December 2014 Board Meeting

GUILD BOARD MEETING
December 10, 2014
DORRANCE WEST CONFERENCE ROOM

Approved
January 14, 2014

President-elect, Mary Endorf called the meeting to order at 12:05 PM on December 10, 2014.

ATTENDEES:

Mary Endorf, Rod Passmore, Mary Bonsall, Claire Warshaw, De Bachmann, Linda Hefter, Pat Kilburn, Richard Borgmann, Carol Gunn, Sue Snyder, Shelley Mowry, Reta Severtson and Dave Newark. Susan Kolman by conference phone.

Absent: Diane Leonte

Also present for presentations: James Pepper Henry, Mark Scarp

APPROVAL OF MINUTES:

Rod Passmore made a motion to approve the minutes from the November 5, 2014 Board Meeting. It was seconded by Dave Newark and approved by all.

TREASURER’S REPORT:

Mary Bonsall reported that the bank accounts total $176,080 and that $64,332 is restricted. She explained that the invoice for spring semester for the three ASU student interns has been paid. $4500 was booked to scholarships and $447 to administrative expense. The administrative fee was not anticipated and will be investigated and discussed with ASU. Most of the revenue in November is from Indian Fair booth fee payments. Fair merchandise has been paid in full. Ribbon donations have been coming in steadily.

JAMES PEPPER HENRY:

JPH reviewed upcoming Museum events and exhibits including Brunch with Santa on Sunday; Beautiful Games which is being set up now; a panel discussion on January 30 regarding American Indian stereotypes in sports; and an NFL Pro-Football Hall of Fame Luncheon on January 30.

He thanked the Guild members who volunteered at the golf tournament. There were 84 golfers and 50 of the golfers are Native Veterans from all over the USA. The Veterans were non-paying guests. Almost $36,000 net was raised.

PRESIDENT’S REMARKS:

Susan Kolman updated board members:

  • Explained details of the ASU invoice.
  • It was announced on December 9 that Catherine Ruvinov, Guest Services Manager, is leaving at the end of the month to return to MIM. Deb Benoit is being promoted to Guest Services Manager.
  • The six Guild volunteers participating in the Fiesta Bowl Parade are Rex and Ellen Nelson, Ken Noone, Richard Borgmann, Mark and Susan Kolman.
  • The Museum has requested Guild assistance for the Super Bowl Committee which is in need of greeters at the airport and other locations, but not at the game. The Museum would like volunteers to participate as a way of getting positive PR for the Museum and helping bridge relationships with the Visitor’s Bureau.

After discussion by the Board, the consensus was that due to all that happens for Guild members to volunteer for starting at the beginning of the year such as the Fair, Hoop Dancing, and Student Art, that this is really asking a lot of the Guild members.

PRELIMINARY BOOK SALE RESULTS

Rod reported that attendance was lower than previous years. A meeting will be held next week to review with the committee. At this point no one has agreed to chair or co-chair this event.

BYLAWS AND POLICIES:

Richard Borgmann stated that members of the Board had received the report of the Committee on Governance regarding a re-stated set of Bylaws for the Guild. Richard then made a motion that these Bylaws be approved for submittal to the general membership for their adoption. Shelley Mowry seconded the motion.

Discussion:

Regarding ARTICLE II: AUTHORITY for clarification of the “Board Chair and the Director.”

Richard explained that this referred to the Museum Board of Trustees and Museum Director and pointed out that it is a direct quote from the Museum Bylaws.

Regarding ARTICLE V: ANNUAL DUES, SECTION 4 pertaining to waiving dues for American Indians.

Pat Kilburn made a motion to amend the recommendation and to remove Article V, Section 4. Dave Newark seconded the motion to amend the recommendation. The motion to amend failed.

Regarding ARTICLE IV: MEMBERSHIP, SECTION 4

Susan Kolman asked for an explanation of “Honorary  Membership.” She specifically asked what criteria are to be used to determine eligibility.

Richard explained that the criteria is in the award section of the policy manual. Rod Passmore’s committee will be reporting on that at a later meeting.

As there was no further discussion, the vote to approve the re-stated Bylaws for submission to the general membership was called. The motion passed.

Richard Borgmann referred to the report of the Committee on Governance regarding amendments to Guild Policy Statements.

Richard moved that the Code of Ethics be amended as presented in the draft. Pat Kilburn seconded the motion.

Discussion:

Richard explained that the Code of Ethics was amended to update the mission statement of the Museum.

As there was no further discussion, the vote to approve the amended Code of Ethics was called. The motion passed.

Richard Borgmann moved that the Policy on Administration be amended as presented in the draft. Pat Kilburn seconded the motion.

Discussion:

Richard pointed out that the only change was the deletion of the last sentence regarding he approval of the May Annual Meeting Minutes

As there was no further discussion, the vote to approve the amended Policy on Administration was called. The motion passed.

Richard Borgmann moved that the Policy on Finance be amended as presented in the draft. Shelley Mowry seconded the motion.

Discussion:

Richard explained that certain statements in that policy will not be effective until and upon the adoption of the re-stated Bylaws of the Guild.

Pat Kilburn asked for clarification of Guild Operating Expenses.

Richard Borgmann made a motion to amend the Policy on Finance as recommended to include the specifics of Guild Operating Expenses to include Administration, Technology, and Membership net of dues. Pat seconded the motion to amend the initial recommendation. The vote to amend was called. The motion passed.

Susan Kolman asked if we should spell out the specifics of the Library Book Sale at this point. Richard explained that as this is in a Guild Policy that it can be changed at the Board level if and when there is a change regarding the Book Sale.

As there was no further discussion, the vote to adopt the recommendation as amended was called. The motion passed.

Richard Borgmann moved that the Miscellaneous Policies be amended as presented in the draft. Dave Newark seconded the motion.

Discussion:

Richard explained that those statements underlined were added and those statement with lines through them will be deleted.

Pat Kilburn asked about the non-refundable contribution to the Guild that is included in the price of multi-day Guild trips. Shelley Mowry commented that there may be a change in the amount of the contribution. She will investigate what other organizations are doing and convene a committee to evaluate and make a recommendation.

As there was no further discussion, the vote to approve the amended Miscellaneous Policies was called. The motion passed.

Richard also commented that there are other policies that were not reviewed at this time but are being looked at by others.

INDIAN FAIR CHAIR 2017 SEARCH

Pat Kilburn reviewed the process that will be used to search for a Fair Chair for 2017. The details of skill set and experience will be emailed to Board. The job description is available on the web site. She will use a similar approach for Student Note Card Chair.

FAIR ADVISORY COMMITTEE

Dave Newark reported that the committee will include artists, collectors, and gallery owners. Pat Kilburn has spoken to Ann Marshall who concurs with the committee participants.

COMMITTEE REPORTS AND UPDATES

MEMBERSHIP:

Carol Gunn reported that often new Guild members join after taking a short course. Mark Scarp explained how the short courses are currently marketed including on social media such as Facebook which currently has 11,000 likes. People with interests in Indian Art and Culture are checking the Museum web page get thousands of hits.

MUSEUM LIAISON:

Mark reported on Museum programs including First Fridays and an upcoming presentation by Sandra Day O’Connor on January 14.

NEW BUSINESS:

Claire Warshaw requested that at next meeting the Board discuss how Chairs are passing on Committee Notebooks since that is longer done at a specific meeting. The discussion should address what and how the Guild wants the Library to archive and store hard copies of notebooks as well as electronic copies.

Meeting adjourned at 1:35PM

Respectfully submitted,
Claire Warshaw, Secretary