ideas. Hartz found their challenges similar to those of AHS. Wade said that Sister City relationships are a terrific idea to reenergize the committee. There was lengthy discussion regarding historical tourism and heritage tourism. Porter moved to name the committee Historical and International Tourism. Larson seconded. Hartz does not want the term tourism to lose the opportunity for international partners. Woosley noted that cultural and heritage tourism are commonly used in the field today. There was discussion. Porter amended the motion to Cultural Tourism. Lacy seconded the amendment. There was discussion. Carroll amended the motion to include International Exchange. Driggs seconded. There was discussion. Porter commented that all the board was doing was naming the committee and the critical part is what the committee would be charged to do. Carroll moved to name the committee Cultural Tourism and International Exchange. Hartz seconded. There was discussion. 3
92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 Haak moved the committee be named Heritage and International Tourism. Hartz seconded. There was discussion. Lacy objected to the board acting as a committee as a whole. He asked that the matter be turned over to the committee to recommend a name and define their charge. Lacy moved to defer action on this matter until the committee comes back to the board with their recommendation. Schroeder seconded. Motion passed unanimously. Hartz reported the Arizona Story tours via the Smart Phone internet application would be introduced tomorrow with the first six sights available. Item D pertaining to Geographic Coverage of the AHS Chapters and Divisions: Discussion and action, if any, on modifying the AHS chapters and divisions to ensure that counties that have not been covered by a chapter and division will be. [In April 2011, the chapter presidents approved adding Navajo, Mohave, and Apache counties to the Northern Arizona Chapter/Division; Yavapai and Gila counties to the Central Arizona Chapter/Division; Graham and Greenlee counties to the Southern Arizona Chapter/Division; and making no changes to the Rio Colorado Chapter/Division.] Boyd moved to modify the AHS chapters and divisions to ensure that counties that have not been covered by a chapter and division will be. Prior seconded. There was discussion. Lacy appreciates how this would maintain a balance of the Central and Southern chapters. Hartz said a year ago he surveyed the chapter presidents regarding this and that they may come back to the board and suggest some adjustments since county boundaries are not always logical. Haynes cautioned that this could orphan the Rio Colorado chapter. There was discussion. Motion passed unanimously. Item E pertaining to Museum Pass: Discussion and Action, if any, on whether AHS should explore and/or develop a pass that will get its holders into all of the certified and/or affiliated museums as well as into the AHS museums. [The Time Traveler Program that comes with AHS membership only covers the AHS museums, the Show Low Historical Museum, and the Jewish History Museum.] That pass may also include a subscription to The Journal of Arizona History and other benefits associated with AHS membership as well as benefits yet to be determined. Wade referenced the document that was emailed to the board for their review. He said a special committee could be appointed to review the items and report back. Porter said the document came out of joint Membership and Community Outreach committee meetings. He said the committees would continue working on this topic if the board agrees. The chairs of the other committees could serve on the special committee and perhaps reach out to the historical societies not involved with AHS. There was discussion. Porter moved the proposal be referred to a special committee to also explore AHS relationships with other historical societies. Urman seconded. Motion passed unanimously. 4
136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 Item F pertaining to Community Outreach and Membership: Discussion and action, if any, on whether AHS certified and/or affiliate organizations should be required to be members of AHS. Porter moved that certified museums be AHS members in order to qualify for the small grants program. Loven seconded. There was discussion. Lacy questioned the legality of requiring membership and said AHS certifies museums based on certain criteria that have no preconditions. He said AHS should be looking for better ways to serve the museums. Cunningham said he initially supported the idea but would change require to request. Hartz said AHS could offer complimentary memberships and agreed AHS should strengthen its ties with the certifieds. Porter moved and Loven seconded to amend the motion that certified museums be requested to be AHS members. Woosley remarked that she agreed with Hartz. She said that AHS used to have a dedicated position for outreach and without this, AHS services for certifieds have decreased. Many certifieds are small operations with few people and run by volunteers. She wants to see AHS building helpful relationships with them. There was discussion. Porter moved to defer the item to a special committee. Boyd seconded. Motion passed unanimously. Item G pertaining to Community Outreach and Membership: Discussion and action, if any, on whether AHS should initiate a professional advertising campaign to boost AHS membership and attendance at AHS events. Cunningham would like to attract more members and museum patrons through an advertising campaign. He reviewed the circulation numbers and costs for advertising in Arizona Highroads and Arizona Highways. Funding for this could come from private underwriting, a membership specific grant, or a capital campaign. He will come back to the board with a starter package recommendation. Executive Director s Report Dr. Anne Woosley. A brief update on staff activities and programs. Woosley indicated that much of her work has been at the Capitol. The legislative session has started and she and Jim Norton have been meeting with legislators on budget related issues and with the Governor s staff regarding the Arizona Experience Museum (AEM). Given the challenging economy, the Arizona Experience project has been divided into two phases. First is the ongoing development of the online program based on the AEM exhibition content. This has been a collaborative project with the Arizona Geological Survey who has the technical staff to develop and implement the website. The Governor will unveil this project on Statehood Day. Following Statehood Day, private sector fundraising will continue to focus on the AEM, the second phase. In the interim, many of the mineral specimens that will be incorporated into the 5
182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 AEM are on loan to the Flandrau Science Center. AHS curator, Dr. Madison Barkley, who specializes in geosciences, has been using the mineral collections to develop educational programming with components for teachers and traveling exhibits. Woosley announced that the library at AHS-Central has reopened with three part-time archivists. She noted that the Arizona Historical Foundation archive is in the process of closing and its collections are being redistributed. Certain collections will be transferred to AHS-Central. AHS staff is working on the 100 Years ~ 100 Quilts exhibition opening 18 February in Tucson. Secretary of State Ken Bennett is the honorary chair and will participate in the ribbon cutting ceremony. Woosley announced that the Arizona Centennial Commemorative quilt would be at the Rotunda in Washington, D.C. the week of 26 March. Woosley reviewed the Centennial events scheduled the weekend before Statehood Day in which staff would participate: Redondo Days in Yuma; Downtown Tucson Centennial Celebrations; Phoenix Centennial Best Fest; and Ft. Lowell Days. AHS will also be present on 14 February at the Capitol for the Statehood Expo and Fandango!, the Gala Centennial celebration at the Phoenix Convention Center. Committee Reports Awards and Recognition - Urman reported the Al Merito Nomination form is available and due the end of February. Collections Haak read a message from Axel Holm in his absence and indicated that he would call a committee meeting after the Centennial. Community Outreach Cunningham reported the recertification of museums is due annually and half have been received so far for this year. He requested that certifieds be invited to the Arizona History Convention. Development Hartz commented that said only four board members have contributed to the annual fund. He said the committee needs to investigate its role with the newly established 501 (c)(3). The committee could offer support and guidance for the 501 (c)(3) who will be made up of the officers of this board. Hartz would recommend continuing this committee with its focus to work with the board of the 501 (c)(3). He remarked that the committee also feels strongly that before a fundraising campaign is implemented the board should be clear about who we are, our structure, what our fundraising focus should be, how we will act on a statewide basis, and with other historical organizations. He noted the committee would gather ideas for a legacy giving program. The priority of the committee is to design and implement a major donor program; to do this correctly they will seek expert advice. Executive/Personnel Wade said the committee met and the report would be available at a later time. 6
228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 261 262 263 264 265 266 267 268 269 270 271 272 Exhibits & Education No report. Finance Ponder referenced the budget and membership reports provided for October, November, and December 2011. He remarked that during this time with so many ongoing projects, AHS has been fiscally careful to keep expenses in order. There is an issue regarding the facility in Tempe that could change the fiscal picture and he is hopeful it will be resolved soon. Governance & Policy Lacy will organize the existing policies to ensure any ordinance or policy that is still unaccounted for has been eliminated. He said the mission statements from the committees should be sent to him. The incorporation paperwork for the new 501 (c)(3) is moving forward and should be in his office by the March board meeting. International Affairs Discussion regarding the renaming of the committee was considered under Item C. Legislative Affairs Prior said during the upcoming months he would be calling on the board regarding what they can do to help during the legislative session. Membership Porter said the membership numbers continue to drop but noted this is a nationwide problem and in comparison AHS might actually be doing better then most. He distributed membership application forms to each board member and encouraged them to each recruit new members. Nominating No report. Property & Building Maintenance Urman said the committee met today to identify priorities for the year. The Charles O. Brown House is now open and he offered a guided tour for anyone interested. Urman said Flores and Marcisz would work with staff to develop a Request for Proposal to look at options to reopen the Sosa-Carrillo-Frémont House and address some minor issues. He commented that the committee also had some general discussion about the facility in Tempe. The board recognized Urman for everything he has done for the Charles O. Brown House. Publications Haak said the committee would meet in February to consider digitization options for The Journal of Arizona History articles. Ad Hoc Committee on Volunteers Prior said he contacted all of the chapters and support groups to gather information on their volunteers: where they get volunteers, how many they have, what functions do they perform, and how they are trained. He noted there are over 90 volunteers working in museums and more then 200 within the support groups. It is clear that without the volunteers the museums would be closed. Prior said the volunteers are recognized with appreciation lunches and with awards and certificates. He would like the volunteers named and recognized in AHS publications. Porter said a significant number of volunteers are not 7
273 274 275 276 277 278 279 280 281 282 283 284 285 286 287 288 289 290 291 292 293 294 295 296 297 members and could be asked to become members. There was discussion. Ad Hoc Committee for Strategic Planning No report. Updates from Chapters Rio Colorado Chapter Board - Colvin announced that Redondo Days would be held on Saturday, February 11. He said the golf tournament this year was very successful. Southern Chapter Board Scott announced that the chapter board would be hosting a Friendraising Workshop Training, on Saturday, 3 March. Board members are welcome to attend. He thanked Urman for all of his work on the Charles O. Brown House. Announcements and Other Matters for Consideration at Future Board Meetings Next meeting- Friday, 9 March, in Rock Springs. The meeting adjourned at 2:30 p.m. Adjournment Signed: Michael Wade, President Date: 8